Welcome to DEFT

DEFT is a payroll and benefits management system designed for Irish employers. It helps you manage employee payments, track expenses and benefits, and submit compliance reports to Irish Revenue—all in one place.

Whether you’re a small business, mid-sized company, or accountancy firm managing multiple clients, DEFT simplifies payroll administration and keeps you compliant with Irish tax and regulatory requirements.

What can DEFT do?

DEFT helps you:

• Process payments – Submit SEPA payments to employees, suppliers, and contractors securely
• Track expenses and benefits – Record travel, subsistence, and other business expenses for Enhanced Reporting Requirements (ERR)
• Submit compliance reports – Submit ERR data to Irish Revenue on time
• Manage users – Control who can access DEFT and what they can do
• Generate reports – Create financial and compliance reports for audit and analysis
• Integrate with Revenue – Connect securely to your Revenue Online Service (ROS) account

Is DEFT right for you?

DEFT is designed for:

• Irish employers processing employee payments
• Accountancy firms managing payroll for multiple clients
• Organisations with Enhanced Reporting Requirements (ERR) obligations
• Businesses using SEPA Credit Transfers for payments
• Companies that need audit trails and compliance reporting

If you’re not sure whether DEFT is the right tool for your needs, contact Bright Support.

What you’ll need to get started

Before you begin using DEFT:

• A Revenue Online Service (ROS) account – To connect with Irish Revenue and submit compliance data
• A valid ROS DigiCert certificate – For secure communication with Revenue
• Administrator access to DEFT – To set up the system and manage users
• Your company’s bank details – To set up SEPA payments
• Employee and supplier information – To enter data into DEFT

If you don’t have a ROS account, you can register at revenue.ie.

Your first steps

1. Set up SEPA payments

DEFT uses SEPA Credit Transfers to process payments. You’ll need to configure this first:

→ See: Setting up SEPA Credit Transfers in DEFT

2. Add your team to DEFT

Create user accounts for team members who need to use DEFT:

→ See: Managing users and permissions in DEFT

3. Enter your first data

Depending on what you’re using DEFT for, you might: - Enter employee expenses and benefits for ERR reporting - Add supplier bank details for payment processing - Import employee data from your ROS account

→ See: How to submit ERR data to Revenue

4. Make your first payment

Once DEFT is set up, process a test payment to verify everything works:

→ See: Setting up SEPA Credit Transfers in DEFT → Step 6: Make your first test payment

Understanding the DEFT interface

DEFT uses menus and dialogs to organise features:

• File – Create new databases, open existing ones, import/export data
• Parameters – Configure settings, manage users, set up payment details
• Payments – Submit and track payments
• Reports – View financial and compliance reports
• Tools – Test connections, diagnose issues, access utilities
• Settings – Configure security, certificates, and system preferences

You’ll see these menus when you open DEFT. They’re organized around common tasks—click the menu that matches what you want to do.

[Insert screenshot showing DEFT main menu and navigation options]

Common tasks in DEFT

Here are some things you might do in DEFT and where to find help:

Getting help

If you can’t find the answer in our Help Centre:

• Search the Help Centre – Use the search box to find articles on specific topics
• Browse by category – Articles are organized by feature and task
• Check Frequently Asked Questions – Each article includes common questions and answers
• Contact Bright Support – If you need personalized help, reach out to our support team

When you contact support, provide: - Your company name and DEFT database code - A description of what you’re trying to do - Any error messages you’ve encountered - What steps you’ve already tried

Key concepts in DEFT

ERR (Enhanced Reporting Requirements)

A regulatory requirement to report certain employee expenses and benefits to Irish Revenue. If you provide travel, subsistence, or other covered expenses, you’ll need ERR.

→ See: Understanding Enhanced Reporting Requirements (ERR)

SEPA Credit Transfers

A secure payment method used in Ireland and Europe. DEFT uses SEPA to send payments to employee and supplier accounts.

→ See: Setting up SEPA Credit Transfers in DEFT

ROS (Revenue Online Service)

Your online connection with Irish Revenue. DEFT integrates with ROS to submit compliance data and securely verify your organisation.

→ See: Managing ROS certificates

Mandate

An authorisation that allows you to collect payments from a customer’s or employee’s bank account. You need a valid mandate before submitting SEPA payments.

→ See: Creating and managing payment mandates

Tips for success

• Plan before you start – Gather all necessary information (employee details, bank accounts, expense records) before entering data into DEFT
• Verify data entry – Double-check IBANs, PPSNs, and amounts. Errors cause payment rejections and reporting issues
• Set reminders for deadlines – ERR submissions have strict deadlines. Mark your calendar for payment dates
• Test first – Always make a small test payment before submitting large amounts
• Keep records – DEFT stores audit trails automatically, but also keep backups of important data
• Ask for help early – Don’t wait until a deadline to contact support if you’re unsure about something

FAQ

Q: Is DEFT difficult to learn? A: No. DEFT is designed to be intuitive. Most people become comfortable with basic tasks (payments, data entry) within a day. The Help Centre provides step-by-step guides for everything.

Q: How secure is DEFT? A: DEFT uses encryption and secure authentication (your ROS certificate) to protect data. Your information is encrypted in transit and at rest.

Q: Can I use DEFT for multiple companies? A: Yes. You can create separate databases for each company. Each database requires its own ROS certificate.

Q: Do I need IT experience to use DEFT? A: No. DEFT is designed for non-technical users. If you can use email and basic software, you can use DEFT.

Q: How do I back up my DEFT data? A: DEFT typically stores data locally. Check with your administrator about backup procedures, or contact Bright Support for guidance.

Q: What if I forget my password? A: Contact your DEFT administrator. They can reset it for you. If you’re the only administrator, contact Bright Support.

Next steps

You’re now ready to start using DEFT. Depending on your needs:

1. Setting up for the first time? → Start with Setting up SEPA Credit Transfers in DEFT
2. Need to report ERR? → Go to Understanding Enhanced Reporting Requirements (ERR)
3. Ready to make payments? → Follow Setting up SEPA Credit Transfers in DEFT → Step 6
4. Troubleshooting an issue? → Use the search box or check the article on your specific error