Managing HR tasks for small to medium-sized businesses in the UK requires software that handles everything from holiday tracking to HMRC compliance without overwhelming teams. Breathe HR positions itself as a straightforward solution designed specifically for UK companies, offering core HR functions at accessible price points.
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Breathe HR (now branded simply as “Breathe”) is a cloud-based HR management system built for UK businesses, with flat monthly pricing starting from £22/month for up to 10 employees. Features cover absence management, performance reviews, employee records, and real-time reporting. The platform emphasises simplicity over complexity, targeting organisations between 1 and 200 employees who need reliable HR tools without enterprise-level complications.
This review examines Breathe HR’s actual capabilities, pricing structure, user experience, and GDPR compliance measures to help UK businesses determine if it fits their requirements. The analysis covers integration options, customer support quality, and practical advantages against potential limitations.
- Starting at £4 per employee monthly - Breathe HR offers competitive pricing for SMEs, with no setup fees or long-term contracts required
- Best for UK businesses under 250 employees - Purpose-built for British SMEs with HMRC compliance, statutory leave tracking & UK payroll integration
- Limited advanced analytics capabilities - Lacks sophisticated reporting tools found in enterprise solutions, potentially frustrating data-driven HR teams
- 30% cheaper than BambooHR equivalents - Significantly undercuts major competitors while maintaining core functionality for essential HR management tasks
- 48-hour average support response time - Customer service operates UK business hours with phone & email support, though live chat unavailable
Breathe HR is one of the most consistently recommended HR tools for under-50-employee teams in the UK SME market, owed to its clean UI and straightforward per-team flat pricing structure.
Key FeaturesBreathe HR provides a centralised employee database that stores all staff information in one location. The system automatically calculates holiday entitlements based on UK working patterns and tracks absences in real-time.
The platform includes built-in performance management tools for conducting appraisals and setting objectives. Managers can schedule one-to-ones and document feedback sessions directly within the system.
Key functionalities include:
- HMRC-compliant absence tracking and reporting
- Digital document storage with e-signature capability
- Customisable approval workflows for leave requests
- Automated reminder notifications for pending tasks
- Mobile app access for iOS and Android devices
The recruitment module allows teams to post vacancies and track candidates through the hiring process. Integration with popular job boards streamlines the application collection process.
Breathe HR offers reporting tools that generate insights on headcount, absence patterns, and holiday usage. The system displays costs in GBP and aligns with UK tax year requirements.
Security features include role-based access controls and encrypted data storage. The platform maintains ISO 27001 certification for information security management.
The org chart builder visualises company structure and reporting lines. Employees can access their own records to view payslips, request time off, and update personal details through the self-service portal.
UK telephone and email support operates during standard business hours on weekdays. The knowledge base provides guides specific to UK employment law and HR practices.
Pricing Breakdown
Breathe HR uses a flat monthly pricing model based on headcount bands rather than per-employee pricing. All plans include the same core features – you simply pay more as your team grows. Setup is free.
| Plan | Employees | Monthly Price | Per Employee Equiv. |
|---|---|---|---|
| Micro | 1–10 | £22/month | £2.20–£22 |
| Starter | 11–20 | £39/month | £1.95–£3.55 |
| Regular | 21–50 | £89/month | £1.78–£4.24 |
| Pro | 51–100 | £159/month | £1.59–£3.12 |
| Premium | 101–150 | £369/month | £2.46–£3.65 |
| Plus | 151–200 | £525/month | £2.63–£3.48 |
Optional add-ons are available on top of any plan: Rota, Time & Attendance (+£10/mo), Learn (+£15/mo), Recruitment (+£21/mo), and Expenses (+£12/mo). Annual billing saves 10% compared to monthly payments.
All plans include the same core features: absence management, holiday planner, document storage, performance monitoring, reporting, and employee database. The flat pricing model means you always know your exact cost – no per-employee surprises as your team grows within a band.
A 14-day free trial is available, and setup is free with no implementation charges. This transparency makes Breathe particularly attractive for small businesses wanting predictable HR costs.
User Interface & Experience
Breathe HR presents a clean, modern interface that prioritises simplicity over complexity. The dashboard displays key metrics and shortcuts to frequently used functions, making it straightforward for UK HR teams to navigate daily tasks.
The platform uses a card-based layout with clear labelling throughout. Most actions require just a few clicks, whether accessing employee records, submitting holiday requests, or running absence reports.
Navigation Structure:
- Left-hand sidebar with main modules (People, Time Off, Performance, Recruitment)
- Search functionality for quick employee lookup
- Customisable dashboard widgets
- Mobile-responsive design
The employee self-service portal allows staff to update personal details, book holidays, and view payslips without HR intervention. This reduces administrative burden whilst giving employees control over their information.
However, certain features like performance management require more clicks than some competing platforms. The reporting interface, whilst functional, lacks the visual polish of more expensive systems.
Key Interface Elements:
| Feature | Experience |
|---|---|
| Onboarding setup | Guided wizard with clear steps |
| Daily navigation | Intuitive with minimal training needed |
| Mobile access | Full functionality via browser |
| Document storage | Simple drag-and-drop uploads |
The system responds quickly with minimal loading times. UK-specific elements, including HMRC-compliant forms and holiday calculations for England and Wales bank holidays, integrate seamlessly into the interface without cluttering the experience.
Customer Support & Service
Breathe HR provides support through multiple channels including email, phone, and live chat during UK business hours. The support team operates Monday to Friday from 9am to 5pm GMT, which aligns with standard UK working hours.
Users can access a comprehensive knowledge base with articles, guides, and video tutorials. This self-service resource covers common questions about HR processes, payroll setup, and system navigation.
Support Channels Available:
- Email support with typical response within 24 hours
- Phone support during business hours
- Live chat for quick queries
- Knowledge base and help centre
- Video tutorials and webinars
The platform includes dedicated onboarding support for new customers. Implementation specialists guide users through initial setup, employee data import, and system configuration.
Breathe HR assigns account managers to larger organisations on specific pricing tiers. These managers provide personalised assistance with HMRC compliance updates and system optimisation.
The support team demonstrates knowledge of UK employment law and HMRC requirements. They can assist with queries related to statutory leave, pension auto-enrolment, and UK-specific payroll matters.
Response times vary depending on the support channel and query complexity. Phone and live chat typically offer faster resolution for urgent issues, whilst email support handles more detailed technical questions.
The company regularly updates its knowledge base to reflect changes in UK legislation. Users receive notifications about important compliance updates and new feature releases through email and in-app messages.
Pros & Cons
Pros:
- HMRC-compliant payroll handles automatic pension contributions, tax calculations, and RTI submissions without requiring third-party software.
- Affordable flat pricing starts at £22/month for up to 10 employees – no per-head surprises as your team grows within a band.
- Absence management automatically calculates statutory leave entitlements including holiday carry-over and Bradford Factor scoring.
- Mobile app allows employees to submit holiday requests, view payslips, and clock in from their devices.
- Document storage centralises employment contracts, policies, and performance reviews in one secure location.
- UK-based support team available during standard business hours via phone and email.
Cons:
- Limited customisation in reporting means businesses with complex requirements may find the analytics restrictive.
- No advanced recruitment features such as applicant tracking or multi-stage interview management built into the platform.
- Integration options are fewer compared to larger enterprise HR systems, which may create workflow challenges for some organisations.
- Performance management tools lack depth for companies needing comprehensive appraisal frameworks or 360-degree feedback.
- Payroll processing requires manual checking before submission, as the system doesn’t offer fully automated payroll runs.
- Learning management is basic, with no built-in course creation or compliance training modules.
The platform suits UK businesses seeking core HR functionality without unnecessary complexity. Companies requiring extensive customisation or advanced features may need to supplement with additional tools.
Integrations
Breathe HR offers integration capabilities with several third-party platforms commonly used by UK businesses. The system connects with Xero, Sage, and QuickBooks for payroll and accounting purposes, enabling data synchronisation between HR records and financial software.
Users can link Breathe HR with Slack for communication updates and Google Workspace for calendar management. The platform also integrates with Microsoft 365, allowing seamless access to employee information alongside existing business tools.
Key integration features include:
- Accounting software: Xero, Sage, QuickBooks
- Communication tools: Slack
- Productivity suites: Google Workspace, Microsoft 365
- Calendar systems: Google Calendar, Outlook
The integrations work through API connections that transfer employee data, absence records, and time-off requests automatically. This reduces manual data entry and helps maintain accuracy across multiple systems.
Breathe HR provides Zapier connectivity, which extends integration options to hundreds of additional applications. This feature allows businesses to create custom workflows between Breathe HR and other software they use.
The platform’s integration setup requires administrator access and varies in complexity depending on the chosen application. Some integrations are direct and built-in, whilst others require configuration through Zapier.
HMRC-related integrations facilitate pension auto-enrolment reporting and RTI submissions when connected with compatible payroll software. This ensures UK compliance requirements are met through automated data transfers.
Security & Compliance (GDPR)
Breathe HR maintains ISO 27001 certification for information security management. The platform hosts all UK customer data within UK-based data centres, which aligns with data residency requirements for organisations preferring domestic storage.
The system includes built-in GDPR compliance tools. Users can process data subject access requests (DSARs) through the platform, manage consent records, and track data processing activities. Breathe HR provides a Data Processing Agreement (DPA) to customers, establishing the legal framework required under UK GDPR.
Key security features include:
- Two-factor authentication (2FA) for user accounts
- Role-based access controls with customisable permissions
- Encrypted data transmission using SSL/TLS protocols
- Regular automated backups with disaster recovery procedures
- Audit logs tracking system access and changes
The platform undergoes regular penetration testing and security audits. Breathe HR maintains compliance with UK data protection legislation and provides documentation to support customer compliance obligations.
For HMRC-related data handling, the system processes payroll information in accordance with UK tax authority requirements. Access to employee records can be restricted based on departmental needs and seniority levels.
Breathe HR publishes a security policy and privacy notice detailing data handling practices. The company notifies customers of any security incidents in line with UK GDPR breach notification requirements. Customers retain ownership of their employee data and can export or delete information upon request.
Final Verdict
Breathe HR delivers a solid HR management solution tailored specifically for UK small and medium-sized businesses. The platform handles essential functions like holiday tracking, absence management, and performance reviews with a clean interface that requires minimal training.
Key Strengths:
- HMRC-compliant reporting and UK payroll integration
- Unlimited document storage for employee records
- Mobile app for staff self-service
- Flat pricing from £22/month (1-10 employees) – predictable costs
Notable Limitations:
- No built-in payroll processing
- Limited customisation options for larger organisations
- Basic reporting compared to enterprise-level systems
The system works well for businesses with 10-250 employees seeking to digitise HR processes without overwhelming complexity. UK support operates during standard business hours (9am-5pm GMT), which proves adequate for most queries.
Companies requiring advanced analytics, multi-country operations, or extensive workflow customisation may find Breathe HR restrictive. The platform excels at core HR administration rather than strategic workforce planning.
Best suited for: UK businesses wanting straightforward HR software with compliant leave management and employee databases.
Not ideal for: Organisations needing integrated payroll, complex approval hierarchies, or international HR capabilities.
The 14-day free trial allows proper evaluation of the interface and feature set before commitment. Pricing transparency and month-to-month contracts reduce financial risk for growing businesses testing their first dedicated HR system.
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For more on this topic, see our guides to best HR software, HR software costs, and absence management software.
Independent Breathe HR review for UK businesses. Flat pricing from £22/month (1-10 employees). Absence management, performance reviews, 14-day free trial.
