Choosing a social secretariat: comparison and costs

You've just hired your first employee. Or maybe your fifth. The payroll calculations are getting more complicated, the Dimona declarations (immediate employment declarations) are piling up, and your accountant is starting to drop hints that you "might want to think about a social secretariat after all". But which one? And what does it actually cost?

Start searching and you'll quickly find about ten names: Securex, SD Worx, Acerta, Partena, Liantis, Besox, Group S. They all promise smooth payroll administration and personal support. But the differences are in the details. And those details can cost you hundreds of euros a year.

In this article, we help you compare social secretariats on the points that really matter: cost, services, software and support. No sales talk, just the information you need.

What does a social secretariat actually do?

Let's go back to basics. A social secretariat takes your payroll administration off your hands. In concrete terms, that means:

• Calculating salaries and drawing up payslips
• Filing declarations with the NSSO (National Social Security Office): the well-known DmfA (multifunctional declaration)
• Handling Dimona declarations when people start and end their employment
• Managing social documents (work rules, the C4 form, the individual account)
• Calculating holiday pay and end-of-year bonuses
• Advising you on Belgian labour law

This is where it gets legal. Not boring-legal, but important. A recognised social secretariat is a non-profit organisation (vzw) recognised by the FPS Social Security (the Federal Public Service Social Security). That recognition is more than a rubber stamp. The office has to meet strict conditions: it must be set up by a representative employers' organisation, deposit a financial guarantee, and carry out payroll administration as its sole core activity.

Why does this recognition matter? Because a recognised social secretariat collects your NSSO contributions and forwards them directly to the NSSO. In effect, they guarantee that the payment is made correctly. With a non-recognised office (a so-called "social service provider"), you as the employer are responsible for forwarding the contributions yourself.

Recognised vs. non-recognised: the difference

This is a distinction many new employers overlook.

A recognised social secretariat:

• Is recognised by the Minister of Social Affairs
• Collects your NSSO contributions and pays them on
• Must be a non-profit with a specific structure
• Is supervised by the FPS Social Security
• Offers an extra layer of security for the authorities and your employees

A social service provider (non-recognised):

• Often does the same work in practice (calculating salaries, filing declarations)
• Does not collect NSSO contributions on your behalf
• Has more freedom in its structure and pricing
• Can sometimes be more flexible and cheaper

The honest truth? For many SMEs, it makes little difference in daily practice. Your salaries get calculated, your declarations get filed. But if your business grows or you work in a complex sector with many Joint Committees, the legal security of a recognised office can be reassuring.

The big players in Belgium: an honest overview

Belgium has more than forty recognised social secretariats. But a handful dominate the market. Here's an overview of the best-known names, without claiming that one is better than another. That, after all, depends on your situation.

SD Worx is one of the largest HR service providers in Europe. They're strong in payroll and offer a broad range of HR software. Ideal for medium-sized to large companies that want everything in one ecosystem. The downside? The price. And for smaller companies, the range of options can feel overwhelming.

Securex combines a social secretariat with insurance, prevention and HR consulting. Handy if you're looking for an all-in-one partner. They score well on personal support, though you'll sometimes hear that their digital tools lag a little behind the competition.

Acerta has been around for more than 25 years and is the second largest player in Belgium. They focus strongly on start-ups and SMEs, with a user-friendly online platform. Many business owners cite their customer service as a plus.

Partena Professional is the largest social secretariat in Belgium by number of affiliated employers. They offer a complete package and have a large network of offices. The flip side: with an organisation that big, contact can sometimes feel impersonal.

Liantis has more than 70 years of experience and is particularly strong in certain sectors such as construction and social profit. If your business is active in one of those sectors, their sector knowledge can be a big advantage.

Group S and Besox are smaller but well-respected players that stand out for their personal service and sharp rates, especially for SMEs.

Social secretariat costs: what do you really pay?

Let's not beat around the bush: social secretariat pricing isn't always transparent. Most offices don't publish a fixed price list on their website. You have to request a quote, and that quote depends on your specific situation.

Still, we can sketch an indicative picture (2026 prices).

The basic package typically covers the monthly payroll calculation, NSSO declarations and Dimona. For this, you'll pay somewhere between 25 and 75 euros per employee per month, indicatively. The range is wide because it depends on your sector, the number of employees and how complex your pay setup is.

Many offices also use a percentage model: you then pay 3 to 4% of the total gross salary. For an employee earning a gross salary of 3,000 euros, that works out to 90 to 120 euros per month.

But that's not the whole story. On top of the basic package come additional costs for:

• Drawing up specific documents (C4, employment certificate)
• Calculating severance pay
• Social secretariat software licences
• Corrections to declarations already filed
• Advice outside the standard package

In our experience with thousands of employers, the real cost often runs 30 to 50% higher than the base rate. Not because offices want to mislead you, but because the "extras" simply come up regularly. An employee leaving, an indexation that has to be processed, a change in the Joint Committee. It's part of the deal.

Start-up costs apply too. Most offices charge a one-off 100 to 500 euros to set up your file, enter your employees and draw up the work rules.

What's in a basic package (and what isn't)?

This varies by office, but most basic packages include:

• Monthly payroll calculation and payslips
• Quarterly NSSO declarations (DmfA)
• Dimona declarations for the start and end of employment
• Annual tax forms (281.10)
• Individual accounts
• Basic phone support

What usually isn't in the basic package:

• Drawing up the work rules (one-off cost)
• Calculating severance and dismissal compensation
• Specific legal HR advice
• The social balance sheet
• Meal voucher and eco-voucher administration (sometimes charged separately)
• Advanced reporting and analytics

Want to know which social documents you need as an employer? Read our guide to social documents for employers.

Comparing social secretariats: five key criteria

When comparing social secretariats, don't focus on price alone. These five points decide whether you'll be happy with your choice.

1. Sector expertise

Not every social secretariat knows your sector equally well. The rules can vary enormously from one Joint Committee to another. An office with plenty of experience in JC 200 (white-collar employees) works differently from one that specialises in JC 124 (construction) or JC 302 (hospitality).

Ask specifically: "How many clients do you have in my sector?" And ask for references.

2. Software and digital tools

One employer wants to handle everything online, another prefers to call. But the quality of the software largely determines how smoothly the partnership runs. Test the platform before you sign. Can you easily view payslips? Does the app work on your smartphone? Can you enter working hours?

You can figure all this out and keep track of it yourself, or you can hand the payroll administration entirely to a partner like Recruit. That way you know you're compliant without lying awake over it.

3. Personal support

At some offices you have a dedicated contact who knows your business inside out. At others you call a call centre and have to explain your situation from scratch every time. You only notice that difference when something goes wrong. And something always does, sooner or later.

4. Value for money

The cheapest option isn't always the best. An office that costs 15 euros less per employee but keeps you waiting three days for an answer ends up costing you more. Look at the total cost, extras included, and weigh it against the service you get.

5. Flexibility and growth

Starting with two employees today but planning for twenty? Then choose an office that can grow with you. Some smaller secretariats are fantastic for micro-businesses but hit their limit with more complex pay arrangements. Conversely, a big player can be overkill if you only have a handful of staff.

Social secretariat vs. payroll provider: which fits?

This is a question we get regularly at Recruit. And the honest answer: it depends on your situation.

A classic social secretariat is the default choice for most Belgian employers. You get a broad range of services, legal security (especially with a recognised office) and advice on labour law. It's the trusted solution that has been around for decades.

A payroll provider focuses specifically on payroll administration, often with more modern software and more automation. The price is sometimes lower, and the process is often faster. But you don't always get the same breadth of legal advice.

A social secretariat is right for you if:

• You want a broad HR partner for both advice and administration
• You work in a complex sector with lots of sector-specific rules
• You value the legal security of a recognised office
• You occasionally need legal advice on employment law

A payroll provider is a better fit if:

• You mainly want fast, efficient payroll processing
• You already have an accountant or HR consultant for legal advice
• You use a lot of temporary staff, such as agency workers, flexi-jobs (a Belgian scheme for flexible supplementary work) or students
• You prefer a modern platform over traditional service

After more than 15 years in Belgian payroll, we know there's no one-size-fits-all. In fact, many employers combine the two: a social secretariat for their permanent staff and a payroll provider for their flexible workforce. Want to know exactly what your wage cost per employee is? Read our article on calculating your wage cost.

When to switch your social secretariat?

Not happy with your current office? You can switch, but it takes some planning.

Signs that it's time for a change:

• You regularly wait too long for answers
• Your contact person keeps changing
• The software is outdated and clunky
• You get no proactive advice when the law changes
• Costs keep rising with no clear added value
• Mistakes are being made in the payroll calculations

The procedure in brief:

The notice period with a social secretariat is six months. And you can only switch on the first day of a new quarter (1 January, 1 April, 1 July or 1 October). That means you have to plan well ahead.

In concrete terms, it looks like this:

• You sign an affiliation agreement with your new office
• Your new partner handles communication with your current secretariat
• All employee data is transferred
• On the agreed date, the new office takes over the payroll processing

For your employees, nothing changes. Their pay, their rights, their working conditions: it all stays the same. It's purely an administrative switch behind the scenes.

A tip: ask your new office for references from companies that switched recently. That tells you whether the handover goes smoothly.

Seven tips for choosing the right secretariat

No endless theory, just concrete steps.

Request at least three quotes. Don't compare the base price alone: ask for a detailed breakdown of every possible extra cost. Better to face the add-ons up front than to be caught out later.

Test the software. Ask for a demo or trial period. Do you enjoy working with it? Is it intuitive? Can you pull your own reports?

Check their sector experience. Do you work in hospitality, construction or transport? Then you want an office that knows the specific rules of your Joint Committee. Ask how many clients they have in your sector.

Talk to your contact person. Not the salesperson, but the person who will actually manage your file. Is there a click? Does that person understand your business?

Read the contract carefully. Watch the contract term (usually three years), the notice period (six months) and the conditions for price increases. Some offices index their fees every year with no ceiling.

Ask about digital integrations. Does the secretariat work with your accounting package? Can you export working hours from your scheduling software? Those links save you hours of work every month.

Ask about proactive advice. A good social secretariat warns you about legal changes that affect your business. They don't wait until you call with a problem. Want to know exactly how NSSO contributions are calculated? Read our article on calculating NSSO contributions.

Frequently asked questions

Is a social secretariat mandatory in Belgium?

No, a social secretariat is not legally required. As an employer, you're free to handle your payroll administration yourself or outsource it to a social service provider. In practice, more than 90% of Belgian employers choose a social secretariat, simply because Belgian pay legislation is too complex to keep up with on your own.

Can I switch social secretariat at any time?

Not just like that. You're bound by a six-month notice period and can only switch on a quarterly basis (1 January, 1 April, 1 July or 1 October). So plan your switch well in advance.

How much does a social secretariat cost per employee?

Indicatively, you'll pay between 25 and 75 euros per employee per month for the basic package. Some offices use a percentage of 3 to 4% of the gross salary. On top of that, count on 30 to 50% extra for additional services that come up regularly.

What's the difference between a social secretariat and a social insurance fund?

A social secretariat manages the payroll administration of employers. A social insurance fund collects the social security contributions of the self-employed. Two completely different things, even if the names sound alike. Some organisations (such as Acerta or Liantis) offer both services.

Can I combine a social secretariat with a payroll provider?

Yes, you can. Many employers use a social secretariat for their permanent staff and a payroll provider for temporary workers. What matters is that the data exchange between the two runs smoothly, so your NSSO declarations are correct. For more on Dimona declarations for temporary workers, read our article on Dimona declarations for temporary workers.

In short

Comparing social secretariats isn't only about the lowest price. It's about sector expertise, the quality of the software, personal support and whether the office can grow with your business. Request several quotes, test the tools and talk to the people who will actually manage your file.

Belgian pay legislation is complex. That's no reason to be put off, but it is a reason to surround yourself with the right partner.

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How Recruit helps you here

Would you rather focus on your core business than on payroll administration? That's exactly what Recruit is for.

With Recruit:

• Contracts in under 60 seconds: create trial and temp contracts without the hassle
• Automatic payroll calculation: accurate pay in line with current legislation and your Joint Committee
• Dimona and social documents: we handle all the declarations, you focus on your business
• 24/7 personal support: always a dedicated contact who knows your business
• No fixed monthly costs: pay only for what you use

Try Recruit or get in touch with our HR experts for tailored advice.

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The information in this article is provided for general guidance only and does not replace professional legal or accounting advice. Labour law changes regularly. Always consult the current legislation or contact an HR expert for advice tailored to your situation. Note: the rules can differ by Joint Committee and sector.