Holqa AI

Rosters, payroll, staff and calls, linked.

Software for any Maltese business that rosters staff and runs payroll, from dental practices and clinics to hotels, restaurants and shops. It is set up around your own rules, not a general template. Weekly rosters across sites, complete payroll with FS5, FS3 and FS7, a staff portal on every phone, and AI where it saves your team time.

Run smoothly. AI is on the team.

Try the payroll demo Try the roster demo

Ħolqa is Maltese for link. Holqa was built with a Maltese restaurant group with two venues, where it runs today.

What Holqa does

Take one product or link several. Each is configured to your company: your pay rules, leave rules, sites and call flows.

Holqa Roster Master

Weekly rosters for every site, with leave and overtime kept in check.

  • Weekly rosters across all your sites
  • Shift templates and copy-week
  • Double-booking blocked across sites
  • Vacation as a running balance, accrued monthly, pro rata for part-timers
  • Sick leave counted per calendar year
  • Overtime, 48-hour, rest and break warnings before you publish
  • Minimum staff per shift and role, with gaps flagged up to two weeks ahead
  • Clock-in from the phone, with a location check at the moment of clocking
  • Timesheet of planned against actual hours
  • Roster published as a PDF
  • Separate access for managers and supervisors; supervisors never see pay
  • Audit log of every change
Open the roster demo €3.50 per employee a month

Links to payroll: approved roster hours are imported into the pay run.

Holqa Payroll Engine

Complete Maltese payroll software, from approved hours to FS7, with a staff portal on any phone.

Complete on its own. You do not need another payroll system. Payroll Engine replaces spreadsheets or your current payroll package and produces payslips, FS5, FS3 and FS7 itself. We import your year-to-date figures, so you can switch in any month.

  • All seven 2026 tax-rate categories
  • Social security and the Maternity Leave Trust Fund
  • FS4 prepared for signature and tracked to submission
  • Monthly FS5 figures ready to enter, year-end FS3 files in MTCA's upload format, and FS7
  • SEPA salary file for your bank, tested with your bank at set-up
  • Pay rules for overtime, Sunday and public-holiday rates, night premium and allowances
  • Several companies from one login, and an Accountant edition with read-only logins
  • Time logging per client and matter, with approval and client statements (Accountant edition)
  • PDF payslips by e-mail or in the portal
  • Imports approved roster hours
  • Employees, self-employed and agency workers handled separately

Staff portal, on any phone

Each person sees their hours by day, leave balance and payslips, sends leave requests, and keeps their address, ID and e-mail up to date. First login uses a one-time password.

Open the payroll and portal demo €5.00 per employee a month

Demo logins are shown on the demo's sign-in page.

Links to your staff: hours, leave and payslips reach each person's phone.

Holqa AI Receptionist

Answers calls and web chat at any hour, in your business's tone.

  • Answers calls and web chat 24/7
  • Takes bookings
  • Answers routine questions
  • Hands complaints, allergy or medical questions and unusual requests to your staff
  • Call summaries by e-mail
  • Tells callers they are speaking with an AI

Built on request. Each AI Receptionist is built to the company's own standards and policies, so we do not offer a demo of this service. Tell us what you need and we will scope it with you.

Discuss your requirements From €199 a month

Links to your team: anything sensitive goes to a person, with a summary.

Holqa Private Assistant

Reads supplier invoices, receipts and letters, so nobody has to type them in.

  • Reads supplier invoices, receipts and letters
  • Extracts supplier, VAT number, dates, net, VAT and total
  • Review queue for exceptions
  • CSV export for your accounting software
  • Quarterly VAT summary

Built on request. Each Private Assistant is built to the company's own standards and policies, so we do not offer a demo of this service. Tell us what you need and we will scope it with you.

Discuss your requirements €249 a month

Links to your accounts: checked figures export as CSV for your accounting software.

Holqa Advisory

We review how your business runs and put AI where it saves time. It starts with an AI Readiness Review, then we build what it recommends.

  • Workshops with your team
  • A map of your processes
  • An AI usage policy
  • A 12-month roadmap
Ask about a review €3,900 fixed, 5 days

Links to a plan: you leave with a roadmap your team can follow.

Why Holqa is different

Most payroll and rostering software in Malta is one product for everyone, and each business fits itself around the software. Holqa works the other way round: we build it around how your company already works.

  • Built to your requirements

    Your pay rules, allowances, shift patterns, sites, approvals and reports are set up for you. When your business changes, we adjust Holqa to match, with no new product to buy.

  • From roster to payslip in one system

    The hours your managers approve on the roster are the hours payroll pays, so nobody types timesheets twice.

  • AI where it saves time

    We look at how your business runs and put AI to work where it helps, starting with an AI Readiness Review. The AI Receptionist and Private Assistant are built on request to your policies.

  • Local and hands-on

    Holqa is set up and supported from Gozo by an accountant who knows Maltese payroll. We run your first payroll alongside your current method before you switch.

For any business that rosters staff and runs payroll

Holqa is not tied to one industry. If you have employees on shifts and a payroll to run in Malta, it fits, and it is set up around your own rules.

  • Restaurants, cafés and bars

    Part-timers on pro rata leave, several venues, and a phone that gets answered during service.

  • Hotels

    Every department and site on one weekly roster, with no one booked twice.

  • Hospitals and clinics

    Shift rosters with overtime warnings and sick leave counted per calendar year.

  • Dental practices

    Dentists, hygienists and reception on one roster, with payroll worked out from the approved hours.

  • Care homes

    Cover across sites, leave balances kept up to date, and a portal where staff see their hours.

  • Retail

    Shop rosters copied week to week, and payroll run from the approved hours.

  • Security and cleaning companies

    Staff spread across many client sites, rostered and paid from one place.

  • Offices

    Payslips, leave requests and the FS forms without spreadsheets.

  • Accounting firms

    Payroll for every client company from one login, time logged per client and matter, supplier invoices read into a review queue, and quarterly VAT summaries.

  • Corporate service providers

    Letters and invoices read and queued for review, time logged per client, and routine calls answered.

  • An AI coworker for the day-to-day

    What would your team do with the hours now spent on routine calls, supplier paperwork and admin? Holqa's AI answers calls and messages at any hour, reads invoices and letters into a review queue, and hands anything sensitive to a person. We start by finding where your time goes, then build it to your rules. Built on request.

    Start with an AI Readiness Review

Not on the list? Any business with staff on shifts can use Holqa. Tell us how you work

Prices

In euro, excluding VAT at 18%. The same list for every customer.

Full package. Rosters, payroll and the AI services together can qualify for more government support, subject to approval. See how the grants work

Workforce
ModuleMonthlyMinimumOne-off setup
Roster Master Multi-site rosters, leave and clock-in. Setup includes 2 sites. €3.50 per employee €49 a month €750
Payroll Engine FS4 to FS7, bank salary file and the staff portal. €5.00 per employee €79 a month €1,250
Roster + Payroll bundle Best value Both modules, linked. €7.50 per employee €119 a month €1,750
Accountant edition Payroll for all your client companies from one login, with read-only client logins. Minimum term 4 months. €2.50 per payslip €99 a month Quoted per company
AI services
ModuleMonthlyIncludedOne-off setup
AI Receptionist Essentials Calls, web chat and WhatsApp, 1 language. €199 250 calls, 300 conversations a month €950
AI Receptionist Professional Adds calendar bookings (Google Calendar, Microsoft 365, or staff confirm each request) and a second language. €449 600 calls, 600 conversations a month €1,950
Private Assistant Document reading and VAT summaries. €249 1,000 documents a month €1,500

The AI Receptionist and Private Assistant are built on request to each company's own standards and policies. We do not offer a demo of these services. WhatsApp and calendar bookings are set up per client on request. A call counts once for every 3 minutes or part of them.

Extras, advisory and support
ItemPrice
Extra calls Counted per started 3 minutes.€0.60 each
Extra chat or WhatsApp conversations€0.25 each
Extra documents€0.15 each
Each extra site beyond the 2 included€250 one-off
Holqa Advisory€750 per consultant day
AI Readiness Review Workshops, process map, AI usage policy, 12-month roadmap.€3,900 fixed, 5 days
Priority support 4-hour response in business hours.€99 a month

Terms

  • Minimum term of 12 months, or 4 months for the Accountant edition. After that the agreement renews for 12 months at a time unless you give 60 days' notice.
  • Pay monthly, or pay yearly in advance and save 5%.
  • The one-off setup covers learning how your business works, adapting Holqa to your own rules, and setting up your company's own dedicated cloud server in the EU (Germany), which holds only your data. The monthly fee keeps it running, backed up and supported.
  • Setup is billed 50% at signature and 50% at go-live.
  • After 12 months, price rises are capped at Malta's inflation rate.
  • Every plan includes software updates, next-business-day support and a full data export if you leave.

Estimate your cost

Workforce
AI Receptionist
More

    Per month €0

    One-off setup €0

    Excluding VAT. Extra calls, conversations and documents are billed as used. An estimate, not a quote.

    Possible government support €0

    Subject to approval by the scheme. An illustration, not a promise of funding. We prepare the technical part of your application.

    Ask for a written quote

    The full package can qualify for more government support

    Choose rosters, payroll and the AI services together and your project can qualify for more support. AI and cloud items get an extra 10% on top of the 50% Digitalise Your SME co-funding (60% in Gozo). Smaller businesses can instead claim a Micro Invest tax credit of 65% (85% in Gozo). Subject to approval. We prepare the technical part of your application.

    Estimate the full package Ask about grants
    • 50% Rosters and payroll Digitalise Your SME co-funding of eligible costs. 60% in Gozo.
    • 60% AI and cloud items The same scheme with its extra 10%. 70% in Gozo.
    • 65% Micro Invest tax credit The alternative for smaller businesses. 85% in Gozo.

    Every figure here is subject to approval by the scheme. The rules change between calls, so we check the current terms with you before you rely on them.

    Digitalise Your SME

    Run through fondi.eu. Covers 50% of eligible costs in Malta and 60% in Gozo, with 10% more on AI and cloud items. Grants start from €25,000, so it suits larger projects. Subject to approval.

    Micro Invest

    Run by Malta Enterprise. A tax credit of 65% for small businesses, or 85% in Gozo. Subject to approval.

    We prepare the technical part of your application

    You get the specifications, the cost breakdown and the project description the scheme asks for. The decision stays with the scheme.

    Live in about six weeks

    Six steps, in this order. Your current payroll keeps running until the figures match.

    1. Discovery

      We go through your pay rules, leave rules, sites and call flows, and agree how Holqa will be set up.

    2. Data import

      Your employees, balances and history are imported and checked with you.

    3. Parallel payroll run

      Holqa runs payroll alongside your current system, and the two sets of figures are compared.

    4. Training

      Managers, supervisors and payroll staff learn the system on your own data.

    5. Go-live

      About six weeks after kickoff, Holqa becomes the system you run.

    6. Go-live review

      In week 10 we review how it is running with you and adjust what needs adjusting.

    Your data stays yours

    Payroll data is personal data. Holqa is built to keep it in the EU, limit who sees it, and hand it back in full when you ask.

    Holqa was built with a Maltese restaurant group with two venues, and runs there today.

    EU hosting
    Your company gets its own dedicated cloud server in Germany, inside the European Union. It holds only your data.
    Encryption
    Your data is encrypted.
    Role-based access
    Each person sees only what their role allows. Supervisors do not see pay.
    Audit log
    Changes are recorded with who made them and when.
    Daily backups
    Backups are taken every day.
    Data-processing agreement
    You get a signed agreement that sets out how we handle your data under GDPR.
    Full data export on exit
    If you leave, you take all your data with you.

    Questions buyers ask

    Something else on your mind? Ask us

    Do I need another payroll system?

    No. Holqa Payroll Engine is complete payroll software on its own. It replaces spreadsheets or the payroll package you use now, and it produces payslips, FS5, FS3 and FS7 itself. We import your year-to-date figures, so you can switch in any month. It does not replace your accountant's legal or tax advice.

    Is it for my sector?

    If you roster employees and run payroll in Malta, yes. That covers restaurants, cafés and bars, hotels, hospitals and clinics, care homes, retail, security and cleaning companies, offices, accounting firms and corporate service providers.

    How long does it take to go live?

    About six weeks from kickoff, with a review in week 10. Your current payroll keeps running until a parallel run shows that the figures match.

    Where is my data hosted?

    On your company's own dedicated cloud server in Germany, inside the European Union, which holds only your data. Data is encrypted, access depends on each person's role, changes are logged and backups run daily. You get a data-processing agreement, and a full export of your data if you leave.

    What does the setup fee cover?

    Three things: we learn how your business works, we adapt Holqa to your own rules, and we set up your company's own dedicated cloud server in the EU (Germany), which holds only your data. The monthly fee keeps it running, backed up and supported.

    Can it follow our pay and leave rules?

    Yes. Every setup is configured to your pay rules, leave rules, sites and call flows. We go through them with you in the discovery step, before anything is imported.

    What grants can help?

    Two Maltese schemes, both subject to approval. Digitalise Your SME covers 50% of eligible costs (60% in Gozo), with 10% more on AI and cloud items, for grants from €25,000. Micro Invest gives small businesses a tax credit of 65% (85% in Gozo). We prepare the technical part of your application.

    Book a demo

    Tell us a little about your business and we will reply by e-mail. Book a guided demo of rosters and payroll, or discuss what you need from the AI Receptionist or Private Assistant, which are built on request. You can also try the two live demos on your own first.

    Payroll and staff portal demo Roster demo

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