Payroll Options for WorkflowMax

Any payroll app will be an improvement on your current payroll system however you can further automate your business by having your timesheets flow through to your payroll system. We don’t set up payroll as payroll apps typically have their own on-boarding process. We do however recommend and work with various payroll apps in our capacity as app advisors. Below I offer some advice around your best payroll options.

I’ve summarised your best options below:

3 Good Options:


Functionally and price-wise they are all about equal so any of the above will be a big improvement on having an unintegrated payroll system.

What makes a good payroll system?

The below features are minimum requirements for a competitive payroll app.

1) Filing your IRD PAYE for you
2) Leave application process for your staff
3) Staff can check their own leave balances
4) Staff can access their own payslips
5) Integrations with existing systems reduces the admin involved

In addition to the above various payroll apps have their own strengths and weaknesses. You can book a quick meeting with us using the link below if you’d like further advice regarding the best fit for you.

How do they work?

Based on the pay method, frequency and period of the staff member in your payroll app the app will ‘call’ WorkflowMax at each pay date and retrieve the total timesheeted hours for the staff member for that period. If these aren’t completed the result will be zero. For salaried staff members the payroll app performs the same action however knows that the staff members payment method isn’t hourly so disregards the information.

The Payroll admin then checks the hours, approves the pay which is then processed on the pay date. From there:

1) People get paid the right amount on the pay date
2) Kiwisaver, PAYE etc all gets calculated for you
3) The IRD get paid on their pay date (the 20th of the next month)
4) The information is posted to the appropriate accounts in your Xero

Two things to be aware of:

  1. Time and a half and overtime
    WorkflowMax does not have any time and a half, overtime or similar function that would alter the hour based information sent to your payroll system. If your’e in an industry where this is the norm then you will have some additional steps to reflect his in your payroll system which is well-suited to managing these variations to paid amounts.
  2. Staff Expenses
    If you pay out staff expenses WITH your payroll then you will need to manage this in your payroll app separate or in addition to any process you might have in your Xero or WorkflowMax. My advice would be to treat staff expenses as payables you pay on a more regular basis and to move away from unnecessary admin adjustments to payroll. I’d also highly recommend having one system that your staff enter their expenses for reimbursement into and making it as fiction-less as possible. All job related costs need to be entered into WorkflowMax so I’d recommend encouraging staff who incur costs in delivering their services (parts, disbursements etc.) to use a company credit card instead of their personal funds. This will simplify the expense claim process and allow them to use Xero’s mobile app which is by far the easiest way for staff to submit expense claims on the planet.

Payroll apps are a no-brainer. If you have two or more staff the timesaving from a Payroll app will far out-weight the manual alternative.

If you’d like to discuss the best payroll app for your business I’d recommend booking a quick session with us using this link.

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