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Payroll overview

Payroll is where your agency reviews pay-run information before taking payroll or accounting actions. A payroll run can bring together timesheets, expenses, invoices, supplier bills, candidate pay and payslip information, depending on how your workspace is configured.

Open Payroll from the main navigation to view payroll runs.

Payroll depends on information created earlier in the placement workflow. Candidate financials, client financials, contract rates, timesheet approvers, rate rules, expenses and Xero mappings should be correct before items reach a pay run.

Candidate timesheets are normally driven by the finalised contract and its schedule. If a contract has no schedule, incomplete dates or missing shifts, the expected candidate timesheets may not be generated correctly.

Payroll list​

The Payroll list shows one row per payroll run. Typical columns include:

  • Ref No
  • Week Commencing
  • Week Ending
  • Payment Date
  • Frequency
  • Pay Run Type
  • Status
  • Timesheets
  • Invoices
  • Bills
  • Expenses
  • Candidates
  • Total Pay
  • Total Amount
  • Gross Margin
  • Margin %
  • Locked

Use the list to find the payroll run you want to review. Click a payroll run to open it.

Payroll run tabs​

A payroll run is organised into these tabs:

  • Items - the timesheets and related items included in the run.
  • Invoices - client invoice summaries linked to the run.
  • Bills - supplier bill information linked to the run.
  • Payslips - AU payroll payslip information, where enabled.

Your permissions and agency configuration determine which actions are available.

Validation before export​

Payroll runs may show a Pre-Export Validation panel. This highlights checks that should pass before payroll or accounting records are exported.

If validation fails, review the flagged item and fix the underlying candidate, client, contract, timesheet, invoice or bill information before trying again.

Common source records to check include:

  • client invoicing and Xero customer setup
  • candidate financial and supplier setup
  • contract finalisation status
  • booking contact and timesheet approver
  • rate card, assigned rules and break policy
  • timesheet hours, allowances and expenses
  • invoice, bill or payslip readiness

Common payroll actions​

Depending on your permissions and run status, you may see actions such as:

  • Add Items
  • Export All to Xero
  • Send Invoices
  • Reopen to amend
  • Close Run
  • Un-export this pay run

These actions can affect downstream accounting or payroll processes. Only use them when you understand the impact and your agency process allows it.

After a run has been exported, some actions may be restricted. For example, a run may show that it cannot be deleted after export. If a run needs changing, use the available reopen or un-export workflow only where your finance process allows it.

How items reach payroll​

In configured workflows, finalising a contract can generate the related timesheets and prepare the placement for payroll processing. Where digital timesheets are enabled, those timesheets may also appear in the candidate portal.

Payroll users can use shortlists and contracts as an early-warning view before records arrive in a run. Shortlists show likely upcoming placements; contracts show the final rate, approver, invoice and Xero setup that payroll will rely on.

Payment scenarios​

The payroll outputs depend on the candidate and contract setup:

  • PAYG or employee-style workflows can produce a client invoice and a payslip.
  • Margin-only or direct engagement workflows can produce a client invoice without a payslip, depending on configuration.
  • Umbrella workflows can produce a supplier bill for the umbrella provider.
  • Company contractor workflows can produce a supplier bill for the contractor or supplier record.

Check the payment type, direct engagement setting and candidate financial setup before running payroll.

Payroll actions may affect accounting records

Exporting, sending invoices, closing a run or un-exporting a run can affect Xero, invoices, bills, payslips or payroll processing. Check your internal process before using these actions.

  • Payroll Run Items
  • Payroll Invoices, Bills and Payslips
  • Exporting and Closing Payroll Runs
  • Financials Overview
  • Xero Integration
  • Candidate Portal