A cleaner handoff from the roster to payroll
For bookkeepers and accountants whose clients run shift teams. Your client builds the roster and approves the hours. What reaches payroll is one approved week per employee, with every change behind it written down.
The week you usually receive
- Hours arrive as photos of dockets, text messages and a spreadsheet somebody retyped
- A correction turns up after the pay run has been processed
- Nobody can say who changed a finish time, or why
- Rates, penalties and hours arrive mixed together, and you untangle them
What arrives instead
The same four steps every week, all of them done by your client before anything reaches you.
- Staff clock in on their phonesAgainst the published roster, with breaks, and the distance from the venue if the client checks it.
- The client clears the exceptionsMissing clock outs, late starts and correction requests, each decided with a reason recorded.
- A manager approves the weekApproval says the hours are right. It locks nothing away: reopening is a deliberate step by a manager.
- Approved hours go to payrollSent to Xero by a person pressing send, or exported as a CSV for you. MYOB is coming soon.
Three ways the hours reach you
The controls behind it
- Only approved hours are ever sent
- A failed send loses nothing: the week stays approved and a person sends it again
- Every correction keeps who made it, when and the reason given
- Managers can be limited to the venues they run
- Employees imported from payroll are matched by email address
- Pay rates imported from payroll are used for cost estimates only
Where Roster Flow stops
- Hours worked, by day, per employee
- Approvals, corrections and their reasons
- Estimated roster cost from the client’s own rates
- Leave requests, and balances read from Xero
- Award interpretation, penalties, allowances and overtime
- Pay runs, payslips, superannuation and Single Touch Payroll
- Leave accrual, which stays in payroll
- Employee records created or edited in your payroll system
A handoff checklist for each pay run
- Every timesheet for the period is approved, or deliberately left for next time
- No missing clock outs, and every correction request decided
- Leave approved in Roster Flow matches the leave entered in payroll
- New starters exist in payroll with the same email address used in Roster Flow
- The payroll send succeeded, or the hours by employee CSV is exported
- Draft timesheets in Xero show the right people and weeks
Questions
Do I need my own login to a client’s Roster Flow?
A client can add you as a manager, which lets you see rosters, timesheets and reports and send approved hours, or as an owner if you also look after billing and the payroll connection. You count towards their plan like any other active person, and what you do is recorded in their audit trail against your name.
What exactly arrives in Xero?
One draft timesheet per employee per week, with seven daily totals in decimal hours against the employee’s ordinary earnings rate. Only approved weeks are sent, and the pay run is still processed in Xero.
And what will arrive in MYOB?
MYOB is coming soon. When it lands: one timesheet per employee per week in MYOB AccountRight, against a wage category that is hourly, pays the employee’s regular rate once and is linked to them. A week for somebody with no such category is held back, and the message says who.
Can hours change after the client approves them?
Only if a manager reopens the week, which is a deliberate step. Every correction to a time record keeps who made it, when and the reason given, so a change after approval is visible rather than silent.