Learn | SmoothPay | PaySauce


Quickly get up to speed

The guides available here illustrate various aspects of using SmoothPay - we suggest you view each guide in the Essential Reading section in the order presented to get the most knowledge in the shortest amount of time.

Essential Reading
Quick Start Guide Discover how to use the app effectively, including a simple pay process overview.
Intro Video Watch a short introduction covering the basics of SmoothPay.
Migrating to SmoothPay Data can be moved to SmoothPay at any time of year and from many different payroll systems. This guide covers many of the available options. We also have a Migration Checklist that will help you perform a manual migration successfully and should be used to check your data post-migration (because sometimes we can't capture everything).
The pay process A description of a complete pay process, so you can see just how easy it all is.
SmoothPay API Harness the power of your online payroll from external systems with easy to use staff enquiry, create and update, leave enquiry and add timesheet records.
User Access Management Provides the designated site owner the ability to add users, and allows admin users to control access for normal and read-only users with simple global settings or more advanced per-user access control.
Pay Processing
The pay process A description of a complete pay process, so you can see just how easy it all is.
Overheads (fringe-benefits) Charge overhead costs (such as WorkCover, Payroll Tax, accruing leave liabilities, etc.) directly from SmoothPay to your costing reports and ledger transfers.
Cash sheet Handy worksheet for cash breakdown of arbitrary payment amounts.
Multi-currency Gross pay exchange rate adjustments and/or Net to Gross adjustments for local or overseas exchange rates (currently available for PNG only).
Timeclock, Attendance & HR Integration
Flexi-CSV Our premier flexible import tool. User-defined fields from CSV or drag-n-drop from Excel to import attendance in columnar or transactional formats and add new staff.
SmoothPay API Harness the power of your online payroll from external systems with easy to use staff enquiry, create and update, leave enquiry and add timesheet records.
Automatic Overtime Illustrated guide to using SmoothPay's built-in Timesheet input to automatically extract overtime from total hours per day.
BambooHR This premium Human Resources system integrates nicely with SmoothPay to provide employee creation from either source. It provides employee access via the web portal and very nice mobile apps, leave requests and approvals and time clocking (with the optional Time Tracking module). It does have an option for Time Tracking, however the CSV export is rudimentary (and not readily available via their API, so has to be exported then imported using Flexi-CSV).
Deputy Deputy is the ultimate workforce manager, offering you the best technology in a web based solution. Simplifying your scheduling, timesheets, tasking, employee communication and administrative tasks. With brilliant apps and one click payroll integration Deputy makes your life easier. Let Deputy give you visibility and control over your business and workforce management. SmoothPay provides bi-directional electronic staff creation and timesheet collection via Deputy's API.
Lauranka This powerful time and attendance system for NZ business provides an extract that can easily be imported into SmoothPay, saving you time preparing payroll.
VivoTime A custom solution for attendance and commissions import from an xlsx sheet.
WebHR Cloud based all-in-one social HR software.
zkTeco timeclock The great (and inexpensive) ZKTeco series of timeclocks offer fast biometric identification (face, fingerprint) and/or RFID card or key tag and a simple import to SmoothPay. Here's an example of our simplified ZKTeco TX628 Setup guide.
You can also import from Clockify (free), CompuTime, CapeSoft, EasyClocking, EzyTracker, iBodyShop, iDt Group, Nimbus, Swept, TimeCloud, TimeFiler, TimeTarget, TimeTrak, Vinea, Vinny, Virdi, WageLoch and WorkflowMax.
Accounting Integration
Basic payroll accounting An introductory, easy to follow guide to transferring payroll costing information to your accounting system.
Costing analysis A guide to understanding the cost analysis features available in SmoothPay.
MoneyWorks The definitive guide to using Smoothpay with MoneyWorks accounting products, to provide manual or automatic costing transfers. If you need the manual import plugins, they are available here (just unzip into a suitable location then specify the required plugin when importing your journal file).
CashManager How to integrate SmoothPay with CashManager.
Reckon (Quickbooks) How to integrate SmoothPay with Reckon.
Reckon One How to integrate SmoothPay with Reckon One online accounting.
Xero How to use SmoothPay with Xero accounting.
MYOB, Navision, Accredo and Pastel integration options also available!

You can use SmoothPay's accounting coding structure to suit any accounting system - including GL account, job and department codes and descriptions. Just set them up in SmoothPay to match what you’re using.

TIP: Change the exiting codes in SmoothPay to match the basic codes you use in your accounting system (this is much more efficient than deactivating existing codes and creating a whole bunch of new ones) - please refer to our basic payroll accounting guide for an overview of the accounts required and how the journalling of payroll data works.

The costing reports will group the data accordingly (expenses analysis, then contra entries to holding accounts) but you’ll have to manage the journalling of costs manually in your accounting system (unless it can utilise our default glcosting format).

Leave Management
Leave Management Step-by-step guide to leave setup, adjustments, consuming leave and leave reporting (covers all countries supported by SmoothPay).
Leave Loading Step-by-step guide to establishing Leave Loading correctly for Australia (note: SmoothPay automatically implements leave loading requirements for NZ and Australian sites).
RDO's (or TOIL) Step-by-step guide to using SmoothPay to automatically accrue excess hours towards Rostered Days Off.
Paid Parental Leave How to set up and use Paid Parental Leave in SmoothPay for Australia (NZ Parental Leave is catered for by completing the Contract > Misc settings for Parental Leave).
Final pay processing A handy guide to help you determine an employee's final leave entitlement, and how to recalculate an employee's leave balance.
Superannuation Step-by-step guide to setting up superannuation, salary sacrifice, employee contributions and super reporting (targets Australian sites, however includes information useful for all countries).
SuperStream Electronic filing user guide for superannuation contributions (Australia).
End of Year Processing
End of Year An overview of End-of-year procedures (contains suggested procedures for all countries supported by SmoothPay).
Payment Summaries Step-by-step guide to producing Payment Summaries, generating the EMPDUPE file and testing it using the ATO portal (Australia only) - see also STP (Single Touch Payroll).

Country-specific Guides & Links

STP (Single Touch Payroll)
SuperChoice Our preferred SuperStream partner.
ATO Australian Taxation Office
Fairwork Australia
USI Lookup service
Paid Parental Leave
TAPS The Association for Payroll Specialists
AusLeave Portable Long Service Leave
New Zealand
NZ Leave Primer An overview of the rules surrounding NZ leave entitlements
MBIE and their guide to Pay for leave and holidays guidance
NZ Leave Processing Guide
Parental Leave: Avoiding Common Mistakes
Parental Leave
IRD and KiwiSaver for employers
KiwiSaver A guide to KiwiSaver in SmoothPay.
Payday Reporting
TAPS The Association for Payroll Specialists
Net Pay Smoothing Provides certainty for farm workers by normalising net pay by advancing or retaining income automatically and provides Holidays Act compliance by recording actual figures.
Piece-workers, paid rest breaks and automatic topups Employees in the horticulture sector? Everything you need to know about setting up piece-workers in SmoothPay.
Papua New Guinea
Solomon Islands
Cook Islands
Cook Islands Payroll Guide Important - Read this guide!
Cook Islands National Superannuation Fund (CINSF)
Revenue Management Division (RMD)
Employment Relations Act 2012

Looking for local assistance or support in Cook Islands?

Check out our local partners


Additional information can be found in this help portal.

Alternatively, contact our support team for further assistance.