Make exceptions visible before payday
A missing timesheet, different client rate or late adjustment should be identified before the pay run is finalised. We agree how managers approve hours and how the payroll team raises questions. Award and employment terms must be established for the actual role and arrangement.
How we can help
- Timesheet approval workflow
- Multiple pay items and rates
- Employee setup and changes
- Payslips and STP reporting
- Superannuation records
- Payroll reconciliation
A process that fits your business
We begin with your existing software, reporting needs and the way work is approved. You tell us which information is already available and where the process becomes difficult. We then agree responsibilities, a record collection routine and a reporting schedule. We work with Xero, MYOB and QuickBooks and can coordinate with your existing accountant.
What to expect from our support
Your scope can cover a specific task or a combination of bookkeeping, BAS, payroll and reporting. We identify missing information and explain questions in plain language. Fees depend on transaction volumes, systems, complexity and the services included. You receive a quote before the agreed work begins.
Getting started
Tell us about your business structure, accounting software and the work you want help with. We review the information and agree the scope, responsibilities and fee before beginning. Existing accountant relationships can be retained, with a clear handover of the records needed.
During onboarding, we confirm access permissions, document collection and any authority required for lodgements. You keep control of approvals and receive questions where a transaction or decision needs your input.
Common questions from recruitment and nursing agencies
How do you process agency nurses working different shifts across several clients?
We use approved timesheets showing the worker, client, role, shift times and breaks. Pay items follow the applicable award or agreement and confirmed classification. Weekend work, overtime, allowances and other exceptions are flagged for review before the agency approves the payroll.
Can you keep employee pay rates separate from our client charge-out rates?
Yes. The rate billed to a client and the amount paid to a worker are tracked separately, using the relevant agreements and approved hours. This supports invoice reconciliation and reporting on the margin after wages and agreed employment costs, without confusing a commercial charge-out rate with an employee entitlement.
How are late timesheets or corrected nursing shifts handled?
We agree a payroll cut-off and an approval process for late or corrected hours. Changes are linked to the original shift, checked for their effect on payroll and client billing, and included in the appropriate adjustment run. Your authorised approver reviews the change before it is finalised.
What information is needed when a new agency nurse joins?
We need the approved employment and payroll details, classification, pay arrangements, superannuation information and the forms required for payroll setup. Your agency remains responsible for recruitment checks and clinical credentials. We confirm missing payroll information before the worker's first pay run.
How can we plan for payroll while hospitals and facilities pay later?
We can bring payroll commitments and outstanding client invoices into a short-term cash flow report. Showing expected receipts alongside wages, superannuation and other upcoming payments helps the agency see timing gaps and follow up overdue invoices before the next payroll cycle.
Further guidance: Fair Work: Labour contracting guidance ↗
