Garth Belic, director of accounting firm Revolution Business Services, typically spent an hour each day entering timesheets into his online accounting program to figure out pay conditions and superannuation for his staff.
The firm sold outsourcing services such as payroll, stocktaking, bookkeeping, invoice processing and accounts payable automation. The tight-knit team of four staff added up to six casuals to perform stocktakes on an ad hoc basis.
Paycycles also blew out because employees couldn’t enter their timesheets directly into the accounting program, Saasu. The program didn’t have the ability to write rules for employees’ wages which took into account the many variables in calculating a salary and benefits.
Belic and his team were creating payslip earnings and interpreting the time from handwritten timesheets prepared by clients. Complex payroll awards that were difficult to manage manually also made things difficult, Belic says. The firm’s clients followed a range of government-mandated pay awards including the General Retail Industry Award.
Detour From Data Entry
Revolution Business Services is a heavy user of cloud apps. It developed an in-house stocktake application that eliminated the use of manual count sheets, and Belic knew that there had to be a better way of running payroll. “We push the envelope to make sure double-handling does not occur,” Belic says.
Belic applied the in-house motto “never enter data twice” to the payroll process and decided to switch to KeyPay, a niche payroll app, in March 2013.
Staff now use an online timesheet to record their hours directly into KeyPay. KeyPay pushes the number of hours into Saasu automatically, with no data entry required by Belic.
He no longer needs to work out the appropriate pay rates for hours worked as KeyPay uses templates for pay rates and payroll conditions to calculate wages before sending them to Saasu.
Revolution Business Services also created an online sign-up form for KeyPay to add new employees, such as when it needed to quickly expand its causal workforce for stocktaking.
“Now it would be more like 10 minutes [to process payroll] with no issues. The real time-saving we experience is the limited amount of rework required when compared to conventional payroll software where the user is left to interpret pay conditions and rates,” Belic says.
Employees entered and maintain their own personal bank and super details using KeyPay’s self-service portal. Belic and his team started to see the right pay every time.
“It has allowed us to scale and fill our client base with more outsourced payroll work. I would suggest our efficiency is tenfold in payroll as a result of Keypay,” Belic says.
Digital First case studies are vendor-independent interviews with business owners and are provided to readers as a free service. If you found the information in this case study useful please share it with colleagues and others.