Payroll Preparation Software

Approved hours become paysheets, automatically

The moment a timesheet is approved, Engage WorkForce builds the paysheet line — weekend rates, overtime tiers, allowances and leave already applied — and the matching customer invoice line alongside it. It prepares payroll; your payroll system stays in charge of tax and super.

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Earnings, allowances & leave bucketed Exports to Xero Payroll & CSV Locked after export, audited always

Paysheet — Week Ending Sun 21 Jun Pay-ready

8h Saturday shift × Saturday rate Matched by day-of-week pay rule Earnings

OT Overtime — 2h × 1.5× + 3h × 2× Past 38h weekly threshold Earnings

$ Meal allowance × 5 shifts Per-shift allowance rule Allowance

Hours re-keyed

The pipeline

One approval, two documents, zero re-keying

Payroll prep starts where time & attendance finishes. Approving a timesheet creates the employee's paysheet line and the customer's invoice line in the same instant — both from the same verified hours.

Approve the timesheet

A manager reviews and approves verified hours. That single action triggers the paysheet line and the matching customer invoice line together — they can never drift apart.

The paysheet builds itself

Lines land in three buckets — Earnings, Allowances and Leave — on the right pay calendar: weekly, fortnightly, four-weekly or monthly. Day rules, night bands and overtime tiers are applied as the lines arrive.

Approve & export

Each paysheet gets a sequential number at approval, then exports to Xero Payroll or CSV. After export it locks — corrections become adjustment paysheets, so the record always matches what payroll imported.

Every pay arrangement

Hourly, salary, day rate or fixed-price contract

Not everyone is paid by the hour. Set each employee's pay method once and the engine values their shifts accordingly — hourly staff through pay rules, salaried staff at a fixed amount per pay period, day-rate staff with separate day and night bands, and contractors against a fixed-price engagement. Pairs naturally with contractor management.

✓Hourly — rates matched by day, time window and public holiday
✓Annual salary — one line per pay period, worked shifts still logged
✓Day rate with day/night bands, and fixed-price contracts

HHourly + overtime rules38h weekly threshold · 1.5× then 2×Hourly

SAnnual salaryFixed amount per fortnightSalary

DDay rate — day & night bandsShift start time picks the bandDay rate

Overtime, shown working

Thresholds and tiers that explain themselves

Set a weekly threshold like 38 hours, add a daily threshold if your rules need one, and tier the multipliers — the first stretch of overtime at 1.5×, the rest at 2×. The engine takes whichever rule produces more overtime, emits a single line, and writes the maths into the description so anyone can check it.

✓Weekly + daily thresholds — the larger overage wins, never double-counted
✓Tiered multipliers — e.g. first 2h at 1.5×, beyond that at 2×
✓Self-recalculating — reject a shift and the overtime line updates itself

4343h worked this week5h past the 38h thresholdTracked

×2h × 1.5× + 3h × 2×Tier split shown on the lineTiered

✓One overtime line emittedFull working in the descriptionAuditable

No spreadsheet required

What gets calculated for you

Pay rules attach to shifts as they're worked — set them up once with your rosters and the engine does the rest, week after week.

Rule	How it's applied	Where it lands
Saturday rate	Day-of-week pay rules match Saturday shifts automatically — no manual tagging.	Earnings bucket
Sunday rate	Same day-rule engine, separate Sunday rate — applied per shift as it's approved.	Earnings bucket
Public-holiday rate	The shift date is checked against the AU/NZ public-holiday calendar for the site's state — the PH rate applies even when the holiday falls mid-week.	Earnings bucket
Night loading	Time-window rules pick up evening and overnight spans; day-rate staff use separate day and night bands.	Earnings bucket
Overtime tiers	Weekly and daily thresholds compared, the larger overage taken, tiered multipliers applied — first hours at 1.5×, the rest at 2×.	Single overtime line, working shown
Allowances	Per-shift or per-hour amounts — a meal allowance, for example — attach via pay rules on matching shifts.	Allowances bucket
Leave	Approved leave entries are valued and kept separate from worked hours for clean payroll import.	Leave bucket

Built into the platform

Structured the way payroll actually imports

4 pay methods

Hourly, annual salary, day rate and fixed-price contract

3 buckets

Earnings, Allowances and Leave — split the way payroll systems expect

4 pay calendars

Weekly, fortnightly, four-weekly and monthly cycles per employee

Xero + 3 CSV

Xero Payroll export plus generic, iPayroll and KeyPay CSV layouts

Plays well with Xero

Prepares payroll. Doesn't pretend to be it.

Engage WorkForce pushes draft timesheets into Xero Payroll per employee and syncs pay rates to Xero pay templates, so the hours arrive ready to run. Xero stays the system of record for tax, superannuation and the pay run itself — exactly where your accountant wants it. Not on Xero? Export CSV in generic, iPayroll or KeyPay layouts instead.

✓Draft timesheets per employee pushed straight into Xero Payroll
✓Pay-rate sync keeps Xero pay templates aligned with your rates here
✓Adjustment paysheets handle corrections after export — originals stay locked

1Paysheet approvedSequential number assignedApproved

2Draft timesheet in XeroHours per day, rate synced to templateExported

3Xero runs the payTax & super stay in your payroll systemXero's job

Common questions

Payroll preparation, answered

Does Engage WorkForce replace Xero or my payroll system?

No — it prepares payroll rather than processing it. Engage WorkForce calculates hours, overtime, allowances and leave, then exports draft timesheets to Xero Payroll or CSV files for other systems. Your payroll system remains the system of record for tax and superannuation.

How do overtime tiers work?

You set a weekly threshold (such as 38 hours), an optional daily threshold, and tiered multipliers — for example the first 2 overtime hours at 1.5× and everything beyond at 2×. The engine compares weekly and daily overage, applies whichever produces more overtime, and shows the full working on the paysheet line.

Can I correct a paysheet after it has been exported?

Yes — with an adjustment paysheet. Exported paysheets stay locked so they always match what your payroll team imported; the correction goes on a new, linked paysheet with a back-pointer to the original, keeping the audit trail intact.

Which export formats are supported?

Xero Payroll export — draft timesheets per employee, with pay rates synced to Xero pay templates — plus CSV in three layouts: generic, iPayroll and KeyPay. Re-downloads regenerate the same file from the locked paysheet data.

Keep exploring

Ready when you are

Watch a timesheet become a pay-ready paysheet

Book a personalised walkthrough with our Australian team. Bring your trickiest overtime rule — we'll configure it live and show you the working on the line.

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No lock-in contracts · ANZ-based support