Payroll Operations Software

Payroll that doesn't burn you out

Paytools absorbs the mental load of operations, so payroll leaders can focus on compliance, strategy and improvement.

Review your Payroll Governance Chat to sales

Pay Processing - Period Ending 19th Sept View pay run →

14 of 23 checks complete Pay date Tue 22nd Sept

3 overdue 3 checks awaiting approval 12 employee actions

What's on today Show your tasks only

Disbursement and Finalisation

Cross check net pay vs $$ from the ABA file Completed by Marcus R., 9:02amTeams notification sent

Bank file upload Awaiting approval · Sarah K.

Send out payslips Updated

Finance approve ABA file

Reviews 1 overdue check

Legislative Deadlines All checks done

Superannuation All checks done

Trusted across AU / NZ by

Payroll shouldn't feel like it's running you

You've built structure. You've created checklists, documented processes, made it work - but the tools you're using to hold it together weren't built for this.

ABCDEF1PAY RUN CHECKLIST – WEEKLY AU (v7 FINAL) – DO NOT SORT!!2#TaskWhoDueDone?Notes31Timesheets close – all sitesACMon 9amY42Reconcile hours vs rostersJMMonYsee email Tue53Award variances – check EBA cl.14!!??TuePENDINGask Sarah63aTerminations – off-cycle#REF!74~~SuperStream file~~ Super clearingMRWedN85Finance approve pay runFinanceWed 3pmwaiting on CFO…96Bank file (ABA) uploadSKThu107STP lodgementSKThu

Pay processes are more complex than ever

Endless steps over several days, in strict order, each needing review and sign-off from people outside the team. Keeping it on track falls to one person.

P: › Payroll (\\fs01)

▾Payroll

▸PAY RUNS

▸Pay Runs NEW (use this one)

▾Adjustments

▸Adjustments – Tom

▸Copy of Adjustments (2)

adjustments_v4_FINAL (2).xlsx

▸Overpayments (old??)

▸Exceptions – misc

▸_ARCHIVE_do not open

Tom adj $412
– backpay??
DON'T FORGET
chk w/ Priya

Manual work with no home for the detail

Payroll still runs by hand: communications, approvals, manual registers. The detail it generates (adjustments, overpayments, exceptions) has nowhere official to live.

↺Automatic reply: URGENT – updating the EA classification rates?

SKSarah K. · To: Tom Walsh · Today 4:52pm

Hi, I'm on leave until Monday 14 October with no access to email. I'll reply when I'm back.
Thanks, Sarah

From: Tom Walsh
Sarah – the new EA rates start next pay run and nobody knows how you update the classification rates. Is it written down anywhere??

The memory trap

Too much of how payroll runs lives in people's heads. When they're on leave or move on, the knowledge walks out the door with them.

The operating system for your payroll team

Paytools gives your team one place to run the pay, handle every employee action and prove it was done right. Calm pay cycles, on time, every time.

Pay days that end at 5pm

The whole pay cycle laid out for you. Every task for the main pay run, the ad hoc pays and the clean-up steps, in the order they need to happen, each one owned with deadlines and reminders. A complete record of who did what and when.

Complete real-time visibility means nothing gets missed, leadership never has to chase updates & pay day ends on time.

Explore Payroll Processing

Pay period 6 Sep to 19 Sep Fortnightly 62%

Masterfile Updates Completed Mon 14 Sep

Timesheets and Leave Processing Completed Tue 15 Sep

Validations and Processing Completed today 8:15am

Disbursement and Finalisation Today 9:30am

Cross check net pay vs $$ from the ABA file 9:02am

Bank file upload Awaiting approval · Sarah K.

Send out payslips Updated

Finance approve ABA file

Pay period 6 Sep to 19 Sep Fortnightly

Main Pay Manual Pays Employee Actions 12

Termination — R. Okafor3 of 5 steps · final pay this run In progress

Final pay date confirmed D. Dang, Mon 8:40am

Unused leave calculated D. Dang, Tue 2:15pm

ETP classified Marcus R., today 9:10am

Final pay approved Awaiting approval · Sarah K.

STP finalisation event

New starter — J. PatelCompleted by D. Dang, Fri 11 Sep · starts Mon 14 Sep Done

New starter — L. BrooksStarts Mon 21 Sep · contract signed Scheduled

Overpayment recovery — A. ChenCompleted by Marcus R., today 9:25am · instalment 4 of 6 Done

Site allowance ends — T. NguyenStops after this pay period Scheduled

The people work, in the pay run

Every pay has routine steps and adjustments: two starters, a termination, a repayment instalment, an allowance that should have stopped last month. Give each employee action an owner and build it into your routine checklist.

Recurring items stop on the date you set. Nothing waits in a spreadsheet beside the system or lives in someone's head.

Explore Employee Actions

Compliance enhanced and audit ready

The state of your payroll operation in one view, not scattered across shared files, inboxes, calendars and people's heads. Obligations, risks, controls and issues, all tracked with owners and due dates.

When it's time to prove it, auditors get view-only access and find everything they need without your team lifting a finger.

Explore Payroll Governance

Obligation Library

ACME Enterprise Agreement31

Last activity: Tue 1 Sep 2026. Expires Fri 18 Dec 2026.

High Risk

Classification rates updated

Marcus R. · Tue 1 Sep 2026

Rate change approved

Sarah K. · Mon 31 Aug 2026

Attachment added

D. Dang · Fri 28 Aug 2026

Australian Tax Office1 open issue

No activities have been scheduled.

Fair Work Commission

No activities have been scheduled.

MA000004 - General Retail Industry Award 2020

Last activity: Wed 22 Jul 2026. Next activity: Thu 22 Jul 2027.

Low Risk

For teams of all sizes

Trusted by payroll teams of 10 or more

When payroll runs across multiple streams and entities, the Head of Payroll needs one view of every team's status, a way to give each sub-team only the work that's theirs, and proof of who did what across the whole operation.

And for smaller teams, it's the same calm, structured process - without the old school spreadsheets and heavy mental load.

Access GroupsSSO enabled 4 pay cycles

FortnightlyNZ FortnightlyMonthlyMonthly Exec Pay Team 6 people WFM Team 4 people Compliance Team 3 people Executive 1 person

Ready for AI-assisted payroll?

Agentic AI needs governed workflows, structured data and a complete audit trail to operate safely. Paytools is that layer, and the Paytools MCP lets the assistant your team already uses read from and write to it.

Explore AI-assisted payroll →

ActivityChatTeamsCalendarCopilot

Copilot Paytools MCP connected

Build me a team activity report for August.

PReading from Paytools with your login and permissions

Pay cycles3 found

Schedule, 1 to 31 August6 pay runs

Activity Log1,284 actions

Here's your team activity report for August, from the Activity Log across all three pay cycles.

active users

1,284

actions recorded

checks completed late

Who carried the load

S. Patel412

J. Murphy305

A. Chen241

Worth a look: Reconcile super clearing was late in 6 of 6 cycles. Likely a due date set too early, not a person running behind.

Turn this into a documentBreak down by pay cycle

Message Copilot

Results from teams using Paytools

Less manual work when processing a pay run.

ITW Construction

0 wks

For new staff to run a pay run independently (previously 6 months).

Cerebral Palsy Alliance

Stronger governance practices for non-BAU tasks.

Avivo

Beti Kouloumendas

Director of Operations

Carer Solutions

★★★★★

"I would strongly recommend Paytools, it's an amazing tool that has added significant value. Plus, it was one of the best implementations that I've ever sat through in my career."

Daniel Watson

Senior Manager, Payroll

Cerebral Palsy Alliance

★★★★★

"Before Paytools, we used to have to stay back until 7pm on pay days to complete all tasks. Now we can confidently leave at 5pm knowing everything has been completed accurately."

Nicole Watson-Spry

Platform Payroll Lead

ITW Construction, APAC

★★★★★

"Paytools is a must-have. With features like the shared calendar, centralised registers and obligation library, it's far superior to using Microsoft Office tools and you should absolutely be using it!"

Gavin Day

Financial Controller

Avivo

★★★★★

"With Paytools, we've been able to streamline two complex pay runs onto one airtight process. Plus, our governance practices are 10x better — especially with non-BAU tasks."

Mel Quinn

Head of HR & Payroll

University of Sydney

★★★★★

"Paytools has allowed us to better identify and track our payroll compliance activities. It provides comfort and oversight to management that essential activities are being completed on time."

Chris Fletcher

Chief Financial Officer

Medical & Aged Care Group

★★★★★

"With a new payroll team and a hybrid model, Paytools has been immensely beneficial. We're already experiencing many advantages of the tool, including the ability for anyone to seamlessly step in and complete a pay run."

Take the free payroll governance health check

Find out your maturity score across the eight areas auditors and executives care about, as well as practical templates to close the gaps.

Start the Maturity Review

Common questions

Everything you need to know about getting set up, staying compliant, and running calmer pay days.

Still have questions? Chat to sales →

No. Most teams are live within a few short weeks. We map your existing pay cycle, import your checklists and documented procedures, and configure owners and reminders with you.

No, Paytools is a payroll operations platform. Think of your payroll system (like SAP, Workday or Chris21) as the engine that calculates the numbers. Paytools is the cockpit, it's where you manage the team, track the deadlines, document the procedures and house the governance that ensures those calculations are correct. We sit on top of your existing software to manage the 'human' side of the process.

Yes. Each one is an employee action with an owner, a pay period and a state, visible inside the pay run it belongs to and on the employee's record. Recurring items carry a start and end date and stop on schedule.

Paytools stores operational metadata, tasks, owners, deadlines, procedures and evidence, not the pay calculations themselves. Data is encrypted in transit and at rest, hosted in-region for AU/NZ.

Spreadsheets and shared docs have no ownership, no version history, no audit trail and no reminders. Critical knowledge lives in individuals' heads, and nothing connects the procedure to the task that uses it.

Pricing scales with the size of your payroll team and the number of pay groups you manage. Book a demo and we'll put together a tailored quote.

Yes, native Microsoft Teams notifications keep stakeholders informed without needing a Paytools login, and reminders land where your team already works.