Send one invite. They do the paperwork.
Send a secure link. The new hire enters their tax, super, bank and emergency details. You review once, then they are ready for payroll.
For: business owners bringing on an employee, casual, part-time, or full-time, for the first time or the fortieth time.
Not for: contractors paid by invoice (they are suppliers in the books, not employees; use the Invoices workflow).
The before state.
Without this workflow, new-hire details arrive across paper forms, emails and messages. Some fields are missing. Someone re-keys everything before the first pay run.
How it works.
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Step 1, Invite the new hire
In the Payroll module, open Employees and tap Add. Enter their name and email address. Select the position, the pay rate, the employment type (casual, part-time, full-time, salaried). Send the invite.
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The employee add screen with name, email, position, pay rate, and employment type fields visible. Send Invite button prominent.
Step 1: Invite the new hire, screenshot pending capture. -
Step 2, They fill in their own details
The new hire receives a secure link and completes five sections: personal details, tax declaration, super fund, bank account and emergency contact. Fields are validated as they type.
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The new-hire-facing form, showing one of the five sections (likely the tax declaration, which is the most complex). Validation messages visible on the right side of each field.
Step 2: They fill in their own details, screenshot pending capture. -
Step 3, You review the submission
When the form is complete, you get a notification. Review the details, edit in place, or send it back with a note.
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The employer review screen, showing the new hire's completed submission with each section collapsible. An approve button and an edit/return button are visible.
Step 3: You review the submission, screenshot pending capture. -
Step 4, Ready for the pay run
Once approved, the employee appears in the next pay run. Tax, super and bank details are already in place. The TFN declaration is lodged electronically.
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The next pay run screen showing the new employee in the employee list, with a green indicator showing they are ready to pay.
Step 4: Ready for the pay run, screenshot pending capture.
What you get at the end.
A new employee can be pay-ready the same day they are hired. The first pay run starts from complete details, not a paper chase.
Supporting details.
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Invite via email or SMS , New hires can receive the invite via email by default; SMS can be enabled if preferred.
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Secure link , Invites expire after 14 days if not completed. Employees can save progress and return to finish later.
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TFN declaration , Lodged to the ATO electronically as part of the onboarding flow. No paper form is generated or required.
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Super fund validation , The platform validates APRA-regulated funds by USI and SMSFs by ABN. Invalid entries are flagged before they can be submitted.
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Default fund configuration , If the business has set up a default fund for employees who do not make a choice, the new hire is offered it during onboarding.
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Mid-cycle hires , New hires added partway through a pay period are pro-rated automatically on their first pay run.
See the other workflows.
Different tasks, same underlying approach: automate the boring parts, keep the human in the loop for the decisions that matter, make every workflow end with your books updated.