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How to Manage Timesheets & Payroll (What Petboost Doesn't Do)

How to Manage Timesheets & Payroll (What Petboost Doesn't Do)

User Question: "Can Petboost track staff timesheets and process payroll?"

Quick Version: Petboost manages staff scheduling and availability, but doesn't offer timesheets (clock in/out) or payroll processing. Here's what you should use instead.

What You're Trying to Do

You want to track actual hours worked and process staff payroll:

Common Use Cases:

  • Clock in/clock out time tracking

  • Calculate wages based on hours worked

  • Process fortnightly or monthly pay runs

  • Calculate tax withholding (PAYG)

  • Manage superannuation contributions (11.5%)

  • Track leave accruals (annual, sick, long service)

  • Single Touch Payroll (STP) reporting to ATO

  • Staff commission tracking and payouts

What Petboost DOES Offer

Petboost manages when staff are scheduled and available, not when they actually worked:

✅ Team Member Profiles

  • Name, contact details, photo, role assignment

  • How to access: Settings → Team Members

  • What it's good for: Staff directory and role management

✅ Capacity Management

  • Set how many appointments each team member can handle at the same time (not a daily limit)

  • Prevent overbooking individual staff

  • How to access: Team Members → select the team member → Capacity tab

  • What it's good for: Workload management and preventing burnout

✅ Service Assignment

  • Define which services each team member can perform

  • Auto-assign appointments based on skills

  • How to access: Team Members → Services

  • What it's good for: Ensuring qualified staff handle appropriate services

✅ Working Hours

  • Define when team members are available

  • Business hours, custom hours, flexible hours

  • How to access: Team Members → Availability

  • What it's good for: Scheduling appointments when staff are available

✅ Special Dates

  • Set different hours for a specific date or date range

  • Public holidays, special events, seasonal schedules

  • How to access: Team Members → Working Hours → Special Dates → New Special Dates (or Schedules & Sessions)

  • What it's good for: Accommodating temporary / unusual schedules

✅ Leaves & Restrictions

  • Manage time off and unavailability

  • Block dates when staff can't work

  • How to access: Team Members → select the team member → Leaves & Restrictions

  • What it's good for: Annual leave, sick leave, personal days

✅ Appointment Assignment

  • Assign specific appointments to team members

  • Track who performed which services

  • How to access: Appointments → Assign Staff

  • What it's good for: Accountability and service quality tracking

Related guide: Team Members - Getting Started

What Petboost DOESN'T Offer

Petboost does not currently include:

  • ❌ Clock in/clock out timesheets

  • ❌ Actual hours worked tracking

  • ❌ Payroll processing

  • ❌ Wage calculations

  • ❌ Tax withholding (PAYG)

  • ❌ Superannuation calculations

  • ❌ Single Touch Payroll (STP) reporting

  • ❌ Staff commission tracking

  • ❌ Commission payout automation

  • ❌ Leave accrual calculations

  • ❌ Overtime calculations

Why? Australian payroll is highly regulated-requiring Fair Work compliance, award interpretation, superannuation guarantee calculations, PAYG tax withholding, STP reporting to the ATO, and leave accrual tracking. This is a full-time specialty requiring constant regulatory updates. We'd build a mediocre, potentially non-compliant version. Specialist payroll platforms like Xero Payroll, Employment Hero, and Deputy do this brilliantly with teams dedicated to compliance.

✅ Recommended Alternatives (What You SHOULD Do)

We recommend using purpose-built payroll tools alongside Petboost:

Option 1: Xero Payroll (⭐ Recommended if You Use Xero for Accounting)

What it does:

  • Complete payroll solution

  • Award interpretation (automatic award rate application)

  • PAYG tax calculations

  • Superannuation contributions (11.5%)

  • Single Touch Payroll (STP) reporting to ATO

  • Leave accrual tracking (annual, sick, long service)

  • Pay runs (weekly, fortnightly, monthly)

  • Employee self-service portal

  • Integrates seamlessly with Xero accounting

Pricing:

  • $10 AUD/month per employee (minimum $5/month)

  • Example: 3 employees = $30 AUD/month

  • Example: 10 employees = $100 AUD/month

How to use with Petboost:

  1. Petboost tracks scheduled appointments and staff assignments

  2. Export weekly appointment report showing which staff handled which appointments

  3. Enter hours into Xero Payroll (or staff enter via timesheet)

  4. Xero Payroll calculates wages, tax, super automatically

  5. Process pay run in Xero

  6. STP reported to ATO automatically

Example workflow:

A dog daycare has 5 staff. Each Monday, manager exports last week's appointment report from Petboost showing staff assignments. Staff timesheets entered into Xero Payroll (or staff clock in/out via Xero app). Wednesday: Pay run processed in Xero. Wages calculated, super contributions tracked, STP lodged with ATO. Total time: 30 minutes/week.

Best for: Businesses already using Xero for accounting (seamless integration)

Link: xero.com/au/payroll-software

Option 2: Employment Hero (Comprehensive HR + Payroll)

What it does:

  • Full payroll processing

  • Award interpretation

  • STP reporting

  • Employee onboarding

  • HR document management

  • Performance reviews

  • Employee self-service portal

  • Time and attendance tracking

  • Leave management

  • Superannuation fund integration

Pricing:

  • Essentials: $6 AUD/employee/month (payroll only)

  • Premium: $10 AUD/employee/month (payroll + HR)

  • Platinum: $14 AUD/employee/month (full platform)

  • Example: 5 employees on Premium = $50 AUD/month

How to use with Petboost:

  1. Use Employment Hero for all payroll and HR

  2. Export Petboost appointment data for commission calculations

  3. Staff clock in/out via Employment Hero app

  4. Process payroll in Employment Hero

  5. Petboost remains operational system for bookings

Best for: Businesses wanting comprehensive HR management + payroll in one platform

Link: employmenthero.com

Option 3: Deputy (Roster + Timesheet + Payroll Integration)

What it does:

  • Roster planning and scheduling

  • Time and attendance (clock in/out)

  • Timesheet management

  • Award interpretation

  • Break compliance monitoring

  • Integrates with Xero Payroll, Employment Hero, KeyPay

  • Employee app for shifts and clock in/out

  • Manager app for approving timesheets

Pricing:

  • Scheduling: $4.50 AUD/user/month

  • Premium: $6 AUD/user/month (includes time and attendance)

  • Enterprise: Custom pricing

  • Example: 5 employees on Premium = $30 AUD/month

  • Note: Deputy handles timesheet, but payroll processed via Xero/Employment Hero/KeyPay

How to use with Petboost:

  1. Petboost for client bookings and appointments

  2. Deputy for staff rostering and time tracking

  3. Staff clock in/out via Deputy app

  4. Export timesheets from Deputy to Xero Payroll

  5. Process payroll in Xero

Best for: Businesses needing sophisticated roster planning + time tracking, integrating with Xero Payroll

Link: deputy.com

Option 4: KeyPay (Powerful Payroll, Complex Awards)

What it does:

  • Advanced payroll processing

  • Complex award interpretation

  • STP reporting

  • Multi-state payroll (if operating across states)

  • Leave management

  • Superannuation integration

  • API for custom integrations

  • Employee self-service

Pricing:

  • Small Business: $50 AUD/month + $5/employee

  • Example: 5 employees = $75 AUD/month

  • Example: 10 employees = $100 AUD/month

How to use with Petboost:

  1. Use KeyPay for payroll processing

  2. Export appointment data from Petboost for commission calculations

  3. Staff enter hours in KeyPay or via timesheet import

  4. Process payroll in KeyPay

  5. STP lodged automatically

Best for: Businesses with complex award requirements or multi-state operations

Link: keypay.com.au

Option 5: Manual Payroll + Accountant

If you have very few staff (<3) and want to minimise software costs:

How it works:

  1. Track staff hours manually (spreadsheet or paper)

  2. Calculate wages based on award rates

  3. Provide to accountant monthly/fortnightly

  4. Accountant processes payroll and lodges STP

  5. Accountant handles super contributions and tax

Typical cost: $100-200 AUD/month for accountant payroll services (per pay run)

Best for: Very small businesses with 1-3 employees wanting to outsource payroll completely

Limitations:

  • Manual tracking increases error risk

  • Delayed payroll (dependent on accountant availability)

  • No employee self-service

  • No real-time leave balance visibility

Real-World Examples

Example 1: Small Grooming Salon (3 Staff) - Xero Payroll

What they needed:
Simple payroll for 3 casual staff paid hourly

What they used:

  • Petboost for bookings and appointments

  • Xero for accounting (already using)

  • Xero Payroll ($30 AUD/month for 3 employees)

How they set it up:

  1. Staff track their hours in paper timesheet weekly

  2. Manager enters hours into Xero Payroll

  3. Xero calculates wages (award rates), tax, super automatically

  4. Pay run processed fortnightly (15 minutes)

  5. STP lodged to ATO automatically

Result:
Compliant payroll. Staff paid accurately and on time. Total cost: $30 AUD/month. Time investment: 30 minutes/fortnight.

Example 2: Dog Daycare (8 Staff) - Employment Hero Premium

What they needed:
Comprehensive HR + payroll for growing team, employee onboarding, performance reviews

What they used:

  • Petboost for operations

  • Employment Hero Premium ($80 AUD/month for 8 employees)

How they set it up:

  1. New staff onboarded via Employment Hero (contracts, tax declarations)

  2. Staff clock in/out via Employment Hero app

  3. Manager approves timesheets weekly

  4. Fortnightly pay run processed automatically

  5. STP, super, leave accruals handled automatically

  6. Performance reviews tracked in Employment Hero

Result:
Professional HR management. Compliant payroll. Employee self-service portal (staff can view payslips, request leave). Total cost: $80 AUD/month.

Example 3: Mobile Grooming (2 Staff) - Manual + Accountant

What they needed:
Minimal software, accountant handling payroll compliance

What they used:

  • Petboost for bookings

  • Spreadsheet for hours tracking

  • Accountant for payroll ($150 AUD/month)

How they set it up:

  1. Staff track hours in Google Sheets

  2. Manager sends timesheet to accountant weekly

  3. Accountant processes payroll, lodges STP

  4. Staff paid via bank transfer

  5. Accountant handles all super and tax

Result:
Zero payroll software cost. Fully compliant (accountant manages). Total cost: $150 AUD/month. Time investment: minimal (accountant handles everything).

Frequently Asked Questions

Q: Will Petboost add timesheets and payroll features in the future?

A: Not in the near term. Australian payroll compliance is complex and constantly changing (Fair Work, awards, superannuation rules, STP requirements). Building and maintaining compliant payroll software requires a dedicated team. Specialist platforms like Xero Payroll, Employment Hero, and Deputy invest millions ensuring compliance. We believe integrating with these best-in-class tools serves customers better than building a mediocre payroll system ourselves.

Q: Can Petboost export staff appointment data for commission calculations?

A: Yes-you can export appointment reports showing which staff handled which appointments. Use this data to calculate commissions based on your business rules, then enter commission amounts into your payroll system as additional pay items.

Q: Do I legally need to use payroll software in Australia?

A: You don't legally need payroll software, BUT you do legally need to:

  • Pay staff according to Fair Work awards

  • Withhold and remit PAYG tax to ATO

  • Make superannuation contributions (11.5%)

  • Lodge Single Touch Payroll (STP) reports to ATO

  • Track leave accruals

Payroll software makes compliance dramatically easier and reduces error risk. Most accountants strongly recommend it.

Q: What if I have complex rostering needs (shift swaps, availability)?

A: Consider Deputy for rostering + timesheet management, then export to Xero Payroll for payroll processing. Deputy excels at complex roster planning with shift trading, availability management, and staff communication.

Q: Can I pass payroll costs to Petboost and let you handle it?

A: No-payroll processing is outside our core focus. We build exceptional pet business operational software (bookings, payments, pet records). Payroll is a specialised service requiring ongoing compliance expertise. Use Xero Payroll, Employment Hero, or an accountant for payroll.

Next Steps

If you want to proceed with Xero Payroll (Option 1):

  1. Sign up at xero.com/au/payroll-software

  2. Set up employee records

  3. Configure award templates

  4. Run your first pay run (Xero guides you through)

  5. STP lodgement handled automatically

If you want to proceed with Employment Hero (Option 2):

  1. Request demo at employmenthero.com

  2. Choose plan (Essentials, Premium, or Platinum)

  3. Onboard existing employees

  4. Set up timesheets and payroll settings

  5. Process first pay run with support team assistance

If you want to proceed with Deputy (Option 3):

  1. Sign up at deputy.com

  2. Import staff roster

  3. Configure time and attendance

  4. Connect to Xero Payroll or Employment Hero

  5. Start tracking staff hours

If you want to use an accountant (Option 5):

  1. Find local accountant experienced with small business payroll

  2. Discuss pay run frequency and pricing

  3. Provide staff details and award information

  4. Set up regular timesheet submission process

  5. Accountant handles all compliance

Related Guides

Last Updated: 31 October 2025
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