Getting Started
Welcome to SimplePay! This guide will walk you through the essential steps to set up your account, run your first pay cycle, and discover our key features. By following these instructions, you can quickly understand how our platform works, allowing you to start processing payroll with minimal effort.
Once you’ve signed up, you’ll have access to our Getting Started Checklist – an organised roadmap that helps you configure your account and payroll accurately. If you’d like more detail on how the checklist works, simply click here for a thorough explanation.
New to SimplePay?¶
Try Our Free 30-Day Trial: If you haven’t signed up for a trial yet, you can start exploring SimplePay’s intuitive features at no cost. Get started here.
Free Online Training: Ensure a smooth transition by enrolling for our free Online Training here.
SimplePay Blog: Keep up to date with exciting system changes by reading our blog here.
Once you have signed up for a trial, simply follow the steps below to set up your company.
Add a Company¶
Adding a company is a simple 3-step process. The steps are the same regardless of when you decide to add a company to SimplePay: initially, when you’ve signed up for a free trial, or later on, when you want to add companies to your profile.
- Step 1: Enter Employer Details
- Step 2: Create Pay Frequencies
- Step 3: Add Employees
Please refer to the following section for more information on each of these steps:
ROS Authorisation Certificates¶
Under PAYE Modernisation, all employers must upload a ROS Digital Certificate to SimplePay before processing payroll. This certificate allows you to request RPNs (Revenue Payroll Notifications) for your employees and submit payroll information to Revenue after each pay period.
More information on these certificates, e.g. how to retrieve them and how to upload them to SimplePay, can be found in this article:
Employee RPN Retrieval¶
Once you’ve created a company and added your employees, the next step is retrieving their RPNs to ensure that PAYE, USC, and LPT are calculated correctly. SimplePay runs this process daily, but you can trigger it at any time manually from our Bulk Actions section. RPNs replaced P2Cs from January 2019 as part of Revenue’s upgrade to PAYE Modernisation.
Detailed information on RPN retrieval can be found in this article:
Basic Payslip Setup¶
Now that you have your employees all set up, you can start to process your payslips. If you click on an employee’s name when you are on the Employees tab, you will see the screen where you generate their payslips.
More information about the information that is entered on this screen can be found in the following article:
Pay Runs¶
Once you have finalised all of your payslips, it is recommended that you create a pay run. Pay runs are a means of grouping payslips; they are purely for convenience and do not affect any payslip data in any way. Creating a pay run allows you to print payslips in bulk, post to Xero or QuickBooks Online (if you have set up the integration), download EFT files, and send payslips to Self-Service (discussed below). Creating a pay run is simple: click on Pay Runs and then Create Pay Run for the relevant period. That’s it!
More information about pay runs can be found in the following article:
Submissions to Revenue¶
SimplePay is fully PAYE Modernisation ready, enabling you to do your payroll submissions quickly and easily with a click of a button. Simply complete your payroll processing for the relevant pay period and navigate to Filing > Regular Submissions, where you can submit your payroll information directly from SimplePay to Revenue – no downloads, no fuss.
Details on the process for doing your payroll submission can be found in the following article:
Self-Service for Payslips¶
You are able to download and email or print your employees’ payslips from the system by default; however, there is another option also: Employee Self-Service. This allows you to create accounts for your employees, which they can use to log in to SimplePay and view their payslips.
More information about self-service can be found in the following section:
Once you have set up your employees for self-service, you will be prompted to release the payslips when creating pay runs. If you set up self-service only after creating previous pay runs, any payslips that are part of a pay run will automatically be released once your self-service settings are saved.
Leave Approval¶
In the previous section, you set up your employees for Self-Service so that they have access to their payslips; in addition, this login can be used to submit leave, info update, and claim requests. Before you can respond to employees’ requests, the company’s approval group(s) must be set up. This process is explained in the following article:
Additional Topics¶
Custom Items¶
Wherever possible, we recommend using our built-in items as they may have special tax treatment attached to them. However, if necessary, you can create custom items by clicking on Settings > Custom Items > Add.
More information about custom items can be found in the following article:
Ending an Employee’s Service¶
When an employee leaves the company, or if you want to remove them for any other reason, you will need to end their service. This has to be done individually for each employee.
More information about this can be found in the following article:
EFT Settings¶
SimplePay generates EFT files that can be uploaded to any of the major banks’ online banking platforms, which enables you to pay all of your employees in one go with ease. However, you will first need to complete your company’s bank details.
More information about this can be found in the following article:
Please note that these settings are purely for the purpose of generating EFT files to pay your employees and have no bearing whatsoever on how you pay your SimplePay invoices.
Leave Management¶
The SimplePay system has a comprehensive leave management function. If you are eager to get started on leave management, head over to our leave management section: