A rule decides, before anyone looks, which client an email belongs to and who handles it. Rules are checked from the lowest priority number up, and the first match wins — so put a specific sender above a whole-domain fallback. With automatic hand-off switched on, a rule match is assigned the moment the mail arrives.

Tick the client companies this accountant can manage (admins see all by default):

Generates a registration link. The client opens it and sets their own password to activate (valid for 14 days). Email it directly, or copy the link and send it another way.

The pay template (tax code, hourly rate, KiwiSaver, …) is version-managed under the employee’s Pay template.

An unscheduled payment doesn't move the regular cycle — use it to correct an earlier period or make a one-off payment.

All active employees of the company are added automatically (hours default to their last pay run, or to the pay template when there is no history) and can be adjusted one by one.

After the employment has ended, the employee's past records stay exactly where they are — pay runs, payslips and leave figures are all kept. They simply stop appearing in pay runs that start after their last day.

Leave it blank to clear the date if they are staying after all.

A pay history export with one row per pay item: Payment date, Employee, Pay item type, Pay item, Quantity, Rate, Amount. Nothing is written until the preview has been checked.

Gross is on the same basis as a pay run's: everything taxable, before deductions. Weeks is how many weeks the period covered — 1 for weekly, 2 for fortnightly. Unpaid weeks are whole weeks with no pay at all; they come out of the divisor rather than the total, so a year that was not fully worked is not averaged as though it were.

Leave the weeks blank on a new row and the employee's own pay cycle is used. Set it only when the previous employer paid on a different one.

When migrating from another system, enter the balances and the date they applied to. Annual leave then accrues from that point, sick leave is granted per statute, and leave taken in each pay run is deducted.

Holiday pay is the exception: it resets on each anniversary, when it becomes the four weeks of entitlement. The opening amount is counted until the first anniversary after the opening date and ignored from then on — there is nothing to clear later.

Gross, PAYE, KiwiSaver and student loan are worked backwards from this figure. Hours are still recorded — payday filing reports hours paid.

The amount is fixed by the annual salary and does not follow the hours. Public holidays and leave are taken out of it, not added to it — change the amount only for a part period, such as a starter, a leaver or unpaid leave.

A bonus, a commission, a back-payment, an allowance. Hours and rate can be left blank — the amount is what gets paid, and it is taxed like the rest.

The client gets a summary and a one-time link to approve or ask for changes — no login needed. Hours stay locked while you wait.

Tick this off once the employment information is entered in myIR. Filing is done by hand — this only records that it happened.

The correction applies from now on — lines already coded keep what they have.