If you're an accountant, bookkeeper or anyone who assists multiple employers with their payroll, you may want to create a partner account with PaySauce.
We call these account types 'bureaus', and they give you access to multiple companies with the same log in details. You also have a great dashboard which will give you a view of all companies within your bureau as well as access to some higher permissions to carry out certain activities in PaySauce.
Once you have your account, you will be able to log in to your bureau dashboard.
Key features of the bureau dashboard
With one login the bureau account holder will see all their customers’ companies in a list, and can switch easily between each company.
You can view reports to look for any company with overdue pays (or pays now due).
You can set up other logins for more staff at your firm to access the bureau dashboard.
All employees in every company can be viewed from the bureau dashboard without needing to first locate the company they work for.
Any unmanaged leave requests across all companies in the bureau can be viewed and managed in the Task Pane on the bureau dashboard.
Overview of the bureau dashboard
The left hand panel shows the navigation icons (Employees, Reports).
The Task Pane is to the right of the Navigation icons and contains all the companies in the bureau.
Each company is displayed in an alphabetical list, with a “notification” symbol on the right of each company in the list.
The Bureau settings area is on the right hand side of the screen.
Viewing companies
When you've logged into your bureau, the default view will show you the list of all companies you have access to. You can use the search field at the top of this list to search for a company that you want to view.
Clicking on the company in the list will take you into the standard PaySauce view for that employer.
Viewing employees
If you click on the Employee's icon on the left hand side menu, you'll be able to view a list of employees across all companies in your bureau.
The search field at the top of the screen will search across employees when you are in this section. Just click into the field, type a name, and press 'enter' on your keyboard to search.
If you click on the name of an employee in the list, their settings will display immediately on the right hand side of the screen so you can quickly find information or make changes.
The name of the company the employee works for will also display at the top of the screen as a link. To view the company just click the company name in the link.
Bureau inbox
Click the Inbox tab and then select 'to do' or 'in workflow' to view all outstanding jobs to be done across all companies. This can include employees that are partially set up, leave requests still to be actioned, (or processed in a payroll), notes etc.
Select the Task Filter icon at the right of that panel to choose the type of tasks you want to display.
To return to the normal Bureau view, select the Employers tab.
Reports
Selecting the Reports icon in your bureau will give you information across all the companies in your Bureau.
Here's a summary of the bureau reports available and what they show you.
Report name | What it can be used for |
Active Employers | The active employers report will show you all your companies and contact details for each of them. The next expected pay day is also recorded, as well as the payment type or PaySauce plan that the company is on. |
Employees Contact Info | The employee contact info report gives a list of all the staff in all the companies in your bureau. It shows every employee (including terminated staff) and shows start dates as well as termination dates. |
Open Pay Status | The open pay status report shows the pay status of every employee, company by company. This means it shows if the employee’s pay card is in 'data entry' (still being edited) or 'calculated' (ready to be paid). |
Recently Closed Pays | The recently closed pays report shows all the pays that have been closed between the dates you select. It also shows the payroll processing fees that may have been deducted for each company, and the total value of each of the payroll payments. |
Pays Due Report | The pays due report shows the pays that are due on the current date, which is handy if you’re needing to check if anyone has forgotten to run their pays today. It can also display all overdue pays. |
Customer Billing Report | The customer billing report details each company’s subscription amount charged by PaySauce in the date range entered. If a discount has been applied, it also displays the details of the savings and the separate GST figure too. |
Active Leave Requests | The active leave requests report shows any active leave requests for all companies in the bureau. You can see the date(s) the leave was requested for, the employees’ names and company names. |
Automation Status | The automation status report allows you to check which companies have automation set. You’ll be able to view the next automation date, and the type of automation that will take place on that date. |
When viewing the automation status report, the name of the automation step indicates what the automation step will do:
'Period scheduled' means that a new pay cycle is going to automatically open at the designated date and time (and prior to the old pay closing). This allows the old pay to move out of the way and let the new pay cycle’s timesheets be recorded, even though the old pay has not been processed yet.
An employee’s name showing on the report means that the employee’s pay card is set to calculate automatically - this usually indicates the pay cycle will then close off altogether on the date displayed.
Using notes
You can create notes against employees or companies in your bureau to stay on top of important tasks or changes that need to be made.
Click on the Notification icon to the right of the company or employee's name in either the employer or employee list.
The Notification window will open. Add a title, and add the details into the description box below. This box can ‘stretch’ to fit any text.
The 'relates to' field will already be populated with the employee's name if you started adding the notification directly on the employee list. If you started the notification from the company, you'll need to specify the employee here.
Check the 'Requires Action' box - this ensures that the note will appear in the employee’s pay run when the 'due by' date occurs.
Click into the Due By date field and select the date from the calendar.
Click Ok.
The note will be visible in the company’s task list as well as in the employee settings (go to the 'Details' tab then select 'Notes' from the menu).
The note will appear in the company’s Requires Attention area in Run a Pay, and stand out for person processing pays.
⚠️ The pay can’t progress for this employee until the note has been deactivated or a new due by date entered. This is designed to ensure the action is carried out and that the task can't be missed!
When the action has been carried out and the note is not required anymore, untick the 'Requires Action' checkbox. Click Ok to save the change. This will keep the note in the Employee’s personal notes area, but will allow the pay to progress.
Bureau Settings
The Settings area will have some preset options already loaded for you.
Tagsets
You shouldn't need to adjust the preset tagsets. Please contact the PaySauce team if you think you need adjustments.
Branding
Your logo can be uploaded here. This will apply your company logo to any payslips and some payroll PDF reports, replacing the PaySauce logo. Note that the branding set at bureau level will apply to all companies’ payslips in your bureau by default. If you only want your logo to be applied to certain companies, you may prefer to upload your company’s branding for individual companies in their own company settings area.
Security
This area will show if there has been an extra level of security set up for the bureau. This is most commonly used to create an “Officer” account, which restricts a bureau login to access only certain companies. An Officer would not be able to view the companies outside of their available list, and commonly would not be able to close an employer’s pay. Please contact PaySauce Support if you would like to set up an Officer account.
Integration
If your Bureau is linked to your clients as a tax agent, you should connect with PaySauce using your own myIR account. If you connect at the Bureau level this will take effect for all linked clients in your Bureau. Any clients you're not linked with as their tax agent will need to connect their own myIR account.
Check out our instructions for myIR integration here: How to integrate with myIR