Payroll

Create pay directly from timesheets or set up default pay values for employees.

• Tax, superannuation, student loans and other deductions calculated automatically.
• Holiday leave balances calculated and updated automatically.
• Set reducing balances for employee loans.
• Piecemeal rates, re-imbursed expenses can be included automatically in pays from timesheets.
• Contractor GST buyer generated invoices.
• Commission payments calculated from rate tables.
• Emailed payslips.
• Time flagged when paid so no chance of double paying.

 
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Timesheets

Time can be quickly and easily recorded in FlexiTime using our powerful graphical user interface.

• Slide the start and end times, move time entries by dragging or copy the time entry to a different day or employee.
• Create recurring time entries.
• Email and mobile SMS alerts can be set for meetings or as reminders for important events such as tax reporting dates.
• Give your employees access to FlexiTime to record and/or view their own time.
• Set up managers to view and enter time for only their staff.
• Set the start day for the week and view an entire week for a single employee or all employees.
• Payroll and client billing are automatically generated for you from the time recorded against different work and jobs.
• Select the colours for work recorded to quickly see non-chargeable work such as employee leave.

Rosters

FlexiTime’s rosters improve the communication of scheduled work and times with your staff.

• Save historical time sheets as a template for creating a new roster.
• Create rosters from saved templates.
• View the labour cost for the week.
• Filter roster views to a single employee or area of work.
• Give your managers access to create their own rosters for different departments.
• Publish rosters to view the variance between rosters and actual time worked.
• Print out a roster or email individual rosters to staff.
• View a head count chart showing the number of employees rostered by hour.

Approval

FlexiTime’s powerful time approval processes ensure that time entries are approved before being paid or billed.

• Optionally require time to be approved before being paid.
• Approve all employees’ time for a period or only a selected employee.
• Approve a complete week or up to a selected date.
• Approver or administrator can revoke approval.
• Automatically notify clients that time has been completed and is ready for approval.
• Allow for multiple approvers for a single client.
• View quickly time and jobs that have been approved or are still awaiting approval.

Importing Time

Import time from external systems such as point of sale or timeclocks.

• Import time directly from WorkFlowMax.
• Import employee clock in and clock out from Quest Point of Sale systems.
• Edit mismatching fields before importing into FlexiTime.
• Import piecemeal work from spreadsheets.
• Importing time from other FlexiTime accounts lets you manage employee time for multiple sites.

Xero

FlexiTime works seamlessly with Xero.

• Create approved or draft accounts payable invoices for payroll automatically.
• Choose different Xero account codes for each pay code.
• Import Xero contacts into FlexiTime and keep them in sync.
• Create accounts receivable invoices from time billing generated in FlexiTime.
• Choose different Xero account codes for items of work invoiced in FlexiTime.
• Include employee departments as tracking codes for invoice lines.

Work and Jobs

Define work and work categories or jobs to record employee time against.

• Set pay codes for different work categories.
• Assign jobs to an employee and set the employee pay rate and client billing rate.
• Show different work colour coded in time sheets.
• Set rules for work an employee can view and record time to.
• Assign jobs to a manager and client contact for approval of time.
• Email notifications for jobs when job status is changed.

Creating Invoices

Automatically generate client invoices from time recorded in FlexiTime.

• Set billing rates per employee, work, work category or job.
• Define invoice and invoice line detail levels.
• Email invoices to clients or client contacts.
• Print or send a time audit report showing time detail entries for an invoice.
• Xero integration.
• Time records are flagged as billed to ensure double billing does not occur.
• Require time to be approved by employee manager or client before being invoiced.
• Apply excess rates when total billing exceeds a specified amount.
• Create fixed cost or time based invoices.

Adding Employees

Add new employees and maintain employee details quickly and easily.

• Employee Add Wizard helps you quickly add new employees.
• Give user access to employees to manage their own contact details, view payslips and enter time.
• Manage employment details, standard deductions and employee leave balances.
• Automatically generate default pay details for employees from the wizard.
• Full audit of all employee changes.

Reporting

Select from pre-defined PDF reports or create your own custom dashboard for improved insight into your business.

• Customisable dashboards.
• Drill down for more detail.
• Export to Excel.
• File downloads for bank batch files and ir-File compliance reporting.
• High quality PDF report formatting.