Who doesn’t love to get paid? It’s a basic premise of work and one we’re quite fond of! In fact, we now help over 7000 businesses across Canada and around the world pay their staff. It’s made us one of the largest and most loved payroll and payments services. We make people happy – we pay them. I often get asked how we started the company and what it took to get to where we are. Well, this is our story (it’s an abridged version of a talk I recently gave at a startup event).
Setting up new employees? Invite them to see their playslips using our free tool https://PayChequer.com. Now, when you setup employees you can invite them to use PayChequer to manage their pay history online. No more paper payslips or printing year-end tax forms – employees can now find all their personal pay history and T4/RL-1 forms online. If you haven’t already setup your staff to use PayChequer, follow our handy guide. For new employees, you can have the service automatically email them an activation to access PayChequer by setting up company notifications in your payroll options.
Go ahead – set up the notifications today. Your employees will thank you!
One of our most popular integrations is getting even better. We now support exporting payroll expenses to FreshBooks. In addition to importing the time your staff tracks in FreshBooks and its mobile apps, you can now see your detailed payroll costs as expenses in FreshBooks. If you’ve already activated FreshBooks for timesheet import, setting up expense import is very easy. Our online guide will walk you through the simple steps to setup the new integration.
We’ve also added a few new features requested by our community. As always – if you have a suggestion on how we can make your payroll better, please let us know.
The employee report which lists all your active and terminated staff has been improved. You can now perform ad hoc searches, filter out data you don’t need to see and even export the results to spreadsheets like Excel.
The business pro plan is also getting better. We’ve added a few great time-saving features that’ll make payroll processing even simpler for your organization:
Have a lot of employees and don’t want to re-enter all their data into your payroll profile? Now you can import employees via CSV file. This will save you time and ensure consistency when moving a larger number of staff members to PaymentEvolution Payroll.
Once you have these employees in the system, you can now assign a custom employee identifier as part of their profile. This secondary ID can be fully customized to match the employee IDs that you may use elsewhere in your business.
Lastly, you can now import timesheets via CSV file. If you have a timekeeping system or punch-clock style system to keep track of time that your staff have worked, this will allow you to import the hours without retyping. You’ll not only save time but will reduce errors attributed to manual data entry. No more expensive one-off custom integrations just to take advantage of your existing timekeeping systems – most systems will support sending data in CSV format which can easily be imported into your PaymentEvolution payruns.
Employee imports, custom employee numbers and timesheet imports are available with the business pro plan. Contact us to upgrade and activate these features.
We’ve updated one of our most popular features – shared access – to include a new type of role, the timesheet manager. Shared access can be used to delegate certain payroll functions to others in your organization. The new timesheet manager role is focused on processing payroll for time-based staff. You may need to have your hourly staff pay runs processed separately from your salaried staff. Now you can delegate the processing of these pay runs to someone in your organization.
There are 5 permission types now available: employee, timekeeper, timesheet manager, payroll manager, and payroll master. For details on how these roles can interact with your payroll please see our help article.
We’ve also enhanced general ledger exports to Xero and Kashoo. A few folks have requested that the export be a bit more detailed for better reconciliation with their bookkeeping records. Now, when you export your general ledger to Xero or Kashoo, you’ll see several more line items with a more detailed breakdown of things like source deductions. All your mapped general ledger codes will still be available, you’ll just see more line items in case you need to match certain transactions individually.
Lastly, we’ve modified the earnings advance pay rule to now use the “occasional earnings” tax methodology as prescribed by the Canada Revenue Agency. This more accurately reflects how the majority of our clients use this rule in their payruns (an earnings advance is given occasionally and not regularly like typical wages). If you need advances to use the regular tax calculation, you can create a new custom earnings rule to reflect this.
If you have any other features you’d like to see or have suggestions on other enhancements, please let us know.
Avoid problems mailing cheques
Canada Post recently announced its intention to phase out door-to-door delivery of mail. If you are still printing and mailing cheques, now is the time to switch to electronic payments. Your employees will appreciate the convenience and security of receiving their pay electronically. They’ll save a trip to the bank and stop worrying if the cheque was mailed on time.
Electronic payments are:
- more secure – payments are made directly to employee bank accounts. No more worries about mis-directed mail, lost cheques and potential cheque fraud
- more timely – employees receive cleared funds immediately with no ‘holding’ period for cheques
- more convenient – staff no longer need to sign cheques, stuff envelopes or make trips to the post office
- significantly less expensive – the average business spends over $2.50 to issue an employee a cheque. Electronic payments from PaymentEvolution are only 50¢
Before your employees start asking, make the switch to PaymentEvolution ePay – its simple and fully integrated with your payroll. Better still, with our secure PayChequer service, you staff will get all their pay slips and full pay history online (even their year end tax documents).
We’ve added several enhancements to your payroll service to make it even easier to use. If you use a third-party timekeeping system, you can now import your time records using a comma or tab separated file (CSV). If your bookkeeping service uses alphanumeric general ledger codes (like some instances of QuickBooks) you can now map custom GL codes so your exports seamlessly match-up. Do you need to customize your payroll reports? The new dynamic report supplements our extensive list of static reports. We’ve also updated the dashboard to show you more relevant information about your payruns.
Your payroll dashboard has been enhanced based on the feedback we’ve received. In addition to showing you the history of payruns in your account, you’ll also see a quick status indicator of your current payrun and details about the payment associated with your last payrun. You’ll see the total debit amount being processed on your bank account (if you are enrolled in our convenient ePay service) as well as the expected payment date for your staff.
CSV time-sheet import
In addition to importing time records for your staff from services like FreshBooks, you now have the ability to import from CSV files. Many time keeping applications and services can export time records in CSV file format so if we don’t have a native import for your favourite tool, you can still bring in those hours via CSV. This service is available on any of our paid plans including those offered by our accountant / bookkeeping partners. For details on how to import using CSV files, please see our forum help article.
Custom general ledger mapping and XML export
PaymentEvolution supports a custom chart of accounts that you can use to match your bookkeeping software. If you are mapping to cloud-based services like Kashoo, Saasu or Xero the process is very simple (we read your chart of accounts from these services and allow you to map those accounts to the GL in your payroll account). If you are using a desktop application or need support for alphanumeric chart of account (GL) codes, then our new custom general ledger mapping feature will allow you to export your general ledger entries with the same account codes you (or your accountant) uses to manage your books. You’ll save many hours of entering GL transactions. This feature is available on our Business Pro plan. For more see our forum help article
We’ve always provided you free reports to manage your payruns and these static reports are handy for most of your needs. However, you may need to customize the reporting dates, look for certain pay runs or just tally up the amount you’ve paid certain staff members – the new dynamic report is for you. Use this report to create custom reports – search for payruns within a specified date range, find specific employee payments, create a tally of payruns for the month etc. If you need to export the data, you can now download it in XLS or PDF format. The onscreen report can be sorted, grouped, sliced and diced – it’s your data, so view it the way you want! For more details see the help forum article.
Minor changes to the report menu
We’ve cleaned up the report menu but don’t worry, all your favourite reports are still there. Along with our regular reports (which have always been free), you’ll see the link to access the new dynamic query reports. We’ve renamed (slightly) one report – the Journal report is now known as the Journal (Register) since many payroll professionals use the term ‘payroll register’ when referring to this type of report.
Custom Company Aliases now available
We’ve introduced custom company URLs (specific web addresses) for your staff to login to see their pay history. Your staff can now go to http://YourCompanyName.PayChequer.com to see their pay history. For details on how to set this up, please see our forum help article. Employees can still login using the general company email address as before, but the new alias / custom site allows them to login without having to remember that email address.