How to Log In and Keep Access Tidy
Use the portal as your main channel for monthly files, approvals and updates. Keep your login details for the owner, payroll contact and bookkeeper only, and let us know straight away if someone changes roles or leaves the business. That keeps your records private and avoids delays when payroll is due.
If you manage more than one branch, business unit or cost centre, use the same login process every month and name files clearly from the start. A simple format works best, for example: company name, month, and the document type. It saves time when we need to match payslips, leave records or payroll reports, especially near month end when load-shedding or a busy trading week can slow everything else down.
What to Upload Each Month
We work with micro businesses that often need a quick, practical process. Upload only the information needed for the month so we can process payroll and bookkeeping accurately. If anything has changed, include the updated file with a short note in the comments area.
- Timesheets for hourly staff
- Leave requests and approved leave records
- New employee details and starter forms
- Termination dates and final pay notes
- Bonus, overtime or deduction instructions
- Banking changes, where applicable
For payroll cleanup or catch-up work, add all missing months in order. If you are sending documents from Bryanston, Sandton, Midrand or anywhere else in South Africa, the file quality should still be clear enough to read on a phone screen or laptop. Blurry scans slow everything down and can lead to avoidable corrections.
Getting Approvals Through Without Delays
Approvals are quickest when one person is responsible for checking and signing off the month. Review the payroll summary, note any changes and approve it in the portal before the cut-off. If there are disputes, send a comment first rather than waiting for the next cycle. That helps us resolve issues before payslips are released.
Where a business has staff in Johannesburg, Pretoria, Cape Town, Durban or Gqeberha, please check that the approver has seen the full picture for all sites. A missing overtime approval or an unconfirmed leave day can affect the final payroll figures. One quick review is usually enough, provided the source documents are complete.
- Check names, ID numbers and start dates
- Confirm hours, leave and overtime
- Review deductions and any one-off changes
- Approve before the agreed monthly deadline
Secure Sharing for Sensitive Payroll Records
Payroll and bookkeeping records contain private information, so send them only through the portal. Do not share them through unsecured messages or mixed personal folders. The portal keeps your documents together and gives us a cleaner audit trail if you need to check who sent what and when.
For businesses dealing with UIF, payslips, terminations or deduction support, secure sharing matters even more. Keep your files in PDF, Excel or image format where possible, and avoid renaming the same file many times. If a document is corrected, upload the new version and add a short note so we can use the latest one. This is especially useful for small teams where one person handles both payroll and bookkeeping, and mistakes can happen when things get busy.
Monthly Bookkeeping Information We Need
Alongside payroll items, send the bookkeeping information needed for the month so your records stay current. This usually includes invoices, expense slips, bank statements and any notes about unusual transactions. If you run a micro business with a small team, keeping these items together will save a lot of time at month end.
Try to upload your files in a simple order: bank statements first, then sales or income records, followed by expenses and supporting documents. If cash sales, card payments or manual deposits need explanation, add a short note. Clear notes help us match entries correctly and reduce back-and-forth, which is useful when your trading week is already full.
- Bank statements for the full month
- Expense receipts and supplier invoices
- Proof of payment for unusual items
- Any notes on cash or card variances
If Something Is Missing or Incorrect
If you notice a missing document, wrong amount or incorrect employee detail, upload the corrected file and tell us what changed. Do not wait for the next month to fix it. Small issues are easier to sort out early, before they affect payroll reports or leave balances.
For new employee setup, termination pay or payroll reporting, the fastest route is to send the full update in one go. Include dates, supporting records and any instruction that affects the final amount. If the portal will not accept a file, reduce the size or convert it to a clearer format before trying again. When in doubt, add a note in the portal so our team can follow up properly. A tidy submission now usually means fewer corrections later, and that keeps your books in order without extra admin.
