1. Getting started with your first request
The onboarding process begins when you submit your enquiry form on our contact page. Once we receive it, we review your business details, the number of employees, and the services you need, whether that is monthly payroll, weekly wages, or both. If you are based in Johannesburg, Pretoria, Cape Town, Durban or Gqeberha, the process stays the same, with no need for an in-person meeting unless it helps with a handover.
We keep the first step simple because many micro businesses are already juggling sales, suppliers, SARS deadlines and staff admin. You do not need to send everything at once. We will guide you on what matters first and what can follow after the initial setup.
2. Information we need before setup begins
To start cleanly, we need a clear picture of your business and payroll structure. This helps us avoid missed leave days, incorrect deductions, or delays when payday comes around. A small business with two employees needs a different setup from one with casual staff who change weekly, so we ask for the essentials first.
- Your registered business name and trading name
- Contact person for payroll and bookkeeping queries
- Employee list with full names, ID numbers and start dates
- Pay structure, for example monthly salary or hourly wages
- Leave rules, overtime rules and any fixed deductions
- Existing bookkeeping records, if any, for catch-up work
If you already use a cloud accounting or payroll system, we can work with the records you have and help sort out the gaps. If your records are partly on spreadsheets and partly in files, that is also manageable, though it may take a little longer to clean up properly.
3. How we handle payroll setup and staff details
Once we have the first batch of information, we set up your payroll profile and confirm the way your staff are paid. This includes new employee setup, leave tracking, timesheet capture, termination pay, and deduction support where needed. For micro businesses, getting this right from the start prevents confusion at month end and keeps pay slips consistent.
We also check how often you pay staff and whether you need holiday payroll cover when the office is closed or your team is short-staffed. If your staff work different hours each week, we will confirm the process for sending attendance or timesheet details so there is no rush at the last minute.
- Monthly payroll for salaried staff
- Weekly wage payroll for casual or hourly staff
- Payslip processing and payroll reporting
- Holiday cover when your usual contact is away
4. Bookkeeping handover and cleanup work
If you are also coming to us for outsourced bookkeeping, we look at the state of your records before setting a monthly routine. Some clients arrive with neat records, while others need cleanup because the bank account has been busy, files are missing, or the work was left behind during a busy season. That is normal for smaller businesses, especially when one person has been doing everything.
We will ask for bank statements, supplier invoices, customer records, and any previous bookkeeping reports. From there we can bring the records up to date, match transactions, and create a working process for the months ahead. Good bookkeeping support is not only about data entry, it is about making sure the numbers are useful when you need to make decisions.
5. What you can expect in the first few weeks
During the first few weeks, our team checks the setup, confirms the payroll dates, and makes sure the reporting format works for your business. Thabiso Mokoena oversees the service direction, while the bookkeeping and payroll team handles the day to day work. That means you have one point of contact for questions and a team behind it for the detail.
You should expect a few practical check-ins while we settle the records. We may ask for missing payslip details, confirm leave balances, or query a deduction that does not match the usual pattern. This is part of making sure the records are accurate before the regular cycle begins.
6. Keeping the process easy after onboarding
Once onboarding is complete, the goal is to keep things moving with as little friction as possible. Most micro businesses in Bryanston, Sandton, Randburg and Midrand want payroll and bookkeeping to run quietly in the background while they focus on customers, stock and growth. That is exactly how the service should feel.
To keep things on track, send changes early, especially new hires, terminations, leave, or overtime updates. If your team is remote or spread across branches, we can still work with the same monthly process. Clear communication saves time and helps avoid corrections later.
- Send employee changes as soon as they happen
- Keep timesheets and leave records up to date
- Share invoices and bank activity regularly
- Let us know about seasonal staff or public holiday shifts
With a clean start and a simple routine, you get reliable payroll and bookkeeping support without needing to chase every detail yourself.
