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Getting Started

Welcome to SimplePay! This guide will walk you through the essential steps to set up your account, run your first pay cycle, and discover our key features. By following these instructions, you can quickly understand how our platform works, allowing you to start processing payroll with minimal effort.

Once you’ve signed up, you’ll have access to our Getting Started Checklist – an organised roadmap that helps you configure your account and payroll accurately. If you’d like more detail on how the checklist works, simply click here for a thorough explanation.

New to SimplePay?

Try Our Free 30-Day Trial: If you haven’t signed up for a trial yet, you can start exploring SimplePay’s intuitive features at no cost. Get started here.

Free Online Training: Ensure a smooth transition by enrolling for our free Online Training here.

SimplePay Blog: Keep up to date with exciting system changes by reading our blog here.

Once you have signed up for a trial, simply follow the steps below to set up your company.

Add a Company

Adding a company is a simple 3-step process. The steps are the same regardless of when you decide to add a company to SimplePay: initially, when you’ve signed up for a free trial, or later on, when you want to add companies to your profile.

  • Step 1: Enter Employer Details
  • Step 2: Create Pay Frequencies
  • Step 3: Add Employees

Please refer to the following section for more information on each of these steps:

Basic Payslip Setup

If you click on an employee’s name when you are in the Employees section (on the left-hand menu), you will see the screen where you generate their payslips.

More information about the information that is entered on this screen can be found in the following article:

Pay Runs

Once you have finalised all of your payslips, it is recommended that you create a pay run. Pay runs are a means of grouping payslips; they are purely for convenience and do not affect any payslip data in any way. Creating a pay run allows you to print payslips in bulk, post to Xero or QuickBooks Online (if you have set up the integration), download EFT files, and send payslips to Self-Service (discussed below). Creating a pay run is simple: click on Pay Runs and then Create Pay Run for the relevant period. That’s it!

More information about pay runs can be found in the following article:

Self-Service for Payslips

You are able to download and email or print your employees’ payslips from the system by default; however, there is another option also: Employee Self-Service. This allows you to create accounts for your employees, which they can use to log in to SimplePay and view their payslips.

More information about self-service can be found in the following section:

Once you have set up your employees for self-service, you will be prompted to release the payslips when creating pay runs. If you set up self-service only after creating previous pay runs, any payslips that are part of a pay run will automatically be released once your self-service settings are saved.

Leave Approval

In the previous section, you set up your employees for Self-Service so that they have access to their payslips; in addition, this login can be used to submit leave, info update, and claim requests. Before you can respond to employees’ requests, the company’s approval group(s) must be set up. This process is explained in the following article:

Monthly Filing

Based on your finalised payslips, SimplePay automatically generates the documents necessary to do your monthly EMP201 and UIF submissions. In fact, you have the option to submit your UIF declaration directly to the Department of Labour through SimplePay’s built-in functionality – no need to download and upload forms.

More information about how SimplePay helps to keep you compliant in terms of monthly, bi-annual and annual filing can be found here:

Additional Topics

Custom Items

Wherever possible, we recommend using our built-in items as they may have special tax treatment attached to them. However, if necessary, you can create custom items by clicking on Settings > Custom Items > Add.

More information about custom items can be found in the following article:

Ending an Employee’s Service

When an employee leaves the company, or if you want to remove them for any other reason, you will need to end their service. This has to be done individually for each employee as a UIF code is required.

More information about this can be found in the following article:

EFT Settings

SimplePay generates EFT files that can be uploaded to any of the major banks’ online banking platforms, which enables you to pay all of your employees in one go with ease. However, you will first need to complete your company’s bank details.

More information about this can be found in the following article:

Please note that these settings are purely for the purpose of generating EFT files to pay your employees and have no bearing whatsoever on how you pay your SimplePay invoices.

Leave Management

The SimplePay system has a comprehensive leave management function. Refer to the below section: