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Running Payroll Yourself? Here’s What You Need to Know to Get it Right

Women sitting at desk looking at her screen looking frustrated

Whether you have a team of 5 or 500, payroll isn’t something to take lightly. It’s not just about making sure everyone gets paid on time—it’s about getting every detail right, staying compliant with employment legislation, and protecting your business from costly mistakes.

At Red Office, we work with businesses across New Zealand, and we see it all—from savvy in-house teams to busy business owners juggling payroll on top of everything else. If you’re managing payroll yourself or have an internal team doing it, here are a few key things worth considering.

1. Compliance isn't optional

New Zealand’s payroll landscape is complex and constantly evolving. Between the Holidays Act, Minimum Wage updates, and KiwiSaver obligations, there’s a lot to stay on top of. Misinterpreting legislation (or missing changes altogether) can lead to underpayments, overpayments, and penalties from the IRD or MBIE.

Common compliance challenges include:

  • Miscalculating annual leave under the Holidays Act
  • Incorrectly applying public holiday entitlements
  • Failing to keep compliant payroll records
  • Not understanding employee classifications (e.g. casual vs part-time)

Even small errors can add up—especially if they go unnoticed for months or years.

2. Don't rely on software alone

Yes, payroll software is a lifesaver. It automates the process, calculates deductions, and files directly with the IRD. But it’s only as good as the data you feed into it.

If leave is entered incorrectly, hours are misclassified, or employment agreements aren’t reflected accurately in the system, the software will still process it—just wrong.

Tip: Regularly audit your system inputs, check that settings match your employees’ current agreements, and make sure whoever is managing payroll understands the “why” behind each rule or calculation.

3. Do you have backup and oversight?

What happens if your payroll person is away or suddenly leaves? Can someone else step in confidently? Is there oversight to catch mistakes or review approvals?

Payroll often gets handed to one person who becomes the “go-to” – but without cross-training, clear documentation, or checks and balances, that creates a risk. Internal fraud, accidental overpayments, or missed deadlines can and do happen.

A few questions to ask yourself:

  • Is there always cover for payroll if someone’s away?
  • Do we have a monthly checklist or internal audit process?
  • Who reviews payroll before it’s finalised?

Read: “What happens to your payroll when your payroll person is away?”

4. The hidden time cost of DIY payroll

Time spent fixing leave balances, chasing timesheets, or navigating legislation is time not spent growing your business or supporting your team. While in-house payroll may seem more cost-effective at first, it can come with hidden costs—especially if things go wrong.

Outsourcing part (or all) of your payroll doesn’t mean losing control. It’s about gaining peace of mind, saving time, and knowing experts are keeping you compliant behind the scenes.

Here’s how Red Office supports in-house teams or takes payroll off their plate entirely

5. What to do if you're not 100% confident

If you’re not completely confident that your payroll is spot-on—or you’re spending too much time making sure it is—it might be time for a fresh look.

At Red Office, our NZPPA-certified payroll specialists manage payrolls for businesses with 1 to 600+ employees. We know the ins and outs of NZ payroll compliance, and we’re here to support your internal team or take the reins entirely—whatever works best for you.

Feel like learning more about external payroll management?

Complete the form below and we’ll be in touch.

Enquire here.

What Budget 2025 Means for NZ Businesses: A Quick Look

Hon. Nicola WIllis

The Government has released Budget 2025, and while it’s focused on keeping spending under control, there are some key takeaways for New Zealand businesses. Whether you’re a small business owner, investor, or just trying to keep ahead of the curve, here’s a straightforward breakdown of what you need to know.

A Budget Focused on Growth

At its core, Budget 2025 aims to lift NZ’s productivity, invest wisely in social outcomes, and stay disciplined with government spending. For businesses, the real news lies in a few targeted moves to boost investment, innovation, and competitiveness.

New Tax Incentive to Invest in Your Business

A standout announcement is the new “Investment Boost” tax incentive. From 22 May 2025, businesses will be able to immediately deduct 20% of the cost of new assets from their taxable income. The remaining 80% will still be depreciated as usual.

This is great news if you’re looking to invest in equipment, tools, or technology to grow your business. Just note—it’s only for new assets. Second-hand gear that’s already been used in NZ doesn’t qualify, though overseas second-hand assets may.

If you’d like to read more about the “Investment Boost” you can find the fact sheet here.

KiwiSaver Changes on the Horizon

KiwiSaver is set to change over the next few years, and it’s worth being aware of how this might impact you and your team:

  • Contribution rates will increase from 3% to 3.5% in April 2026, and then to 4% in April 2028. There will be an option to apply for a 12-month savings reduction if needed.
  • The Government contribution will be halved, dropping from $521.43 to $260.72 per year.
  • High earners (over $180,000) won’t be eligible for Government contributions.
  • 16–17 year olds can join and receive contributions if they’re saving enough.

These changes are designed to encourage long-term savings but may require a fresh look at your payroll settings and staff communications. If your salary cost is a high percentage expense for you, start considering within your budget processes or pay rise increases how to cashflow the additional 0.5%.

Attracting Talent and Investment to NZ

The Government is launching Invest New Zealand, a new Crown entity focused on bringing international investment, business, and talent into the country. Their aim is to:

  • Boost investment in innovative, high-growth sectors.
  • Bring in fresh capital for Kiwi businesses and research.
  • Encourage global companies to expand R&D in NZ.
  • Attract skilled workers to support a future-focused economy.

This could open the door to more partnerships, funding opportunities, and specialist talent—especially if your business is in a growth or tech-focused industry.

Making Foreign Investment Easier

Several initiatives are in play to make NZ more attractive to overseas investors:

  • $75 million allocated over four years to support foreign investment.
  • Proposed changes to make it easier for startups to offer competitive employee share schemes.
  • Planned updates to foreign investment fund (FIF) rules to reduce double taxation.

If you’re thinking globally or already working with overseas investors, these changes could make life simpler and more appealing.

Support for the Screen Sector

To keep New Zealand competitive in the international film industry, the Government is committing $577 million to the International Screen Production Rebate scheme. This aims to attract large-scale productions to our shores—supporting jobs, tourism, and related industries.

What This Means for You

For business owners, Budget 2025 is a signal to think long-term. The incentives are clear: invest in productivity, innovate, and build resilience. The upcoming KiwiSaver changes and new tax rules may mean some adjustments, especially around payroll and asset planning.

If you’ve got questions or want to understand what this means for your business, please reach out to your accountant and CC Red Office in. As always we will work collaboratively with your accountant to ensure these changes are reflected correctly.

New Financial Year, New Business Budget: Take Control of Your Business Finances

Calculator on paper with piggy bank in background.

Time to Take Control

There’s nothing like a fresh financial year to hit reset your business finances. And top of the to-do list? A new financial year business budget. Not the dusty spreadsheet kind you create once and never revisit—but a living, breathing tool that helps you cut the fluff, keep track of what you earn, and make smart decisions.

Why Budget?

Because without one, you’re guessing. And let’s be honest – guessing’s not a business strategy. A budget gives you visibility: where your money’s coming from, where it’s going, and how you can steer your business in a better direction. It’s not about penny-pinching; it’s about powerful insight.

The Numbers that Matter

Before you start drawing up numbers, you need to get your hands on the right numbers. Your Profit & Loss report is your starting point—here’s what to dig into:

Income (Revenue)

Expenses

Payroll

Overheads

Debt repayments

Depreciation

Made a Profit? Nice. Now be smart with it

You’ve got options. Lots of them and your budget helps you see which ones are best:

Reinvest in growth – Marketing? New gear? Staff training?

Clear debt – Faster repayments = less interest.

Build a buffer – Especially handy if your income dips over winter or slows post-Christmas.

Profit without a plan can vanish fast. A solid budget helps you make it count. We recommend seeking advice from your accountant or advisor around the best possible use of your profit. We all want to get the best bang for our buck!

What's your business really worth?

That’s where your balance sheet comes in. It gives you a snapshot of your financial health right now—not just income and expenses, but everything you own and owe.

Assets include:

Tools, vehicles, property

Cash in the bank

Outstanding invoices (money owed to you)

Liabilities include:

Unpaid bills

Tax you’ll need to pay soon

Now you’re seeing the full picture, you’re ready to build a forward-focused budget.

Build a budget that works for you

Once you’ve pulled together your real-time data, it’s time to map out your future. A smart business budget tells you how much you:

Spend to keep things running

Can invest to grow

Can pay yourself (and any shareholders)

It also tells you how flexible your business is.

Play the "What if" game

Now here’s where it gets interesting. Budgets aren’t set in stone—they’re a tool for exploring possibilities.

What if your revenue jumps 15%?

What if a key supplier increases costs?

What if you get a grant or funding boost?

What if you drop a slow product line?

Your accountant or advisor can help you build out plans A, B, and C so you’re prepared for multiple scenarios.

Budgets aren't boring - they're powerful

Forget the idea of budgets being restrictive. A good business budget gives you freedom. Freedom to grow. To adapt. To sleep at night knowing you’ve got a plan.

The best businesses don’t just track what’s happening—they predict it. They plan. They prepare. And it starts with a budget.

Need a hand?

If you’re stuck, second-guessing your numbers, or just want a sanity check—we’re here to help. Red Office can work alongside you to get the foundations right and build a budget that actually works for your business. No jargon. No judgement. Just the support you need to take control of the new financial year.

ENQUIRE NOW

Risky Business: Key Person Dependency in Payroll

An office chair covered in post-it notes showing too many tasks for one person.

Key Person Dependency is a risk you shouldn’t have to take.

Payroll isn’t just admin—it’s one of the most critical functions in any business.  

Your team rely on it, your compliance depends on it and getting it wrong can have serious consequences. But many businesses unknowingly place themselves at risk by placing this responsibility in the hands of one person. 

While it may seem efficient to delegate it to an individual in your team, key person dependency in payroll comes with a host of hidden risks that could impact your business far beyond a missed pay run. Below we discuss the pitfalls and how engaging a provider, such as Red Office, can mitigate the risks.  

1. Business Continuity Risks: What Happens If They’re Not There?

  • If your payroll person is away unexpectedly—whether it’s sick leave, annual leave or they resign—can anyone else step in at the eleventh hour and ensure your team is paid correctly and on time?
  • When the process sits with one person, there’s often no back-up plan. Delayed payments can affect staff morale and even damage your reputation as an employer.

See the benefits this New Zealand business found by moving its payroll from a sole charge role to a managed team approach.

READ THE CASE STUDY

2. Knowledge Walks Out the Door

  • Many payroll processes are managed manually or rely on an individual’s knowledge rather than documented systems. If that person leaves, they often take that knowledge with them. 
  • Training someone new or rebuilding the process from scratch can be a costly, time consuming and stressful exercise.

3. Risk of Human Error and Compliance Gaps

  • Payroll is governed by complex legislation—minimum wage, Holidays Act, KiwiSaver, PAYE, public holidays, parental leave, and more. Even the most diligent person can make a mistake, and with only one set of eyes on the process, those mistakes may go unnoticed until it’s too late.
  • Errors or compliance breaches can result in Inland Revenue penalties or legal disputes —costing time, money, and credibility.

4. Data Security and Privacy

  • Payroll involves some of the most sensitive information in your business—employee bank accounts, tax details, and salaries. If only one person has access to this information, the risk of accidental exposure or a data breach increases significantly. You need systems and processes in place that ensure your data is secure and access is appropriately managed.

5. Internal Controls and Oversight

  • While it’s important to trust your team, relying on a single person for payroll opens up the possibility of a potential oversight. Segregation of duties is a core financial control, helping to prevent mistakes and, in rare cases, deliberate misuse of funds. Having another set of eyes on the process isn’t about mistrust—it’s about good business practice. 

How Red Office Alleviates These Risks

We understand the weight of payroll responsibility—and we also know there’s a better way to manage it. 

Our Managed Payroll Service eliminates the risks of key person dependency by offering: 

  • A team of experts, not just one person—so your payroll doesn’t stop when someone’s away. A pool of knowledge and experienced people at your disposal without hiring in-house.
  • Compliance peace of mind, with certified professionals using gold standard tools, who stay up to date with NZ legislation and upskill regularly. 
  • Secure, cloud-based systems for accurate processing and data protection.
  • Built-in checks and oversight, with thorough robust systems and processes so nothing slips through the cracks.
  • Continuity and consistency, no matter who comes or goes in your internal team your payroll remains consistent, compliant and accurate.

Remove Key Person Dependency and Reduce Your Risk

If your business is relying on a single person to run payroll, now is the time to reconsider. Red Office can reduce your risk, ensure accuracy, and give you complete confidence that your team is being paid right—every time. 

Ready to mitigate your key person risk? 
Your peace of mind is just a click away

ENQUIRE HERE

Digital Marketing vs. Content Marketing – Which one do I need?

Digital vs. Content marketing text on light background.

If you’re looking to grow your business online, you’ve likely come across the terms digital marketing and content marketing. While they may sound like they would be similar, they serve different purposes and produce different results.

Should you be doing one or the other?

Understanding the differences—and how they complement each other—can help you create an effective marketing strategy tailored to your business.

Let’s break it down.

What is the purpose of each one?

 Digital marketing is a broad term that covers all marketing efforts using various online channels to promote your product or service. It is often results-driven, focusing on generating leads, conversions or sales.

Examples include:

  • email marketing
  • Social media marketing
  • SEO and pay-per-click ads.

Few businesses would not benefit from digital marketing. E-commerce, service, and retail businesses can all leverage various online platforms for promotion.

Content marketing focuses on creating and sharing relevant content to attract and engage an audience. Instead of direct promotion, content marketing builds trust and authority over time. You want to be storytelling, info sharing, and providing value for the reader.

Think:

  • Blogs and e-books or guides
  • Case studies
  • Videos or webinars
  • social media posts. – Informative posts that go beyond just promoting a product or service.

With content marketing, you need to play the long game, or it doesn’t work. Consistency pays off. Even if a blog was published months ago, it can still continue to bring value and traffic.   

Have you ever looked at a social media page for information only to find their last post was 2 years ago? Does this make you want to use that business? Keeping up with regular organic posting can put you well ahead of your competitors.

Interesting read:

Why Content Marketing Still Matters in 2025.

Digital vs. Content marketing – Which one do you need?

 The truth is that digital marketing and content marketing work best together. A well-rounded marketing strategy includes both:

  • Content marketing provides valuable resources that attract and engage potential customers. You can achieve a lot by being consistent.
  • Digital marketing amplifies this content, ensuring it reaches the right audience through SEO, ads, and email.

For example, a blog post (content marketing) can be optimised for SEO (digital marketing) to attract organic traffic through searches. Likewise, an e-book can be promoted through a paid ad campaign to generate leads.

Here at Red Office, we’ve been creating content and digital marketing for various clients.  If you’re tired of doing it yourself, get in touch with our team for a no-obligation chat and get your business to where you want it to be.

A Guide to Payroll Software Conversions

2 people looking at computer screen.

Everything you need to know about migrating from one payroll software to another.

Red Office provides personalised bookkeeping, payroll, and marketing support to businesses around New Zealand. Our solutions are tailored to meet the diverse needs of modern businesses today.

We sat down with Sarah Chaillet, Head of Payroll Services at Red Office to ask her a few questions about the payroll migration process.

Jump straight to the video here.

For business owners or those in a finance team, moving from one software to another can be a daunting task to navigate alone. As one client recently, confirmed, it’s worth getting a 3rd party to help you with this, even if it’s to have someone who can help answer your queries each day. 

Sarah recently completed a large conversion project for a business with almost 600 staff and often works alongside a contact from the payroll software you are migrating to for a smooth onboarding and transition process. This provides multiple touchpoints with someone in our office managing the process, as well as a contact from the software side, giving you support from every corner as well as many educated perspectives on any queries you may have.

From January to November 2024, Sarah completed 11 payroll conversions for a range of businesses around New Zealand with varying employee numbers. It’s safe to say she has seen it all when it comes to converting to new software and has resolved many unique challenges along this journey.

Payroll Conversions - one size does not fit all

There is no “typical” payroll conversion as every business has unique needs. From the number of employees to what you want to achieve with the move. Perhaps your current software is going to be retired or no longer provides the functions you need. Whatever your reason, we can help remove the overwhelm and make the transition seamless.

Watch the video here as we cover some of the common questions Sarah is asked, plus get her tip for anyone considering switching from one software to another.  We also go into more information below:

How long does the migration process take?

We recommend allowing around 6 weeks but Sarah will discuss timing with you. As a guide, you can allocate approximately 10-15 minutes per employee depending on complexity. However, this will all be covered in your first discussion.

What does the migration process look like?

We have a comprehensive checklist of items and a process we work to, but this gives you an idea of what you can expect:

The Red Office team are passionate about enabling businesses to use the software that is the best fit for your business.

If you’re considering a move to new payroll software, get in touch with us to start the discussion or download more information here.

Request more information and make a time to chat to Sarah to get your payroll conversion project off to a great start. 

BOOK A TIME WITH SARAH

The Benefits of External Marketing Support

As a business owner, how much time do you spend on your marketing? Are you being consistent, or do you do it when you have time? 

What if we told you there is a better way? A cost-effective, powerful way to access talent, improve efficiency and complete those tasks that keep you up at night.  

If you are a business owner who does not have a marketing employee and you are finding you have to do it yourself, or perhaps you have someone in-house, but it isn’t their primary role, then you may benefit from our marketing support services.  

The word ‘outsourcing’ can often conjure up negative perspectives. You could be wondering if you are working with someone in a different time zone, someone whom you never see and only communicate with via email. We add a personal element to all our services and frequent face-to-face meetings when it works for you.

Utilising resources outside your organisation is on the rise, and becoming increasingly common. Once you start to see the gains, it is an investment well worth it.  

“Marketing support from Red Office has helped us in so many ways without the need to hire someone internally. We have been able to achieve everything we wanted to with this service set up”. James – Inter-Fridge. 

 

Read the marketing case study here.

 

Key Benefits that will make a difference to you

A deep knowledge base. Gain access to specialised knowledge and skills across areas such as copywriting, graphic design, email marketing, and more. We remain up to date with the latest trends and industry best practices so you don’t have to. 

Cost-Effectiveness. Hiring an in-house marketing manager can be cost-prohibitive for many small businesses. Hiring, training, and investing in tools like analytics platforms, design software, and automation tools require significant financial commitment. We provide these resources as part of our fee. 

Strategic Flexibility. There are going to be times when you need to ramp up your efforts and times when it is quieter. Red Office allows you to scale your marketing efforts up or down as needed. You choose which tasks to delegate — from social media content to website updates, monthly newsletters or one-off projects — freeing up time to focus on immediate gains and long-term growth. 

Improved Quality. We bring fresh, creative ideas and unbiased perspectives, enhancing the overall quality of a company’s marketing efforts. 

Results-Driven Approach. External marketing teams provide measurable results, eliminating guesswork and offering clear insights into what is working and what’s not. 

Finding the Right Fit 

Here are some tips to ensure a successful partnership with an external marketing team:
Define Your Goals and Needs: Outline the marketing services you want to delegate and how they fit into your overall strategy. Decide whether you want to delegate all marketing efforts or specific tasks. 

Set a Budget: Determine what you can invest in to ensure a sustainable partnership. 

Meet with the team: Schedule in-person or virtual meetings to discuss your needs and assess whether the team aligns with your goals and brand. 

Set Expectations and Timelines: Bring everyone up to speed on your current marketing efforts and share your brand guidelines. Clearly outline deliverables and timelines to ensure both parties are on the same page before work begins. 

Monitor, Evaluate, and Pivot: Marketing is a dynamic process. There is no one-size-fits-all approach, and what works for you may not work for a similar business. Be prepared to adjust as needed to achieve optimal results. 

External marketing support provides the flexibility to scale without the expense and time investment of hiring in-house staff. You will be able to tick those items off your to-do list, remain consistent with your efforts, and have time to focus on other areas of the business. If you are ready to grow your business or enhance your marketing efforts this year, our marketing support services could be the perfect solution.  

At Red Office, our monthly marketing support will provide you with a dedicated team, ready to elevate your business’s presence with tailored strategies and creative solutions.

Contact the Red Office team for tailored marketing support that delivers results. 

End-of-Year Marketing Tips You Can’t Afford to Ignore

Tips for end of year marketing text on device

As Q4 gathers pace, with warmer days and holiday festivities in full swing, it’s easy for marketing to slip down your priority list. But this is when your business needs it most! 

As we touched on in our previous post Marketing During Tough Times – keeping your marketing efforts alive and kicking during busy and challenging times is not just important but crucial. 

By pausing your content and marketing efforts now, you risk losing momentum. Which may result in everything cooling down until February or even March. The question is, can your business weather that long without consistent sales?  

To stay on track

To begin with try setting clear, time-bound goals for the end of the year. Things such as boosting brand awareness, increasing revenue, improving customer engagement, or attracting strategic partners. These targets provide a foundation for your strategy and help keep you on track. Create purposeful, engaging social media content that resonates with your ideal audience – don’t post “just because”.  Show up creatively to build meaningful connections. 

Be consistent

Above all consistency builds trust, so keep your content regular and on-brand to reinforce your business’s identity and stay top-of-mind for your audience. Additionally use a content calendar to stay organised and diversify your posts with videos, infographics, carousels, and eye-catching visuals to keep things fresh and engaging. 

End of year content ideas

Here are some content ideas from Red Office to help you fill any gaps in your end-of-year strategy…

  • The Year in Review – a perfect way to wrap up the year, highlighting accomplishments, completed projects, new hires, and more. It’s a meaningful way to showcase your successes and end the year on a high note. 
  • Look Ahead to the New Year – share what’s coming up. This could be exciting improvements, a move to a new office, or new team members joining? Announce it now! 
  • Giving Back for the Holidays Organise a day of community giving and document the experience with photos or videos.  
  • Trends of the Year – Keep your clients up-to-date with what’s been going on within your industry. 
  • Re-sharing content – Recycling previous content is a great idea (if not overdone) with the potential to reach new people. A few ideas on what to re-share – most read blog post, videos with the most views and engagement, top liked Instagram post, most listened to podcast episode 

In summary – stay active, stay visible, and keep connecting with your audience to set the stage for a strong start to the new year. By implementing these end-of-year marketing tips, you can maintain momentum, engage your audience, and set the stage for a successful new year. 

 

IRD Compliance Update – October 2024 Summary

NZ Currency NZD Fifty Dollar Note and NZ Coins.

Louise supports the ICNZB by managing their IRD relationship. Each month there is a different topic and this month she had the privilege to meet with Andrew Stott Head of Community Compliance and hear about the IRD current workplan and compliance focus.

 

The summary of key points from Louise’s monthly meeting with the IRD is below.

 

Key Points from Andrew’s Presentation

 

The IRD’s financial year begins on July 1st, and this year, they are ahead of their compliance goals. Andrew emphasised the IRD’s three-part approach to compliance:

  1. Make it easy to comply.
  2. Make it hard to avoid compliance.
  3. Make it costly for those who deliberately evade obligations.

 

For 2024/25, the IRD plans to increase enforcement activity after a period of relative leniency and will make greater use of data and insights. Their primary focus is on collecting tax, particularly from those deliberately avoiding compliance.

 

General Tax Compliance

 

According to Andrew, most New Zealanders are generally compliant. After their focus on transforming systems and supporting businesses through COVID-19, the IRD is now shifting its attention to following up with those not meeting compliance. Year-to-date, audits are up by 50% compared to the previous year, supported by increased recruitment for audit teams.

 

Audit Focus Areas

 

The IRD divides its efforts equally between:

– Large company audits and the technical tax area, which together account for nearly 50% of their activity.

– Fraud, hidden economy (e.g., cash jobs), and property-related audits, which make up the remaining 50%.

 

Andrew confirmed that the hidden economy remains prevalent, despite the shift towards electronic payments. An example cited was a $26,000 “cash job” for a building project that went undeclared.

 

Personal Income and the 39% Tax Threshold

 

The IRD is scrutinising efforts to avoid the new 39% tax threshold, primarily through trusts or LAQC structures. Sectors like accounting, legal, medical, and architecture are under particular review. The IRD is looking for cases where personal income has been diverted, with data from previous income declarations being used to identify discrepancies.

 

Property and the Construction Industry

 

Property is a major focus for the IRD. They are investigating individuals who have ceased declaring rental income despite still owning property, and they are closely examining financial hardship claims, especially from those with equity in property assets.

 

The construction industry also faces scrutiny, particularly around PAYE/WHT compliance and contractor tax. Construction site visits are being used to check compliance in these areas.

 

Non-Compliance in the Liquor Store Industry

 

Non-compliance in the liquor store sector has emerged as a significant issue. While the number of liquor stores has doubled in the past 5-10 years, the number of employees has not kept pace, suggesting potential non-compliance with tax laws. The IRD will focus on ensuring stores comply with PAYE and other obligations, with a strong emphasis on enforcement.

 

Cryptocurrency and Offshore Income

 

Andrew also discussed the compliance challenges surrounding cryptocurrency. The IRD is aware of the growing use of crypto in investment portfolios and payment systems. Andrew advised that businesses should ensure clients with crypto holdings declare them properly in Year-End records.

 

In terms of offshore income, the global connected world is aiding the IRD’s efforts. Data-sharing agreements with 87 countries have helped close 219 cases involving offshore income, either through education or voluntary disclosures.

 

High-Risk Clients

 

The IRD has increased its focus on high-risk clients with outstanding returns or high levels of tax debt. They currently have 30 criminal investigations underway. Andrew advised reviewing client lists and disengaging from those who are not allowing accurate work to be done. The IRD has a specialist team collecting an average of $4 million per week from non-compliant taxpayers, utilizing site visits and legal actions when necessary.

 

Small Business Cashflow Loans

 

Another area of focus is the recovery of Small Business Cashflow loans issued during the COVID-19 pandemic. The IRD is targeting fraudulent activity, with legal action being taken against those who applied for loans without intending to repay them. Currently, 21 cases are before the courts, with three successful rulings in July and August.

 

Electronic Sales Suppression Tools

 

Andrew briefly touched on electronic sales suppression tools, a form of fraud where point-of-sale (POS) systems underreport actual sales. The IRD is focused on stopping this type of tax leakage and is investigating discrepancies between bank deposits and POS reports. There are currently 50 ongoing investigations.

 

Final Thoughts

 

This was an enlightening presentation that highlighted the IRD’s strategic goals and their enforcement efforts. The IRD will be hosting a webinar in the first week of November to discuss this update further with tax agents, so keep an eye out for their newsletter with registration details.

 

I hope you found these insights helpful. It was a great reminder of our role in supporting compliance and ensuring that taxes are filed and collected properly.

 

 

Is it time to convert from your current payroll software?

Accounts person working on payroll

Converting your payroll software can be a crucial step for a growing business, especially when your current system no longer meets your needs. As technology continues to advance, it’s essential to have payroll software that keeps up. Whether you’re struggling with outdated features, the need for clearer reporting, or the desire to integrate online tools for time sheets and leave management, your software should align with the evolution of your business. Perhaps your current provider no longer complies with new legislation, or maybe you’re facing the reality that the software you rely on is being phased out. Whatever the reason, transitioning to a cloud-based solution that fits your budget and integrates with the other tools you’ve adopted could be the game-changer your business needs.

The process of changing software can be quite daunting, researching the best product option to the thought of migrating all that data can be overwhelming. At Red Office we have a specialist team that has streamlined the process to make the transition as smooth as possible. We have compiled some advice and tips below of things to consider when making the change…

Is your data secure? Ensuring the security of your information during every step of the payroll conversion process is paramount. Robust systems and processes and strict security protocols safeguard your data throughout every step of the payroll conversion process. Having up-to-date technology and protections in place to ensure information is transferred safely and securely is best practice.

When is the best time to change payroll software? There may be benefits to converting at the beginning of a new financial year but in short, there is no best time to migrate, we suggest making the switch when the time is right for you. Generally, the process takes around 6 weeks, and we usually allow 10 to 15 minutes per employee, depending on the complexity of your payroll data.  We do recommend closing the old system at the end of a PAYE period and opening the new system at the start of a new PAYE period so your IRD filing remains accurate.

Top tips from our team for an easy transition…

  • Communication is key! Speak to your migration specialist about your goals.
  • A good plan is vital! Our team will work with you on this, so you are comfortable and informed about the process.
  • Get your resources in order! We will let you know what is required.
  • Prep your data! Up-to-date and accurate data sets help streamline the process.

At Red Office our specialist team has successfully completed payroll conversions for clients with staff numbers of 1-500 that meet their needs now and in the future as the business grows. Our approach typically takes around six weeks to complete, ensuring minimal disruption to your business. We provide training and run a shadow pay alongside you to ensure everything is running smoothly before we step back as well as offering ongoing support with your payroll and including back-up options if your payroll person takes leave.

Is it time for you to convert payroll software? Get in touch with Red Office to discuss how we can help you!

Marketing during tough times

Whiteboard brainstorm of social media strategy.

5 Reasons to keep going and 2 things you can do now

 

When the economy takes a nosedive, the knee-jerk reaction for many businesses is to cut costs, with marketing often being the first on the chopping block. While this might seem like a smart move to protect your bottom line, pulling back on marketing during tough times is actually one of the worst things you can do.

Here are 5 reasons why keeping your marketing efforts alive and kicking during a recession is not just important but crucial, and 2 things you can start doing right now.

1. Less Competition

Here’s the silver lining: when others cut back, the market gets less crowded. This is your moment to shine. With fewer businesses competing for the same audience, your marketing messages have a better chance of standing out. This visibility helps your brand stay top of mind with customers who are still spending, giving you a head start when things pick up again.

2. You’ll strengthen your bond with your customers

In tough times, customers become choosier about where they spend their money. This is a golden opportunity to strengthen your relationship with them. By continuing to communicate through smart, empathetic marketing, you show that you understand their struggles and are there to support them. This builds trust and loyalty, ensuring that when things improve, they’ll remember who stood by them.

  • 63% are more likely to purchase from a brand they trust
  • 55% will stay loyal to a brand
  • 53% will advocate and recommend the trusted brand to others**

 

3. Seizing Market Share

A recession shakes things up. Some of your competitors might not make it through, which leaves gaps in the market. By keeping your marketing efforts strong, you can attract their customers, gaining a larger share of the market. This is not just about survival but about coming out ahead, ready to dominate when the economy recovers.

4. Customers want to see confidence

Continuing to market your business during a downturn sends a strong message. It shows that you’re resilient, confident, and in it for the long haul. This boosts your brand image, making you more appealing to customers who are looking for reliable partners. Confidence breeds confidence, and this can translate to increased loyalty and sales, even in tough times.

5. Recessions don’t last forever

Remember, recessions don’t last forever. Businesses that keep up their marketing efforts are better positioned for the recovery. By staying connected with your audience, you’ll be ready to hit the ground running when the economy picks up. The relationships and brand recognition you build now will pay off big time in the future.

2 Things you can do right now

 

1.Try something new

Economic downturns push you to think outside the box. Marketing during these times forces you to innovate and adapt, trying new strategies, platforms, and technologies. This experimentation can lead to discovering more effective marketing tactics that you might not have considered before. Staying nimble and innovative keeps your marketing relevant and impactful, no matter the economic climate.

2. Focus on your most valuable marketing asset

When things get tight, your website and social media are the places you can update quickly and cheaply. Your website is your own asset and you can use organic marketing across social media to support your messaging.

Focus on your strengths – which channels are your customers and community on? Prioritise those ones and don’t waste time where you’re not gaining any traction.

Tweak your tone or messaging to be more thoughtful during tough times and show empathy to financial struggles your customers may be facing.

According to an article by the Marketing Association, people tend to seek distraction during tough economic times and spend more time on social as a distraction.

 

In a nutshell, culling your marketing during a recession can be a costly mistake. The benefits of maintaining your marketing efforts far outweigh the savings from budget cuts.

By staying visible and engaged, you show resilience, confidence, and adaptability. Not only will you weather the storm, but you’ll also emerge stronger and more competitive when the economy bounces back.

So instead of dialling back, lean into smarter, more effective marketing during these challenging times. It’s a move that can pay off in the long run.

 

How Red Office can help you

* help you achieve the items on your marketing plan

* help you create a focus area or marketing plan

* email marketing to your database

* social media marketing

* website updates to your existing website (adding blog content, copy adjustments)

If you’d like to know more about how we can help you with your marketing, give Louise a call for a confidential, no-obligation chat.

 

**source – 2024 Edelman Trust Barometer

What you should have in place by 1st April

team meeting around desk looking at graphs financial information.

For most in New Zealand, a new financial year begins on April 1st and while most items have been checked off, and rolled over into the new year, a big item that many businesses won’t have in place is their budget for the new financial year.

Planning should be well underway, and all our clients should be looking at their interim results and consulting with their account managers to draft, review and finalise their 2024-25 budgets.

Your budget will help you keep track of your income and expenses and show you where your cash will be coming from.

 

Here are our top 3 tips to consider when making your next budget:

 

  1. Review the last year.

Last year’s budget will show you where you performed well as well as identifying areas of concern. Your accountant will also be able to help with this and may have further insights that can help your business move forward. Look at where you exceeded expectations and where there’s room for improvement. This will show you where to focus your efforts for the new year.

Other things to consider here is whether you can reassign any leftover funding from the last financial year, your value proposition – is there room to increase your pricing, and any upcoming legislative changes that may affect you.

 

  1. Processes are important.

If you have a bookkeeper to prioritise your accounts process most of the hard work is done. But it’s still important to record and manage your financials as efficiently as possible throughout the year. If you find yourself struggling to manage payroll, keep up with invoices or chasing overdue payments, then management of your business won’t be as effective and you may find good value in a bookkeeper.

 

  1. Make it happen.

Your figures will remain numbers on a page if you don’t put them into action. If you have new initiatives for your sales team or cost reductions in certain areas of the business, you’ll need someone to action them. Assign your initiatives to people outlining what needs to be done and by when and then review these regularly to help people stay on track.

 

Getting your planning and budgets in place prior to the start of the financial year means conversations with Managers can be positively focussed and provide a platform for your success. Don’t think of this as a laborious task. Our team are here to help. Taking the time to reflect on your business can be motivational allowing you a chance to think about what could be.

Xero to Xero Invoicing

Paid invoice on screen

How to set up and receive invoices through the Xero to Xero Network

 

Manual data entry is one of the most time-consuming parts for any business. This is why Xero created the Xero to Xero Network to help reduce data entry, and errors and to be able to make billing and invoicing an easy and seamless process.

If your customers or suppliers are also using Xero, you can send and receive invoices and bills straight into each other’s Xero accounts.

All invoices issued this way will appear as a Draft which you will then be able to code and approve for payment. It really is that simple.

It all begins with a Network Key that every Xero user has. You can share yours and your suppliers can share theirs. Sharing your key doesn’t mean that organisation can see any of your Xero data.

You can find your Network key in the Settings menu:

  1. From the Settings menu, select General Settings
  2. Under Connect, click Xero to Xero
  3. Click Send Xero Network Invite.
  4. Enter the email address of the organisation you want to receive Xero invoices or bills from (edit the prepopulated message if you like).
  5. Click Send

They’ll receive an email with the key and instructions to add it to their contact details they have for you in their Xero account.

When you want to enter a network key received from another Xero organisation:

  1. Copy the key from your email
  2. In Xero, in the Contacts menu, select All Contacts
  3. Search for the contact you’ve received the network key from and click on their name
  4. Select Edit
  5. Scroll down to the bottom and paste in the Network Key in the field provided and Save.

Sending an invoice using Xero to Xero

  1. Add a new invoice, or view an invoice or bill that is awaiting payment
  2. Click on Invoice Options and choose Send via Xero Network (this option will only appear if you have entered a network key for this contact).
  3. Update the information in the Send window that appears. i.e email address if required.
  4. Ensure the Send via Xero Network checkbox is still selected and hit Send.

The customer will receive an email advising them their invoice has been sent using Xero to Xero. The invoice will appear in their Xero file as a draft bill.

We’ve found this is a really good time saver and reduces some of our admin time. As always, if you need help setting this up just give our office a call and we can book in some time for an online chat.

6 software solutions we love

Red Office internal

And how they can help your business

Everyone loves tools to help them in their daily lives. Here are some of ours that we think you’ll find helpful.

LastPass

If you must remember one password, make sure it’s for a secure password manager like LastPass. To have this managed effectively, our IT manager handles the setup and admin access ensuring that the right people see what they need to see.

We take IT security seriously and have recommended and set up LastPass for many clients for their Business Password Management.

You’ll have complete control through an admin console, reducing the reliance on human behaviour and minimising human error. 

Your staff will love that they only need to remember one password to their LastPass vault.

Password managers always need to be one step ahead, so watch this space for further advancements in password protection.

LastPass could be right for you if you’re looking for a way to manage access to multiple accounts across multiple staff. If you’d like more information to see whether this is right for you, give our office a call on 09 963 1897.

Clockify

Since we need to maintain accurate timesheets each day, having a system that is quick and easy to use is super helpful.

Some of our team use a free version of Clockify and it has been really valuable. There’s no more clock watching or writing down your start and end times on paper.  You can switch between jobs and if you have to go back to a job, you can easily restart the time. There’s a lot more you can do on Clockify if you need extra features like reporting, managing projects or teams, but for what we need it for the free version is sufficient.

It’s easy to sign up and start using – just hit the start button for the timer and begin your job. Once you stop the timer for that job, it’ll be added to a list and you can see the time spent across jobs over the day and a week.  Check it out: https://clockify.me/

Microsoft Teams

We operate on Microsoft so MS Teams was an obvious integration for us. Multiple channels keep everyone updated on general business to channels for specific tasks or teams.

This has provided us another avenue for communicating companywide announcements or specific hub notifications that isn’t email. In fact, we would hate to see the number of emails that could be easily missed in the Inbox without Teams!

MS Teams is our preference for online meetings, and we’ve also setup and hosted webinars which have been easy to manage guests and presenters. The great thing is that your recipient doesn’t need to have Teams set up for an online meeting to work.

If you need Microsoft 365 set up for your business, give us a call and our IT manager may be able to help with this.

Google Spaces

Anything to help reduce the number of emails across the day is a winner. Google Spaces is the Google version of Microsoft Teams. Loved by one of our senior staff, she has set up multiple channels for the different teams she works with. This keeps communications central for everyone, as well as making them a lot more concise, reducing the number of emails and  the risk of a missed communication. You can hold meetings online and more. If you love the Google Suite of products you’ll most likely know all about it but if not, check it out as an alternative to MS Teams: https://workspace.google.com/intl/en_nz/

ApprovalMax

ApprovalMax seems to pop up whenever I ask the question on what seems to be working well for our team. We’ve integrated this for more of our clients and it ensures the right people are reviewing the right bills prior to payment.  This is handy for clients that have jobs that incur multiple costs.

ApprovalMax removes the need for paper / email-based approvals with automated approval workflows for Accounts Payable and Accounts Receivable. 

As Bookkeepers, it means we do not need to send you an email to make you aware of items requiring your approval for accounts payable. Instead, the approval process is housed online within the Xero / ApprovalMax system.

Last year we wrote a blog on why we love ApprovalMax. It simply remains easy to use and does what we need it to do!

We’ve now got 3 of our bookkeepers certified so if you’d like to learn more or have this integrated in Xero just let your bookkeeper or accounts manager know.  

Monday.com

For those wanting a project management tool, Monday.com is definitely worth reviewing.

This is currently being used by our marketing administrator and we’re not even using it to its full potential yet, as there are so many great features we haven’t tapped into.

To get you started there are templates to choose from, then you customise those or create your own board for whatever job you want to manage. Colour coding everything helps visualise what is outstanding and what is complete. You can invite team members to specific projects when you’re working across jobs with other people.

Easily plan your day, your week or month, even your team and check off those items that need to get done. If you have a to-do list that is always changing, we think you’ll love Monday.com.  We recommend starting with the free version and work up to what you need.

Helping our clients with Short-term Cashflow Reporting

male sitting at cafe table looking at laptop with hand over mouth concerned.

If you want to know your cash balances on a short-term basis – weekly, fortnightly, or monthly – then short-term cashflow reporting will help you.

This is the method that our bookkeepers have been using to provide precise cashflow forecasts to business owners, wanting to know how much cash their business is going to have in one week, or one month up to 3 months.

Fundamentally, it’s about having information to give you time and money to make the right business decisions.

You’ll get visibility of your future cash position which will highlight when things are going to be tight. This will allow you to take action to get through any tough times.

You’ll also be able to see a clear picture of how much money you’ll have in a given week and how much you can afford to pay out.

In Xero, the short-term cash flow projection dashboard forecasts the amount of cash your business will have in the next 7 or 30 days. You can choose which bank accounts to include in the projection.

 

How these forecasts can help you:

  • avoid financial trouble
  • plan for future cash shortcomings
  • meet your tax obligations
  • plan asset purchases
  • plan for growth or expansion
  • make an informed decision on whether borrowing is right for you
  • benchmark your performance
  • test different strategic scenarios
  • figure out the best time to invoice
  • build your case for investment
  • forecast the cost of taking on more employees.

 

If you’re going to do this, you’ll need to be upfront and honest. Some common mistakes include:

  • Being overly optimistic when you’re predicting future income — to have any real merit, your predictions need to be honest and backed up by data.
  • Not documenting your current financial activities — your past income and expenditures will help you accurately predict your future cash flow.

Remember, a cash flow forecast is only as valuable as the information and detail put into it. You can do this yourself, or our bookkeepers are happy to help.

A short-term cashflow forecast can give you a detailed view of how much money you have and therefore how much time you have to fix any liquidity problems that may arise.

If this is something you’d like for your business, speak to your Red Office Bookkeeper or Account Manager to discuss further.

Further Reading: 3 areas to help with cashflow from one of our senior bookkeeper’s.

 

How we support our new starters

graphic of 2 females drinking coffee

In the fast-paced world of professional service environments, starting a new job can often feel overwhelming. The fear of the unknown, the new tasks, and the challenge of fitting into an established team can make even the most confident individual question their abilities.

In 2022, Red Office implemented a Mentor programme. A brilliant solution to ease the transition and banish the dreaded “first-day jitters”.

We know Mentors aren’t new but it’s something that has really helped our team work together.

Picture this: It’s your first day at a new job. You’re full of excitement, nerves and a little anxious. At Red Office, a warm welcome awaits you in the form of your hub leader, the business owner, and a mentor – someone from the wider team who has volunteered to guide and support you for next 8 weeks. It’s a simple yet effective initiative that has brought plenty of positive effects.

So, what exactly does this mentorship entail? Well, it’s not your typical office affair. You catch up once a week outside the confines of the office, in a relaxed and neutral environment. Usually this happens over a leisurely walk or grabbing a coffee at a cafe while you delve into the intricacies of the new experience. It’s a chance to discuss what’s working, address any challenges, and provide the necessary support to ensure a smooth transition into the team.

The beauty of this mentorship lies in its ability to create a safe space for new employees to explore their uncertainties and concerns. It’s a time when you can freely converse with someone who has walked the same path, ‘been there done that’,  someone who understands the nuances of acclimating to a new workplace. The mentors, too, recognize the value of sharing their time and knowledge with their mentees. They provide encouragement and guidance as the mentees navigate through a sea of new technologies, practice models, clients, team members, and accounting software.

With a trusted mentor by their side, our new employees can focus on grasping their new role by the horns with a positive outlook, and progress faster. This nurturing environment not only benefits the mentees but also contributes to building trust and relationships within the team. And as we all know, satisfied team members inevitably translate into satisfied clients.

Week by week, as the mentorship progresses, an amazing transformation occurs. The once apprehensive newbies blossom into confident and capable contributors. This programme is now over a year in, and both mentors and mentees have positive feedback. It’s a testament to the power of genuine support and guidance in fostering personal and professional development:

“Being a new starter, you always feel awkward as there is plenty of learning involved, not just the systems but the people too. My mentor made me feel confident in myself and reminded me things take time i.e., learning new things and people’s names. I really needed to hear that as I was being hard on myself.”

“I’ve gained more confidence in myself that I will be able to fill the role to the best of my abilities.”

“This has given me someone to talk to who has been in the same position as I am now, it gives me access to someone with a different point of view and someone to help with the little practical things.”

“I found it super valuable being new when you haven’t built relationships with other team members you feel like you already have a person in your corner to help you. I gained knowledge on how things operate in our environment especially having no experience at all.”

“This has made me feel like it’s ok to step out of my comfort zone and talk more readily about how I am doing.”

“I’ve gained a new acquaintance from another hub which is not easy to do in a busy office.”

“I’ve learnt the importance of face-to-face conversation between people”.

The Mentor Programme at Red Office has proven to be a significant system, merging teamwork, growth, and client satisfaction with our values.  

So, if you ever step through the doors of our workplace, know that you won’t be left to navigate the currents alone. We will be there ready to guide you through the waves, making your journey from new starter to seasoned team member a special one.

Want to know more about working at Red Office? Check out some of our videos on YouTube.

We’re always on the lookout for our next team member. If you’re interested in joining our team visit our careers page or keep an eye on LinkedIn or Facebook to stay updated. 

Fraud awareness and protection

capture of a screen showing fields for username and password

How to protect yourself from fraudulent emails

Recently our team held a full staff review session on fraud awareness and protection. We’ve had a few phishing emails come through lately, so it was crucial to get everyone up to speed on how to recognize them and what to do if they receive one.

According to Cert NZ, New Zealanders report an average loss of $4.6m per quarter due to scams. Scammers are continuously evolving their tactics to obtain confidential information and money from unsuspecting victims.

Some of our team members received emails where the sender was posing as one of our colleagues. The emails requested purchases of gift cards, changes to bank accounts, or access to shared files. While these emails may not be the most sophisticated, they can be easily actioned if not detected in time. Fortunately, our internal processes and regular communications enabled us to identify these emails and raise awareness among the team.

We have internal processes and regular communications in place, so we know to raise an eyebrow when something seems off. Our protocol is to pause and check before taking any action. We recommend that you do the same. Do you know the sender of the email? While the sender’s name may seem familiar, be sure to verify the sender’s email address, especially the domain name. If it differs from what you usually see, don’t trust it. According to our IT manager, 60% of emails that come through are spam or scam emails. This statistic is quite alarming and emphasizes the need for caution when dealing with suspicious emails.

It’s not just our team that needs to be aware of these scams; our clients must also be protected. The strong relationships we’ve built with our clients mean that if they receive something unusual, a quick phone call to us can help enhance security features.

So, what should you look for in a phishing email? They often have –

  • Misspellings
  • incorrect branding
  • a sense of urgency, such as a request to click on a link, update your details immediately, or push to make a purchase

To avoid being caught out, verify any email requests that appear urgent. This step is often overlooked but can prevent the need to pay thousands of dollars to retrieve or set up files again or pay an invoice that is not retrievable.

If you do receive a phishing email, here’s what you should do:

It’s also essential to take the time to check any urgent requests for legitimacy. We’ve set up our internal processes so that any urgent requests from managers or team members don’t come through via email. Taking that time to check is much better (and cheaper) than having to pay out thousands of dollars to retrieve or set up your files again or paying an ‘invoice’ that won’t be refunded.

In addition to being vigilant and thoroughly checking emails, we recommend setting up two or three layers of verification on any software you use. We suggest using an authenticator app as the primary authentication method instead of the text message authentication.

We’ve also included some useful resources at the end of this post, that include websites and tools to help you check for phishing scams and report any issues you might encounter.

Stay safe out there! And remember, if you’re not sure, shout out for help.

Here are some useful resources to help you stay safe online:

International Women’s Day 2023

graphic of women avatars in a line

This International Women’s Day, we’re celebrating the achievements of women and honouring the 2023 theme ‘embrace equity’.

One of the missions of the IWD community that we closely resonate with at Red Office is “to forge inclusive work cultures where women’s careers thrive and their achievements are celebrated.”

It’s something that truly embodies how we want to be at Red Office and have been on this pathway for many years now.

Our focus areas include work-life balance, recruitment, retention, and professional development. This means:

  • Everyone has the same opportunity and resources for training and professional development.
  • Flexible work arrangements – we’re family friendly and understand the importance of having that work-life balance with a mix of office and work from home arrangements in place.
  • Mental health programmes are available and shared throughout the team if/when they want to use them.
  • We introduced a Growth Pathway scheme for our bookkeepers in 2021 for anyone who wants to move into team leader roles. This supports women wanting to move into leadership positions and external training and development programmes are offered for this.
  • Achievements and milestones are celebrated through a company-wide announcement, and any certificates are framed and hung on the wall.
  • Careers can thrive – quarterly polls are sent out to all staff who can complete these anonymously with their feedback on how things are tracking for them. We’ll take this feedback into account and incorporate new processes if required.
  • We utilise the same standards for all staff when conducting performance reviews and awarding promotions. There’s no discrimination.
  • A mentoring program for new starters was established, ensuring equal access for all staff
  • Exit interviews are conducted with employees to record valuable information that can be used to improve our workplace in the future.

Its essential our team feel acknowledged, respected, encouraged to participate, and valued for their unique perspectives. It is by understanding the experiences each of our team have that leads to our overall goal for success.

Some benefits we’ve seen by embracing this stance are better decision making and problem solving, improved morale and an increase in motivation.

Our long term goal is to create a business where all employees thrive.

We’re happy to say this is something we continue to focus on to improve and ensure all staff here are provided with the resources to be the best they can be.

To read more on International Women’s Day visit their website, perhaps it could spark some inspiration for you?

GST Invoice Changes – what you need to know before April 1st 2023

magnifying glass over an invoice

April 1st is not far away so this month you’ll want to ensure you’re on top of the GST invoicing changes.  Here’s what you need to know and think about:

  • ‘Taxable supply information’ is effectively replacing Tax invoices.

The information required is dependent on the value of the transaction (see table below)

  • Your accounts payable processes. Do your systems or staff automatically reject invoices which don’t have the words ‘tax invoice’ on them? If so, review this as your suppliers (and customers) may update their systems for the new rules. You may receive invoices after 1 April 2023 which don’t have these words on the invoice. The same will apply for credit notes, debit notes and buyer-created tax invoices.
  • Your information management systems. Review your systems to ensure supplier and customer databases can handle the taxable supply information requirements, especially recipient information (e.g. physical address and NZBN options).
  • Reviewing arrangements with suppliers and customers where buyer-created invoicing is more appropriate. Where you are entering into new buyer-created taxable supply information arrangements, you will need to retain the correct records (including copies of the agreements).
  • The time of supply rules. Certain transactions will have a different time of supply to the date the invoice is created. From 1 April 2023, the time of supply must be included in taxable supply information.
  • Training your staff on the new rules, including what is required to support GST input tax deductions. As well as a refresher on GST, it will also give you the opportunity to review supplier/customer arrangements and ensure all business/trade terms are current and comply with the new rules.
  • Progressing towards e-invoicing if you haven’t already. These new GST invoicing rules have been introduced to cater for technology and business processes. More efficient invoicing processes could benefit your business.

 

In Summary:

  • Most businesses may continue to use their existing methods of issuing a tax invoice from 1 April 2023. However, it is worth noting what information you must hold when you receive the taxable supply information as the recipient. 
  • There will no longer be a requirement to keep receipts under $200.
  • Inland Revenue has already approved, with immediate effect, the removal of the requirement to obtain approval to issue buyer-created tax invoices.  The supplier and recipient will only need to agree that the recipient will issue the invoice (or taxable supply information from 1 April 2023) and have a record of why this has been done. 
  • The terminology for buyer-created invoices will be “buyer created taxable supply information”
  • If your business is GST registered, you must retain and hold records of the taxable supply information and supply correction information regardless of whether you are the supplier or the recipient of the goods and services. This is a very different concept, as traditionally, businesses that receive the supply must hold a valid tax invoice to make a GST deduction claim on their GST returns. 

You can keep up to date with these changes from the IR website: https://www.ird.govt.nz/gst/tax-invoices-for-gst/rules-for-tax-invoices-are-changing-on-1-april-2023 or let us know if you have any questions.

Need to get your accounts in control? Talk to us to see how we help businesses like yours.

Meet Louise – Master ICNZB Bookkeeper

Achieving Master Bookkeeper status through the ICNZB takes time and commitment. Something Louise put in to accomplish this status which is the highest level of the ICNZB membership tier.

Watch the interview, conducted by Irene Bennetts – President of the ICNZB, where she speaks to Louise about her journey as a Bookkeeper, her biggest client achievement and what her vision is for the future of bookkeeping. 

 

Read more about Louise and the Red Office team here.

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