Improving Payroll Compliance and Efficiency in ECE

Less Time on Payroll, More Time for What Matters

Highlights

4-5 hours saved each month
Compliance worries removed with new software and processes
A shift has been made to allow the centre owner to move toward a fully remote review process

A Fresh Start with Big Responsibilities

When Jonathan took ownership of a childcare centre in New Plymouth in 2022, he left behind a career in finance to follow a long-held passion for early education.

But the centre he took over needed a fresh start — systems, processes, and payroll all had to be rebuilt. While his finance background helped in many areas of the business, managing payroll was an area of constant concern.

With a mix of permanent and casual staff, staying compliant and processing payroll accurately was becoming both stressful and time-consuming.

“I was constantly concerned about whether payroll was correct. Every second Friday became payroll day — it took up too much of my time.”

Balancing Cost, Support, and Compliance

Keen to free up his time and reduce the risk of non-compliance, Jonathan began researching payroll outsourcing options. Cost mattered — but so did the level of service.

“I sent out a bunch of enquiry emails. Most providers wanted to interview me for an hour before giving any idea of price. Red Office was different — I got helpful information upfront, no pressure, and they actually listened.”

A conversation with Louise at Red Office led to a scoping session with Sarah, the Head of Payroll. From there, a tailored plan came together quickly — without the paperwork overload.

“The ease of which the initial enquiry was responded to & no pressure to move forward or carry out an online interview. Other potential providers would not give me an idea of cost until they had taken an hour of my time to discuss my affairs which I wasn’t willing to do.”

The Turning Point: Software That Works

Initially, Jonathan had set up payroll software based on external advice, but it didn’t suit the unique needs of his team. He wasn’t confident it was doing everything correctly, and the manual work involved was time consuming.

Red Office migrated Tiny Smiles to PayHero, which better supported flexible rosters and casual staff — while ensuring full compliance with employment law.

“Red Office took the burden of our payroll processing away. They handled the software migration, most of the setup, and gave us peace of mind that our team is being paid correctly and on time — which is all I ask for.”

Time Saved, Confidence Gained

Today, Jonathan spends just 30 minutes on a Monday reviewing payroll — and he can do it from anywhere.

“Using Red Office has freed up a huge chunk of time. I now only spend half an hour on payroll on a Monday morning — it’s a massive shift from before.”

With a team of 11 on a fortnightly pay cycle, that’s 4-5 hours saved every month — time he can now dedicate to other areas of the business.

“I have access to a knowledgeable team, great communicators, and the reassurance that everything’s being handled properly.”

What Would Jonathan Say to Others?

“If you’re trying to run a business and constantly worrying about payroll or compliance — don’t. Talk to Red Office. They’ve made a massive difference.”