Rostering and Payroll Success:
How collaboration led to stronger systems and improved accuracy
Highlights
- With Droppah only 1/3 integrated Cobb are seeing approx 4hours of time saved per week.
- Approx. $400 save per pay cycle, plus savings with new software.
A snapshot of Cobb Vantress
Cobb Vantress is a global leader in poultry innovation, originally established in the USA. Their New Zealand operation opened in 2019, bringing a focus on cutting-edge technology, animal health, and genetics to the local industry.
- Cobb Vantress NZ has been working with Red Office since 2023.
- Payroll was previously managed in-house by the HR team – a time-consuming and resource-heavy task.
- The team was juggling two different pay cycles (fortnightly and monthly) for just under 100 staff.
- Their existing payroll software was no longer meeting their needs – causing inefficiencies and frustration.
Red Office stepped in with a smarter payroll solution – implementing new software and systems that saved both time and money.
A Collaborative Shift to Smarter Systems
Cobb Vantress’s HR department is a busy team, responsible for a diverse group of employees With many moving parts, managing payroll in-house was becoming increasingly demanding.
- The HR team continued to manage the fortnightly pay cycle internally, while Red Office took over responsibility for the monthly pay cycle.
- Their existing payroll software was no longer fit for purpose – it lacked efficiency, functionality, and was adding unnecessary cost to the business.
- Fortnightly staff were required to clock in and out, and the rostering system in use was becoming expensive – especially when used alongside the incompatible payroll software.
- Manual processes and paper trails were the norm – not because they were ideal, but because they were all the current systems could support.
When Red Office began working with Cobb, our Payroll Specialist, Sarah built a strong working relationship with the then-HR Manager. After about a year, a new HR Manager joined the team and continued the collaboration.
To address the software and system inefficiencies, Sarah recommended a shift to:
- PayHero for payroll processing, and
- Droppah for rostering.
This combination has already delivered noticeable cost savings compared to the previous setup – while also improving accuracy, visibility, and ease of use.
The Challenges for HR
Before partnering with Red Office, payroll processing was one of Cobb’s biggest challenges due to the payroll software not being fit for purpose. Their existing software was a major roadblock that created inefficiencies across the business.
- Time was tight, and the HR team was stretched.
- Key payroll data had to be manually transferred between systems – creating more room for error and delays.
- Leave requests, timesheets, and reimbursements were paper-based and cumbersome.
- We often received scans of multiple handwritten documents for approval – which made it difficult to interpret when handwriting was unclear.
- Although the former HR Manager signed everything off, the manual format created confusion and added to the workload.
When Sam came on board as the new HR Manager, she was ready to modernise the process:
- She embraced the move to digital and was keen to eliminate the reliance on paper.
- Sam introduced an audit book – a monthly summary of tasks, approvals, and key information – making the workflow more transparent and structured.
- She also kicked off the Droppah conversion process, working closely with Red Office to ensure a smooth transition.
While PayHero is already fully implemented and running smoothly, the Droppah rollout is being done in stages:
- We’ve completed successful testing with one department of our business – the Hatchery, and supported Hatchery Managers to ensure they fully understand the system
- This phased approach gives the team time to build confidence and ensure the system works effectively before rolling it out to all staff.
Previously, rostering was undertaken on an Excel spreadsheet. With Droppah and PayHero in place, significant time savings are already emerging – not only for Cobb’s internal team but also for Red Office.
Collaboration - the key to success
Collaboration has been key to the success of this partnership. From the beginning, Cobb – and especially their HR Manager Sam – have been proactive, open to change, and focused on creating a more efficient payroll process.
Together, we found a rhythm that works for both teams.
- Sam quickly identified ways to streamline communication and improve how payroll information was shared with us each month.
- We worked closely to reduce manual processes, including phasing out spreadsheets and paperwork in favour of integrated, cloud-based systems.
- The introduction of PayHero and the ongoing staged rollout of Droppah have already delivered noticeable efficiencies.
- Time data is now pushed directly from the rostering system into the payroll system – no more double handling or need for manual entry
- By testing Droppah with the leadership team first, we ensured the setup was correct and any issues could be resolved early, without disrupting wider operations.
- This thoughtful rollout has helped build confidence in the new systems and ensures long-term success.
Jules, a key team member at Cobb, previously exported data manually from their old system into PayHero. Now, with Droppah in place, approved time entries flow straight into PayHero automatically – saving time and improving accuracy.
We’re proud of the strong working relationship we’ve built with Cobb, and it’s clear the feeling is mutual:
Results and Improvements
Since partnering with Red Office, Cobb Vantress has seen clear improvements across their payroll and rostering functions. By combining the right tools with strong collaboration, the results speak for themselves:
Reduced manual workload
Key payroll data now flows automatically from rostering (Droppah) to payroll (PayHero), eliminating double handling and time-consuming data entry.
Significant time savings
Both the HR team and Red Office have saved valuable time through streamlined processes, better systems, and fewer errors.
Improved accuracy and compliance
Payroll is now consistently processed on time and with greater accuracy, giving the Cobb team confidence that their legal obligations are being met.
Cost savings
Moving away from their old software and rostering systems has already resulted in measurable cost savings.
Stronger systems and visibility
With the introduction of an audit book and digital processes, the monthly payroll workflow is now clear, structured, and transparent.
Phased rollout success
By testing Droppah with the leadership team first, the rollout has been smooth and controlled – ensuring confidence in the system and allowing early resolution of any issues.
A true partnership
Red Office has become a trusted extension of the Cobb team, providing professional, friendly support that’s both responsive and reliable.
Ready to simplify your payroll?
If your business is spending too much time on manual payroll tasks or struggling with outdated systems, we can help.
At Red Office, we take the time to understand how your business operates – and tailor a solution that works for you. Whether you’re looking to save time, reduce errors, improve compliance, or just want payroll to run more smoothly, we’re here to support you every step of the way.
Let’s talk about how we can become an extension of your team – just like we have with Cobb.
