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Behind the Numbers: Supporting Impact Lab’s Tech-Driven Growth

Bookkeeping for Tech Companies in NZ:

Tailored Support Through Growth and Change

Overview

Impact Lab is a New Zealand-based organisation that helps measure and improve the social impact of services and initiatives. Since March 2023, Red Office NZ has provided tailored bookkeeping and payroll services. As specialists in bookkeeping for tech companies in NZ, Red Office supported Impact Lab with tailored systems and financial reporting designed to evolve with their needs. Our main contact has been Kate – an external finance management contractor supporting Impact Lab and their COO, Hayden.

Recent growth has enabled Impact Lab to appoint a full-time Finance and Operations Manager. We’re currently undertaking an eight-week handover with their team to ensure a seamless transition.

Tailored Support When It Mattered

Red Office has delivered end-to-end bookkeeping, including daily processing, accounts payable, bank reconciliations, and End of Month reporting. We’ve also managed their fortnightly payroll for 17 staff, including wage accruals, salary allocations, and project-based timesheeting. Payroll is processed using iPayroll, while TeamWork is used for timesheet management.

As their requirements became more complex, we adapted our systems and reporting to suit. For example, we realigned payroll reporting to match salary periods more accurately and restructured workpapers to show project-level data. These changes provided clearer insights into project performance and supported better reporting to their stakeholders.

To streamline communication and approval processes, we also introduced internal systems, including a dedicated Slack finance channel. This helped both our team and the Impact Lab team respond to queries quickly and work more efficiently.

Tailored Support Through Growth

Since the start of our engagement, Impact Lab has grown and sharpened its focus on meaningful financial insights – a need we frequently see when providing bookkeeping for tech companies.

We’ve worked closely with Kate to customise reporting and workpapers that meet their evolving needs. This collaborative approach has helped support their internal processes, particularly in preparing for board meetings and high-level reporting.

Highlights

  • Adapted payroll and reporting processes to align with project-based data
  • Created tailored workpapers to meet internal reporting requirements
  • Set up efficient workflows and communication systems for faster turnaround
  • Built strong working relationships with key contacts in the business.

Working Together

“Working with Kate has been great — her insight combined with my day-to-day processing support made for a strong working relationship” – Amanda, Senior Bookkeeper – Red Office.

We’ve valued the opportunity to problem-solve and refine processes to deliver a service that worked well for both sides. Over time, we developed a clear understanding of what was needed and when, which helped streamline our work and improve outcomes for the client.

Impact Lab’s growth has created the opportunity for them to bring finance in-house.  As they ‘fly the nest’, our team is committed to delivering a detailed eight-week handover to ensure a smooth and confident transition. We look forward to seeing what they achieve next — and continuing to support them on their journey.

We've supported growing innovators like Impact Lab with expert bookkeeping for tech companies

Let’s talk about how we can do the same for you. 

Start the conversation.

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Improving Payroll Compliance and Efficiency in ECE

ECE Playground

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.”

Is payroll compliance keeping you up at night?

Alleviate your payroll anxiety. Book a discovery call with our Head of Payroll today.

BOOK A CALL WITH HEAD OF PAYROLL
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Rostering and Payroll Success for Cobb Vantress

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.
Cobb logo

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:

“If you are looking for professional but friendly payroll support, definitely reach out to Red Office. They are always happy to help, and always get our payroll processed on time and accurately. It is nice having that peace of mind that we are meeting our legal obligations. They have really built a great working relationship with us, and feel like an extension of our team!”
Sam Irvine
HR Manager, Cobb Vantress NZ

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.

"..Being able to contact the team with any little payroll questions - just that reassurance that we were doing things the right way has been really helpful.”
Sam Irvine
HR Manager, Cobb Vantress NZ

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.

BOOK A CALL WITH HEAD OF PAYROLL
SEND US AN ENQUIRY

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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

A Payroll Software Conversion for 600 Staff

A seamless payroll software conversion for Cater Plus

Highlights

  • Automated syncing and timesheet imports saved hours of manual work.
  • Reduced steps in payroll workflows.
  • PayHero’s updates ensure legislative alignment.
Cater Plus Logo

Cater Plus is a privately owned and operated leader in food service, providing high-quality catering solutions across New Zealand, from Kaitaia to Invercargill. Founded in 2006 by Paul Hodge, they have built their reputation on a passion for food, excellence in service, and a commitment to people. Their tailored solutions cater to a wide range of sectors, including corporate cafes, private hospitals, education, aged care facilities, private events, and more.

At Cater Plus, they believe that great food creates great experiences. By consistently delivering fresh, high-quality meals, they enhance customer satisfaction and foster strong, long-lasting client relationships.

“Cater Plus are big enough to deliver, but small enough to care.”

With almost 600 staff on their payroll, it’s a function that keeps the finance team challenged and engaged. It’s a busy job that Payroll Administrator, Elmari enjoys very much. She has been with Cater Plus for just over a year and says it’s a great place to work.

When it was time to move from one payroll software to another, the team knew it needed to be done with care, precision and within timelines. The payroll software conversion service from Red Office was exactly the level of support and expertise the Cater Plus team needed to keep their business going, improve payroll processes and manage a large amount of employee data efficiently.

Project Background

Cater Plus had been using a desktop-based payroll system for many years, which was due to be retired in 2025. They wanted to transition to new payroll software well before the retirement date to allow them plenty of time to learn and implement a new system without being rushed or pushed to make decisions.

One challenge they wanted to specifically address was the arduous leave set up in the previous system. This was creating additional steps and more work on top of their existing workload as they had to manually go through sick and annual leave for that week for every employee to ensure it was correct. It was a time-consuming task that added to their already busy day.

Three team members in the finance team worked together and reached out to PayHero who then referred them to Red Office and conversations began.

The Challenge of moving to new software

A payroll software conversion of this size and scope was going to be a large project on all sides.

Accuracy and care were needed to ensure all historical data for each employee was able to be transferred to the new system, including all year-to-date totals and leave balances.

Cater Plus had a deadline in mind and needed the support of a third party such as Red Office, to help make their plan a reality.

The impending retirement of the software was an opportunity for Cater Plus to review their payroll requirements while looking ahead at future needs. Cloud-based software was the way to go and meant they could address any workflow challenges they were experiencing and look to reduce any additional steps in the current process.

The Red Office approach

Why Cater Plus Chose to Work With Red Office

Red Office was recommended to the Cater Plus team through FlexiTime (product owner of PayHero), specifically to ensure a smooth transition with the implementation.

Our experience with PayHero gave Cater Plus the confidence that we could support the transfer of data accurately and securely. The high recommendation from the developer further reinforced their decision to work with us.

The decision process...PayHero stands out

While Cater Plus was exploring options, they wanted to ensure the transition could happen smoothly and simultaneously. PayHero caught their attention because it offered both timesheet and payroll integration – something other solutions didn’t provide. This made PayHero the right fit for their needs, as it offered the seamless functionality they were looking for, including the use of Droppah for rostering and timesheeting.

“We were impressed by how the project plan was set up. The entire transition was just handled in the background. The willingness and prompt replies from Sarah in assisting us, no matter how many times we asked the same questions”.
Elmari
Finance Team Member - Payroll

A team of three in the Cater Plus finance team worked with Sarah for the full software implementation. They received a plan of attack following their scoping call and were able to see the steps involved, the information and points of action that each party needed to provide.

The plan included cleaning the data to ensure accuracy before transferring it to the new system. Then, Sarah and the team conducted multiple parallel runs before the official launch. She then trained the finance team, equipping them with the confidence to train others across NZ on Droppah.

“Together with Sarah, we drew up the whole execution plan with dates on when everything was happening. There was a whole plan set up for us. We knew when pay slips were going to be loaded and more”

The Results

With close to 600 staff on their payroll, Cater Plus needed a smart, cloud-based system that could handle the volume of their payroll, which is what they received with PayHero.

“We started the process in April/May and did our first run live in September, meeting our target deadline. All data from the old system was successfully transferred and the whole process was smooth”.

So, how are you finding the new software?

We’re generally finding the new payroll software to be user-friendly, especially for most of the core functions. It’s also great to see that the system is updated to stay in line with legislation, which has been a huge benefit for us.

That said, there are still areas where we see room for improvement. For example, the leave approval process doesn’t currently have the hierarchical structure we need. We’re hopeful that this can be addressed in future updates.

What improvements are you seeing?

With the new system, we’ve saved a significant amount of time, especially in importing timesheets into payroll. The automatic sync feature eliminates the need for manual data entry, streamlining the process. Additionally, the system has simplified PAYE payments. While there are still some steps in the process, many of the manual tasks we had before have been automated, making the entire payroll cycle faster and more efficient. 

“Sarah made us feel like family, not just another client. Without the assistance of Sarah and Red Office, we would not have met our deadline. It just alleviates the stress. For us, it was the first time going through a conversion, and it helps to have someone who has done this before otherwise it could have been very overwhelming for us”

Are you looking to migrate to new payroll software?

Moving from one payroll software to another can be a huge task on your own.

We have a comprehensive process designed to make this run smoothly.

Book a scoping call with Sarah to discuss your initial requirements and learn how we can help make it easier to move from one payroll software to another, or contact our office for a free, no-obligation chat.

BOOK A SCOPING CALL
CONTACT US

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Outsourced Payroll Management for 450 staff

Services utilised: Payroll

Who they are

  • National food retail business
  • 450 staff
  • 75 stores nationwide
  • This nationwide restaurant group focuses on providing healthy choice meals and drinks
  • They moved their payroll from an internal, sole charge position to a fully outsourced model at Red Office, with 4 payroll professionals.

The Background & Challenge

Historically, this business had always employed someone for their payroll processing. This was a sole-charge, full-time role reporting to the CFO.

With payroll being a weekly task the relentless schedule for this as a sole charge role, meant staff turnover every 12 months. 

This created workflow planning challenges, continuous cost of recruitment & training, and ongoing risk for the business in staff absence.

At the last staff resignation, this business instigated a full payroll review via an external payroll consulting company. 

When the review was completed, they decided to explore outsourcing options.  They learned about Red Office through a recommendation from their Payroll Software Provider.

The Solution

It was important this business got a full-service relationship, 5 days per week, to provide accurate, timely payroll information that their leadership team could rely on. 

Our team proposed a custom solution that would meet all their requirements and mitigate their risk.

Sarah, Head of Payroll Services at Red Office, put together a senior team to complete an online handover with the consulting team.

She ensured her team was all trained to run the payroll, review the payroll, and manage the inbox queries.

Results & Benefits

  • With a payroll team in place, the risk relating to staff absence from a sole charge role was instantly mitigated. 
  • They returned to full management of the payroll inbox Monday to Friday vs. Monday to Wednesday.  This has meant staff and managers receive daily feedback on their pay enquiries.
  • There is confidence that any queries raised by managers are reviewed and answered using a collaborative team-based view vs. a sole charge opinion.  
  • Our four-person team has reduced the amount of time that the CFO spends overseeing payroll.
  • Across 450-500 pays, staff queries have reduced considerably to just a handful per week. 
  • In addition, we have removed all recruitment, training, certification, and management costs for this business with a fully managed service in place.
The most significant benefit to me was moving from payroll processing to a payroll partner.
If you are considering a move to an outsourced payroll provider, I would highly recommend a scoping session with Louise and Sarah.
Tasnim Hoosein
CFO

If you would like your payroll professionally managed, speak to Louise or Sarah for a confidential discussion. 

BOOK A TIME SARAH
ENQUIRE HERE TO GET A CALL

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