Processes and Setup Archives

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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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May 20, 2025

Improving Payroll Compliance and Efficiency in ECE

Case Studies

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.

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May 12, 2025

Rostering and Payroll Success for Cobb Vantress

Case Studies

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:

“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.

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April 29, 2025

How a tech CEO won back her day

Case Studies

Introduction

In 2020 Lauren Peate was flying high. Multitudes, the performance analytics company she’d founded earlier, was showing solid growth in employee numbers and clients. With all the numbers heading in the right direction, it was time to take the business to the next level.

Lauren wanted to focus on:

Further developing her software
Building the team
Growing the business.

But there was a hitch: she was just too busy, managing all the functions of the business—from staffing to client work to admin— herself. The manual accounting and admin systems were slow and cumbersome. Processes hadn’t been fully set up.

Her company needed a CEO, but she was still functioning in start-up mode.

Then, thanks to a recommendation by her accountant, Lauren discovered Red Office.

How Multitudes used Red Office’s services

Lauren told us what she wanted to achieve, and we provided a scope of work that included:

Guidance on best practice and statutory requirements for payroll and accounting processing
Full setup of Xero and payroll software— from a manual to a cloud-based system with all IRD requirements met.
Internal process development and setup with customised templates, making it easier for employees to manage expense claims and leave requests.

Two of our team members worked on this account, managing the daily accounting functions—one processing and one reviewing—with Alanna, our Head of Specialist Accounting Services, overseeing.

All bills and payroll required Lauren’s approval before payment, meaning she had full oversight of her systems and accounts.

The Results

Lauren won back her day: Not having to spend huge amounts of time on admin meant she could concentrate on building her team and software.

Instant access to accounts and data: Lauren had full visibility of accounts, plus had metrics and financial data on hand to provide to investors at quick notice.

Always on the ball: We could inform Lauren of unexpected cost increases and any unusual items requiring her attention through weekly comms, reducing time spent reviewing and decreasing the number of queries.

“Jenny and Alanna at Red Office did an amazing job for us! They’re great communicators – and we appreciate that they work on our team’s tools, including Slack – and they’ve been proactive in catching potential issues, like a cost that was higher than it had been previously. I highly recommend the whole Red Office team!”

Lauren Peate
CEO – Multitudes

The brakes are off!

Multitudes is growing at a rapid pace, and we have recently completed a full handover to the new accounts team that Lauren has engaged. She realised she needed more high-level support and now has a full bookkeeping and CFO package.

Lauren remains one of our favourite clients and we are excited to see Multitudes’ developing future.

Set the CEO in you free…

So you can focus on the bigger picture for your business.

Book a no-obligation chat with Louise today. Call her on 027 473 5963.

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June 13, 2024

Tag Archive for: Processes and Setup

Bookkeeping for Tech Companies in NZ: Tailored Support Through Growth and Change

Overview

Tailored Support When It Mattered

Tailored Support Through Growth

Working Together

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

Less Time on Payroll, More Time for What Matters

Highlights

A Fresh Start with Big Responsibilities

Balancing Cost, Support, and Compliance

The Turning Point: Software That Works

Time Saved, Confidence Gained

What Would Jonathan Say to Others?

Is payroll compliance keeping you up at night?

Rostering and Payroll Success: How collaboration led to stronger systems and improved accuracy

Highlights

A snapshot of Cobb Vantress

A Collaborative Shift to Smarter Systems

The Challenges for HR

Collaboration - the key to success

Results and Improvements

Reduced manual workload

Significant time savings

Improved accuracy and compliance

Cost savings

Stronger systems and visibility

Phased rollout success

A true partnership

Ready to simplify your payroll?

Introduction

How Multitudes used Red Office’s services

The Results

The brakes are off!

Set the CEO in you free…

Bookkeeping for Tech Companies in NZ:

Tailored Support Through Growth and Change

Rostering and Payroll Success:

How collaboration led to stronger systems and improved accuracy