Overview of the Company
The client is a well-established construction company operating in Australia with a workforce exceeding 150 employees. Their teams are spread across multiple construction sites, requiring flexibility and accuracy in workforce management. The company prides itself on delivering high-quality infrastructure projects on time and within budget. However, like many growing businesses in the construction sector, they faced significant operational challenges related to payroll management, which affected both staff satisfaction and administrative efficiency.
With a dispersed workforce that works on varying schedules and locations, the company’s payroll process was critical but increasingly cumbersome. Prior to engaging Elite Plus Accounting, their payroll was managed using manual timecards and spreadsheet-based wage calculations. This outdated system was slow, error-prone, and a source of frustration for both HR and employees alike.
About Our Client
Construction Company
150+ Employees
Payroll Management
Challenges
The company’s payroll system had several critical pain points:
- Manual Time Tracking: Employees used paper-based timecards to record their hours, which were then manually entered into spreadsheets. This process was labor-intensive and prone to errors, such as illegible handwriting or missed entries.
- Slow Payroll Processing: Payroll took approximately two full business days to process. The delay meant wages were often paid late or required manual corrections, impacting employee trust.
- Incorrect Wage Calculations: Manual wage calculations frequently resulted in underpayments or overpayments. This led to repeated payroll corrections, complicating accounting and increasing administrative overhead.
- Delayed and Missing Payslips: Many employees reported not receiving their payslips on time or at all, which negatively affected transparency and trust.
- Dispersed Workforce Management: With employees scattered across multiple construction sites, it was difficult for management to get accurate, real-time insights into hours worked and payroll status.
- Compliance Risks: Manual processes heightened the risk of non-compliance with Australian tax and superannuation requirements, creating potential penalties and legal exposure.
Problem
Manual Time Card
2 Days Processing Time
Wrong Payroll Calculations
Solution
Step 1: Payroll Process Review and Needs Analysis
The Elite Plus Accounting team started by conducting an in-depth audit of the company’s payroll workflow. We mapped out every step of the process — from time recording to wage calculation and payslip delivery — identifying bottlenecks and error-prone areas.
Given the unique needs of a construction business with a mobile workforce, our focus was on finding a technology-driven solution that could deliver accuracy, speed, and transparency.
Step 2: Selecting and Implementing Payroll Software with Geo-Location Tracking
We identified a cloud-based payroll and time-tracking software that met all of the client’s needs:
- Mobile clock-in/out with GPS geolocation: Employees could easily record their hours from their smartphones while on site, with location data verifying attendance.
- Real-time data syncing: Payroll administrators and managers gained instant access to up-to-date timesheets.
- Automatic wage calculation: The system handled complex pay rules, superannuation, and tax deductions automatically.
- Instant electronic payslips: Payslips were generated and emailed immediately after payroll processing, improving transparency.
- Centralised payroll dashboard: The company’s HR and accounting teams could monitor payroll status, approve timesheets, and generate reports anytime, anywhere.
Step 3: Integration and Training
Elite Plus Accounting also ensured smooth integration between the payroll software and the company’s existing accounting system, including Xero, to streamline bookkeeping and reporting.
We provided comprehensive hands-on training to the payroll and HR teams, helping them adopt the new technology confidently and efficiently. This was crucial to minimise disruption and maximise the benefits of automation.
Solution
Geo-fencing Time App
Integrated with Accounting System
Real Time Data Sync
Results
After the full implementation of the new payroll system, the company experienced transformative improvements:
1. Dramatic Reduction in Payroll Processing Time
Payroll processing time was cut from two full days to less than one day per cycle. Automation and real-time data syncing eliminated the need for manual data entry and corrections, accelerating the entire process.
2. Elimination of Wage Calculation Errors
Automatic calculations ensured wages were computed accurately according to hours worked, including overtime and allowances. This eliminated costly payroll errors and the need for manual adjustments.
3. On-Time Payslip Delivery and Improved Employee Satisfaction
Employees began receiving their payslips instantly via email, removing delays and reducing payroll-related complaints. Transparent access to payroll data increased trust and staff morale.
4. Real-Time Visibility Across Construction Sites
Managers gained immediate access to live payroll and attendance data across all locations. This visibility improved operational planning and compliance monitoring.
5. Improved Compliance and Recordkeeping
The new system ensured that superannuation, tax withholdings, and other statutory requirements were accurately processed and reported, reducing the risk of penalties or audits.
6. Administrative Cost and Resource Savings
By automating repetitive payroll tasks, the company’s HR and accounting teams saved countless hours that were redirected towards strategic activities, improving overall business productivity.
Why Choose Elite Plus Accounting?
At Elite Plus Accounting, we understand the operational complexities of businesses with mobile and remote workforces — especially in industries like construction. We deliver tailored payroll solutions that simplify processes, reduce errors, and improve compliance.
Our approach includes:
- In-depth process audits to identify your unique needs
- Expertise in selecting and implementing the best payroll and time-tracking software
- Seamless integration with accounting platforms such as Xero
- Comprehensive training and ongoing support
Transparent, reliable payroll management to keep your business running smoothly
Results
Automatic Real Time Records
1 Day Processing Time
Elimination of Wage Errors
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Connect with Our Experts
If your business is still reliant on manual payroll processes and struggling to keep up, Elite Plus Accounting can help you upgrade to a faster, smarter solution.
Contact us today for a free consultation and discover how we can streamline your payroll, improve employee satisfaction, and save your team valuable time.
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