How monthly payroll usually works
A reliable monthly payroll service starts with a short discovery: business structure, headcount, awards/EBAs, software, pay items, and any timing pressure. From there, the provider sets a pay calendar, confirms leave accrual rules, configures STP Phase 2 reporting, and documents cut‑offs for timesheets and approvals.
Each month follows a simple rhythm: collect hours and changes, calculate earnings and super, review variances, run pre‑pay checks, lodge STP on or before payday, pay staff, send payslips within one working day, submit or schedule super, and reconcile payroll to W1/W2 and your accounts. End of year, they finalise STP, check super and leave balances, and prepare any payroll tax or workers’ compensation declarations required.
Australian compliance to keep in view
- PAYG withholding registration is required before withholding tax from employees (and some contractors under voluntary agreements).
- Confirm that monthly pay frequency is permitted by the relevant modern award, enterprise agreement or contract.
- Single Touch Payroll (STP) Phase 2 is mandatory. Lodge on or before the day you pay employees.
- Super guarantee is currently 12%. Super is due at least quarterly by the 28th day after quarter end (many businesses pay monthly for smoother cash flow). Contributions are only “paid” when the fund receives them.
- Provide payslips within one working day of payday and keep complete payroll records.
- Payroll tax obligations are state/territory‑based and may require monthly returns once you exceed the threshold.
If monthly payroll feeds into your BAS and IAS reporting, ensure W1/W2 reconciliations happen every pay cycle and month end.
What’s included in a monthly payroll service
- Pay calendar design and award/EBA mapping
- Employee onboarding/offboarding and super choice management
- Timesheet import and approvals workflow
- Earnings, allowances, overtime, leave accruals and loading
- Salary sacrifice, pre‑tax/post‑tax deductions and reportable benefits setup
- STP Phase 2 categorisation, reviews and lodgements
- Super calculations and clearing house processing
- Monthly payroll reconciliations (Wages, PAYG W, Super, Leave, Clearing accounts)
- Payroll tax and workers’ compensation support (where applicable)
- End‑of‑year STP finalisation and compliance checks
Key dates and cut‑offs for monthly payroll
Payday and STP
Lodge STP on or before payday. Allow time for pre‑pay reviews and authorisations.
Payslips
Issue payslips within one working day of paying employees.
Superannuation
Pay at least quarterly by the 28th day after quarter end; many choose monthly. Allow 1–5 business days for clearing house processing.
BAS/IAS
Reconcile W1/W2 monthly or quarterly depending on your registration. Ensure payroll matches reported figures.
Software fit for monthly payroll
Most businesses use Xero, MYOB or QuickBooks Online with STP Phase 2 enabled. The “best” software is the one that matches your awards, allowances, timesheets and integrations (rostering, T&A, HRIS). Ask providers how they:
- Map pay items to STP2 categories and test before go‑live
- Automate super via a compliant clearing house
- Handle complex allowances, shift loadings and accruals
- Manage approvals and cut‑offs for a monthly cycle
- Reconcile payroll to the general ledger and BAS/IAS
If you are also changing bookkeeping workflows, see the Bookkeeping Services hub for adjacent process improvements.
What to compare before you commit
Scope
Confirm the scope covers calendar setup, award interpretation, STP2, super processing, reconciliations, payroll tax (if relevant), and EOFY finalisation.
Software depth
Choose a provider confident with your platform and integrations, not just familiar with the brand names.
Turnaround and communication
Ask for clear cut‑offs, escalation paths during peak periods, and how urgent changes are handled on a monthly cycle.
Commercial fit
Compare base fees, per‑employee pricing, meeting cadence, and whether you want compliance only or broader advisory.
Pricing and engagement models
Monthly payroll is commonly billed as a fixed base fee plus a per‑employee amount per pay run. Complexity (awards, multiple entities, payroll tax, allowances, salary packaging) can add to price. Ask for:
- A written scope matched to your headcount and awards
- Included vs optional services (e.g., super payments, payroll tax, EOFY)
- Response times and fees for off‑cycle or urgent runs
- Implementation fees for software setup or clean‑up
Switching to a monthly pay cycle
Moving from weekly or fortnightly to monthly can improve cash flow visibility, but must comply with awards and contracts. A smooth switch includes:
- Checking the award/EBA or employment agreements allow monthly pay
- Consulting staff and giving reasonable notice of the change
- Updating pay calendars, leave accrual rules and STP mappings
- Communicating new cut‑offs for timesheets and approvals
- Running a parallel test to validate results before go‑live
If you also need broader payroll help across industries, visit the Payroll Services hub or go straight to Find Payroll Services.
Best next steps
Write down the outcome you want: a clean monthly process, fewer errors, on‑time STP, super paid monthly, or clearer reporting for BAS/IAS. Shortlist providers against that outcome, not just a job title. The right fit will show you a sample workflow, confirm deadlines, and explain how issues are escalated.
Still exploring? Start at the Payroll Services hub, check Comparison pages, or browse the Help Centre. When you are ready, use the form below.
Frequently asked questions
What does a monthly payroll service include?
It typically covers calendar setup, award/EBA mapping, timesheets, earnings and deductions, STP Phase 2 lodgements, super, payslips, reconciliations, payroll tax support and EOFY STP finalisation.
Is monthly payroll allowed under my award?
Often yes, but some modern awards or EBAs require weekly or fortnightly pay. Check the specific industrial instrument or get advice before changing frequency.
When are super and STP due on a monthly cycle?
STP is due on or before payday. Super is due at least quarterly by the 28th day after quarter end (many employers pay monthly to avoid spikes). Allow for clearing house processing times.
Do I need payroll tax with monthly payroll?
If your grouped Australian wages exceed your state or territory threshold, you may need to register and lodge payroll tax monthly. Thresholds and rates vary by jurisdiction.
How much does monthly payroll cost?
Expect a base fee plus a per‑employee amount, with adjustments for complexity (awards, multiple entities, salary packaging). Request a scope‑based quote.
Which software works best?
Xero, MYOB and QuickBooks Online are common choices. Ensure STP2 is configured correctly and that the system supports your awards, timesheets, super and reporting needs.
What should I read next?
Visit the Payroll Services hub, explore industry pages like Construction or Hospitality, or use the form below to get tailored help.