How weekly payroll usually works
Strong weekly payroll starts with a short health check, then locks in a tight weekly cadence with clear cut-offs and approvals.
- Discovery and health check: confirm business structure, awards/agreements, pay categories, leave settings, super rate, STP status, ABA/banking, and reporting deadlines.
- Setup or cleanup: map awards and classifications, add pay items and allowances, align leave accrual rules and public holidays, connect timesheets/rostering, and migrate YTD balances if changing systems.
- Weekly pay run: collect approved hours by cut-off, validate overtime and penalty rates, review deductions and allowances, generate ABA and payslips, post journals, and lodge STP.
- Monthly/quarterly: pay super via clearing house, reconcile payroll to general ledger, review payroll tax exposure by state, and update workers compensation estimates.
- Year-end: perform payroll reconciliation, fix variances, and lodge STP finalisation on time.
If you are onboarding several staff, combine weekly payroll with structured onboarding to avoid setup errors. See Payroll for New Employees for the checklist.
Australian context to keep in view
- STP Phase 2: report gross, disaggregated earnings, PAYG and relevant components through an STP-enabled solution each pay event.
- Super guarantee: the current SG rate is 12% (check Fair Work/ATO for any updates). Pay super at least quarterly by the due dates to avoid the Superannuation Guarantee Charge.
- Awards and NES: correct classifications, overtime, penalty rates, allowances, and leave entitlements must be applied for your industry and employment type.
- Payslips: must be issued within one working day of payment and show required details.
- Payroll tax: thresholds and rates differ by state/territory; weekly payroll can trigger earlier monitoring of monthly lodgements.
- Registrations: PAYG withholding registration is needed before withholding from employees, directors and some contractors without ABNs.
- Timesheets and rostering: use tools that handle award interpretation if you operate in sectors like hospitality, retail or construction.
What to compare before you commit
Scope
Confirm award mapping, new starter onboarding, pay-run processing, STP lodgement, super payments, payroll tax support, corrections/back pay, terminations, and EOFY finalisation are included.
Software fit
Ask how the provider handles timesheets and award interpretation in your stack (e.g. Xero/MYOB/QBO plus Employment Hero/Deputy/Tanda). Get them to show the weekly workflow, not just name tools.
Turnaround and communication
Get weekly cut-off times, who approves hours, escalation paths for exceptions, and how public holidays are handled. Make sure there is a backup operator.
Commercial fit
Understand base-per-run and per-employee fees, onboarding/setup costs, and rates for off-cycle runs or historical cleanup. Decide if you want compliance-only or advisory support too.
Best next steps
Write down the weekly outcome you want: fast approvals, fewer corrections, on-time STP and super, clear reports to managers, or award certainty. Then shortlist providers who can show how they will achieve that every week.
- Map your current workflow: who tracks hours, who approves, and when.
- List awards/agreements and common exceptions (split shifts, travel, allowances, loadings, terminations).
- Choose software that reduces manual handling in your industry.
- Review relevant hubs: the Payroll Services hub and broader Accounting Services if payroll links to BAS, tax or reporting.
If your search started as a question, try the help centre. If you need hands-on help now, use the form below.
Frequently asked questions
What does weekly payroll usually involve?
Weekly payroll combines clean timesheets, award interpretation, pay calculations, payslips, ABA files, STP Phase 2, super accruals and periodic super payments. It also includes reconciliations and year-end STP finalisation.
Is weekly or fortnightly better?
Weekly suits shift-heavy teams and casuals because cash flow and error correction cycles are faster. Fortnightly can suit stable salaried teams. Choose based on awards, workforce mix, and approval capacity—not just habit.
How much does weekly payroll cost to outsource?
Most quotes include a base fee per run plus a per-employee fee, with separate pricing for setup, award mapping, off-cycle runs, corrections and STP finalisation. Complexity, headcount and software drive the price.
What do I need for my first weekly pay run?
Employee details and TFNs, super choice forms, classifications and pay rates, bank and ABA details, approved timesheets, leave balances, prior YTD figures and your weekly cut-off/pay dates.
Which software is best for weekly payroll?
Xero, MYOB and QuickBooks Online all handle weekly runs and STP. For award-heavy rosters, pair payroll with platforms such as Employment Hero (KeyPay), Deputy or Tanda to reduce manual calculations.
When should I get help?
Get help if pay runs are slipping, STP errors persist, super is overdue, awards are unclear, you are changing systems, opening a new site, or scaling headcount quickly.