Harvard-Educated KeyPay Experts | FT Fast 500

Streamline Your Payroll Processing KeyPay

Connect KeyPay with accounting and time tracking systems. Automate payroll workflows with proper Australian compliance and award interpretation.

Auto

Pay runs

STP

Compliant

Award

Interpretation

Super

Automation

Automate Your KeyPay Integration View Integration Options

Why Integrate KeyPay with Your Business Systems?

Automated Pay Runs

Timesheets flow to payroll automatically with award interpretation applied.

STP Compliance

Single Touch Payroll reporting handled automatically.

Accounting Sync

Payroll journals post automatically to your accounting system.

120+ Awards Built-In

Over 120 Modern Awards pre-built with complex rate calculations, penalties, and allowances handled automatically.

Systems We Connect with KeyPay

Xero

MYOB

Deputy

Tanda

Employment Hero

Plus 100+ more systems - if you use it, we can integrate it with KeyPay

How KeyPay Integration Works

Connect Your Systems

We securely connect KeyPay with your other business applications using official APIs and best practices.

Map Your Data

Configure how data flows between systems - which fields map where, what triggers sync, and business rules.

Automate Forever

Once configured, data flows automatically 24/7. Monitor with dashboards and alerts for complete peace of mind.

Data Flow Architecture

Here's how data flows between KeyPay and your connected systems:

┌─────────────────┐     ┌──────────────────┐     ┌─────────────────┐
│  Time/Rostering │     │   Integration    │     │     KeyPay      │
│    (Deputy)     │────▶│     Engine       │────▶│    Payroll      │
└─────────────────┘     └──────────────────┘     └─────────────────┘
        │                        │                        │
        │                        ▼                        │
        │               ┌──────────────────┐              │
        │               │  Timesheet Map   │              │
        │               │  • Pay category  │              │
        │               │  • Cost center   │              │
        │               │  • Leave types   │              │
        │               └──────────────────┘              │
        │                        │                        │
        ▼                        ▼                        ▼
   ┌─────────┐            ┌─────────────┐          ┌──────────┐
   │Approved │            │  Pay Run    │          │  Xero    │
   │  Time   │            │ Processing  │          │ Journals │
   └─────────┘            └─────────────┘          └──────────┘

Example: Deputy Timesheets → KeyPay Pay Run → Xero Journal
════════════════════════════════════════════════════════════════
1. Approved timesheets exported from Deputy/integration
2. Timesheets mapped to KeyPay format:
   - Employee ID matching (PayrollId field)
   - Hours by pay category (Base, Overtime, Penalties)
   - Location/cost center mapping
3. POST to KeyPay /api/v2/business/{id}/timesheet
4. Pay run created with imported timesheets
5. KeyPay applies award rules and calculates:
   - Gross pay with penalties and allowances
   - PAYG withholding per tax tables
   - Super guarantee (11.5% of OTE)
   - Deductions (salary sacrifice, HECS)
6. Pay run finalised, STP reported to ATO
7. KeyPay pushes journal entry to Xero:
   Dr: Wages Expense, Super Expense
   Cr: Wages Payable, Super Payable, PAYG Payable

Common Field Mappings

Source Field	Target Field	Notes
timesheet.employee_id	timesheet.employeeId	KeyPay employee ID
timesheet.date	timesheet.date	Pay date (YYYY-MM-DD)
timesheet.hours	timesheet.units	Hours worked
timesheet.pay_category	timesheet.payCategoryId	Base, OT1.5, OT2.0, etc.
timesheet.location	timesheet.locationId	For cost center allocation
leave.type	leave.leaveCategoryId	Annual, Personal, Long Service
leave.hours	leave.units	Leave hours taken
allowance.type	earnings.payCategoryId	Meal, Travel, Uniform allowances

Example API Response

Sample data structure when syncing from KeyPay:

// KeyPay Timesheet Import (POST /api/v2/business/{id}/timesheet)
{
  "employeeId": 12345,
  "date": "2024-11-15",
  "units": 8.0,
  "payCategoryId": 1,
  "locationId": 101,
  "comments": "Regular shift",
  "externalId": "DEP-TS-98765"
}

// KeyPay Pay Run Summary (GET /api/v2/business/{id}/payrun/{payrunId})
{
  "id": 54321,
  "payPeriodStarting": "2024-11-11",
  "payPeriodEnding": "2024-11-24",
  "datePaid": "2024-11-28",
  "status": "Finalised",
  "totalGross": 125000.00,
  "totalNetPay": 98500.00,
  "totalTax": 24500.00,
  "totalSuper": 14375.00,
  "employeeCount": 45
}

// KeyPay Employee Earnings Detail
{
  "employeeId": 12345,
  "employeeName": "Jane Smith",
  "gross": 2800.00,
  "payg": 580.00,
  "super": 322.00,
  "netPay": 2220.00,
  "earnings": [
    { "payCategoryName": "Base Hourly", "units": 32, "rate": 32.50, "amount": 1040.00 },
    { "payCategoryName": "Saturday 150%", "units": 8, "rate": 48.75, "amount": 390.00 },
    { "payCategoryName": "Public Holiday 250%", "units": 8, "rate": 81.25, "amount": 650.00 }
  ],
  "deductions": [
    { "name": "Salary Sacrifice", "amount": 200.00 }
  ]
}

AI & Custom Integration Examples

Beyond system-to-system connections, we build custom AI solutions and interfaces powered by KeyPay data.

Payroll Verification Assistant

Before finalising pay runs, AI reviews calculations for anomalies: unusual hours, unexpected gross amounts, missing employees, or significant variances from previous periods. "Jane Smith's pay is 40% higher than usual - 16 hours of overtime recorded. Please verify." Reduces payroll errors.

Award Compliance Checker

AI monitors pay against award minimums and conditions. Flags potential underpayment situations before they become issues. "3 employees on Hospitality Award worked public holiday but no penalty rate was applied." Proactive compliance protects your business.

Leave Forecasting Dashboard

AI analyses KeyPay leave balances and historical patterns to predict leave liability and staffing gaps. "Annual leave liability is $450,000. Based on booking patterns, expect 60% of staff to request leave in December-January." Enables workforce planning.

Super Reconciliation Bot

AI reconciles super contributions between KeyPay, clearing house payments, and employee fund statements. Identifies discrepancies, missed payments, or employees with incorrect fund details. Ensures super compliance and catches issues early.

Payroll Cost Forecasting

AI predicts upcoming payroll costs based on rosters, known leave, and historical patterns. Incorporates award changes, super rate increases, and seasonal variations. "Next quarter payroll projected at $1.2M, up 8% due to new super rate and Christmas penalties."

Employee Self-Service Bot

Employees query their pay information via chat: "What's my leave balance?" "When was my last super payment?" "Why was my pay different this week?" AI retrieves data from KeyPay and explains in plain language, reducing HR queries.