Workforce and BrightPay is run through a flat-file integration, where a file will be exported out of Workforce with your timesheets. This article will take you through any requirements in BrightPay and Workforce for integration, how to bulk import your staff into Workforce the first time and then options for new staff going forward. It will also take you through exporting your Timesheets from Workforce.
For any specific BrightPay questions it might be best to speak with BrightPay Support first. Otherwise, you can always ask our Support Team.
Integration
Add BrightPay to your Workforce account by going to Settings > Integrations > Payroll Integrations:
In the top right corner, click on + New Payroll Integration:
Select BrightPay from the list and then click See Details then Connect to BrightPay:
Payroll Configuration
BrightPay has its own Award Interpreter, so in the Export we're just sending Employee ID, Times, Leave and Allowances.
You can still add a Managed Award Template to your account in Workforce for costing, however just the hours will export to BrightPay.
All staff must have a Payroll ID in Workforce which relates to the Works Number in BrightPay. The Works Number from BrightPay should be entered in Workforce on the Pay Conditions and Regular hours tab:
Leave Type name To make it easier to recognise the leave you are paying in BrightPay make sure that the Leave type name in Workforce and Hourly rate in BrightPay match for easier upload experience. For leave types such as Annual Leave, we export the amount of hours someone is on any leave type. This doesn't connect to BrightPay leave. When uploading to BrightPay you would usually send these in as normal hours.
Departments in BrightPay are Teams in Workforce and export as a cost tracking code with the Timesheet. You must therefore set the BrightPay Department number within the Team setup in Workforce. Go to Workforce > Teams > click on a Team to edit and then click on Show advanced options and add the BrightPay Department number to the Payroll cost tracking code and click Update to save:
Exporting from Workforce
Once you've approved all your Timesheets and you're ready to export, go to Timesheets > Weekly/Fortnightly (check you're on the correct pay period) > click the Preview & Export button:
You'll then go through to the Timesheet Export Preview page. If there are any errors in your Timesheets, this will be flagged so you can fix before exporting.
When you are ready to export click Export to Payroll Software again within the Preview page: