Everything you need to execute the Admin & Ops role at Stand Up Recruitment — from weekly payroll to AUS candidate coordination. Watch the videos, follow the steps.
Everything you need to know before diving in: what this role covers, who you work with, your key tools, and how the weekly and monthly routines are structured.
The Admin and Operations role at Stand Up Recruitment is a broad, hands-on position sitting directly alongside the founder (Les Wikiriwhi). It is the operational backbone of the business, handling everything from payroll and invoicing to candidate relocation logistics and systems management.
This playbook documents every key process in detail. It is designed so that anyone stepping into this role — whether as a replacement, backup, or new team member — can execute all tasks independently by following the procedures in this playbook and watching the corresponding videos.
| Tool | Used For |
|---|---|
| Xero | Invoicing, payroll, reconciliations, financial reports |
| ASB FastNet Business | Bank payments, payrun uploads, transfers |
| Airtable | AUS placement tracking, police checks, candidate pipeline |
| JobAdder | Recruitment CRM and candidate management |
| BrightHR / BrightSafe | NZ employee HR records, H&S compliance |
| SharePoint | Document storage and file management |
| Outlook | All business email communication |
| Day | Key Tasks |
|---|---|
| Monday | Check Xero reconciliations from Friday/weekend. Review any candidate updates from AUS team. Respond to any outstanding emails. |
| Tuesday | Collect and verify timesheets from all NZ employees (via email or text). Enter hours into the main NZ employee spreadsheet. Save timesheets as PDFs. |
| Wednesday | Approve and send NZ client invoices in Xero (auto-drafted by automation overnight). Attach timesheets. Verify hours and charge rates. |
| Thursday | Payrun day: Approve internal timesheets. Apply leaves. Process weekly payrun. Check loans document. Post and file. Email payslips. Upload payment file to ASB. |
| Friday | Reconcile payrun transactions in Xero. Follow up any outstanding invoices. Complete any pending admin tasks before EOW. |
| When | Task | Section |
|---|---|---|
| 1st of month | Send client activity statements (Xero) | 2.2.7 |
| Daily | Review and reconcile all Xero accounts | 2.2.3 |
| Weekly | Profit First allocation (transfer to P1 accounts) | 2.2.14 |
| Fortnightly | DED payment | 2.1 |
| Monthly | Review subscriptions — confirm still active and correct | 2.2.4 |
| Every 2 months | GST payment | 2.2 general |
| Annual | Business insurance renewal, accreditation renewal, Safe 365 renewal | 3.4.1–3.4.5 |
Every Tuesday, collect timesheets from all NZ outsourced employees, verify hours, and update the main NZ employee spreadsheet. This drives Wednesday invoicing and Thursday payrun.
Timesheet reconciliation happens every Tuesday. All NZ outsourced employees submit their timesheets to timesheets@standuprecruitment.co.nz. You collect, verify, and record each employee hours in the main NZ employee spreadsheet. This data drives two downstream processes:
Recorded: May 27, 2026 · Duration: approx. 10 min
File: 2.1.1 Timesheet reconciliation.mp4
It's Tuesday morning. Process this week's timesheets for all NZ outsourced employees.
Tick each item once you have completed it:
Every Wednesday morning, verify and approve the auto-drafted NZ client invoices in Xero — attach timesheets, confirm hours and charge rates, and send.
By Wednesday ~8:00 AM, the automation drafts all NZ client invoices in Xero based on the previous week's timesheets and charge rates. Your job is to verify, attach timesheets, and approve/send every invoice. This is Step 3 of the NZ weekly cycle.
Recorded: May 27, 2026 · Duration: 12 min 52 sec
File: 2.1.2 NZ Invoicing.mp4
It's Wednesday morning. Xero has auto-drafted client invoices overnight. Verify, attach timesheets, and send.
Tick each item once you have completed it:
The full Thursday payrun: approve internal timesheets, process leave requests, verify all employee hours, deduct loans, post and file, then upload to ASB for bank payment.
Click any sub-module for detailed steps, video, quiz, and dummy test:
Use two screens when processing the payrun:
C:\Users\accou\OneDrive - STAND UP RECRUITMENT LIMITED\Documents - Stand Up Recruitment HQ\ACCOUNTS & ADMIN\For New Zealand\Payrun). Deduct any outstanding loan amounts for the week. (See Loans & Deductions tab.)When an employee takes a leave day (sick leave, annual leave), follow these steps:
This process ensures the leave payment flows from the Employee Entitlement account (not the Ops account) to maintain correct accounting.
The Employee Loans and Fines document tracks any outstanding loans (cash advances, training sponsorships, court fines, child support). This must be checked before posting every payrun.
C:\Users\accou\OneDrive - STAND UP RECRUITMENT LIMITED\Documents - Stand Up Recruitment HQ\ACCOUNTS & ADMIN\For New Zealand\Payrun).When an employee's placement ends or they are terminated, their last payrun requires a final pay setup in Xero.
Recorded: May 27, 2026 · Duration: 21 min 5 sec — covers sections 2.1.3, 2.1.3.1, 2.1.3.2, and 2.1.3.8
File: 2.1.3%2C 2.1.3.1%2C 2.1.3.2%2C 2.1.3.8. Payrun%2C Leaves%2C Timesheet Approval%2C Final Pay%2C Employee Entitlment%2C Loan Deductions.mp4
For ad-hoc pay run requests — additional pays, annual leave payouts, or emergency payments outside the regular weekly cycle.
An unscheduled pay run is used when a payment needs to be made outside the regular Thursday payrun cycle. Situations include:
Two-part walkthrough — watch both videos for the full process.
File: 2.1.4.1 Unscheduled payrun - Video 1.mp4
File: 2.1.4.2 Unscheduled payrun - Video 2.mp4
When an internal employee pays for a work-related cost from their own pocket, reimburse them through the payrun. Always get the invoice or receipt first.
A reimbursement is needed when an internal (or outsourced) employee has paid for something work-related from their own personal bank account. Common reasons:
| Type | Use For |
|---|---|
| Gas Allowance | Fuel and travel allowances for employees commuting far distances for work |
| Staff Reimbursement | PPE, subscriptions, or any authorised work expense paid from personal funds |
Recorded: July 15, 2026 · Duration: 3 min 37 sec
File: 2.1.3.3 Staff reimbursements.mp4
An employee has submitted a fuel receipt for $55.00 as a reimbursement request. Process it through payroll.
Tick each item once you have completed it:
Commissions are split 50/50: first $400 when the candidate starts and client pays Invoice 1, second $400 when the candidate completes 28 days and client pays Invoice 2. Track in the commission database and update Airtable.
The current recruiter commission is $800 per successful placement (this can change based on tier/level — check the commission letter in the recruiter's personal file).
| Payment | Amount | Trigger Conditions |
|---|---|---|
| 1st Instalment (50%) | $400 | Candidate has started with the client AND client has paid Invoice 1 to Stand Up |
| 2nd Instalment (50%) | $400 | Candidate has completed 28 days (4 weeks) AND client has paid Invoice 2 to Stand Up |
The replacement guarantee period is 3 months (12 weeks) (check the client TOB as this can vary per client).
If a placed candidate resigns or is terminated within the guarantee period:
The commission database also has a separate section for marketer commissions (e.g. Marker). These follow a different structure — refer to Section 2.1.3.7 and the marketer's letter of variation for details.
Recorded: July 15, 2026 · Duration: 12 min 13 sec
File: 2.1.3.4 Recruiter commissions.mp4
Ian successfully placed a candidate this week. Calculate and add his commission to the payrun.
Tick each item once you have completed it:
Unpaid (volunteer) interns receive a daily transport and food allowance. This is processed as a direct ASB bank transfer each week — NOT through the Xero payrun.
Volunteer interns are not on the payroll and do not receive wages. Instead, they receive a daily allowance for transport and food for each day they attend. The daily rate is set in the Intern Gas Elements spreadsheet.
Recorded: July 15, 2026 · Duration: 4 min 50 sec
File: 2.1.3.5 Unpaid Intern Allowance.mp4
The intern worked 5 full days this week and is entitled to their weekly allowance. Add it to the payrun.
Tick each item once you have completed it:
Public holidays require careful attention. Rules differ by employee type (internal vs outsourced, permanent vs casual), and you must also invoice clients time-and-a-half when their employees work on a public holiday.
| Employee Type | Did Not Work | Worked on the Day |
|---|---|---|
| Internal employee (permanent) | Pay 8.5 hrs — rate auto-calculates | Pay time and a half for hours worked + entitled to a paid Day in Lieu |
| Outsourced employee (permanent) | Pay 8 hrs — rate auto-calculates | Pay time and a half for hours worked + entitled to a paid Day in Lieu |
| Casual employee | Pay only if the holiday falls on their normal working day. If they don't normally work that day: no pay. | Pay time and a half + Day in Lieu (same rules as permanent) |
To calculate time-and-a-half rate: Charge rate × 1.5
Example: Manzur's charge rate = $38.50 × 1.5 = $57.75 per hour
Employee did NOT work (permanent):
Employee WORKED on the public holiday:
Casual employee check:
When raising the weekly Xero invoice for the client:
Recorded: July 15, 2026 · Duration: 11 min 30 sec
File: 2.1.3.6 Public holiday pays and day in Lieus.mp4
Auckland Anniversary Day falls this week. One employee worked the holiday; two did not. Process all three correctly.
Tick each item once you have completed it:
How to process and track marketing commission payments. As of July 2026, this applies to Brinda ($150 per placement). The commission is also handled through automation, but manual tracking is required to ensure accuracy and timely payment.
A one-time payment made to marketers (currently Brinda) for each candidate they have contributed to placing. As of July 2026, the commission is $150 per placement.
Both conditions must be met before you can process the payment.
SharePoint → Internal Stand Up Recruitment Employees → Pay Run → Marketing Recruitment Commission and Birthday Leave Dashboard
This is the master document for tracking commissions for both marketing and recruitment team members. Keep it updated for every new placement and payment.
Recorded: July 30, 2026 · Duration: 6 min 39 sec
Open the Marketing Recruitment Commission and Birthday Leave Dashboard in SharePoint. When a new placement happens, add the relevant details: candidate name, placement details, and any other required fields from the document.
Once the client has paid their first invoice to Stand Up:
Once the pay run is processed, return to the commission tracker and update the commission payment status to "Paid", along with the week ending date of the pay run. This gives a clear audit trail of all commissions paid.
When Stand Up has sponsored training costs or made cash advances to employees, weekly loan repayments are deducted from the payrun. Check the Employee Loans and Fines document every single week before posting.
Always get written consent from the employee (email) before starting any loan deduction. Keep the email trail for your records.
| Field | What It Shows |
|---|---|
| Reason for loan | e.g. Training sponsorship, cash advance |
| Total amount due | Original loan amount |
| Payment frequency | Weekly deduction amount (e.g. $50/week) |
| Payment start date | When deductions began |
| Weekly tick marks | Track which weeks the deduction was made |
| Total amount remaining | Reduces each week as deductions are made |
Recorded: July 15, 2026 · Duration: 4 min 28 sec
File: 2.1.3.9 Deduct employee loans from payrun.mp4
An employee has an active loan. Process this week's deduction in the payrun and update the balance.
Tick each item once you have completed it:
How to apply garden leave for an employee.
This section covers: How to apply garden leave for an employee.
Full step-by-step instructions will be added once the video is recorded and reviewed.
How to process year-end holiday pay.
This section covers: How to process year-end holiday pay.
Full step-by-step instructions will be added once the video is recorded and reviewed.
How to process child support deduction notices from IRD and voluntary court fine deductions from the Ministry of Justice. Both require setting up deductions in payroll — but court fines also require a separate ASB automatic payment.
myIR user ID and password are stored in the password sheet. When logging in, always select the Stand Up Recruitment account (not the IRD account for Les).
Recorded: July 29, 2026 · Two-part series
Note: You can also check the GST, income tax, and dividend withholding tax sections if you have received any alerts for those — but the accountant will usually guide you on those.
Before making any deductions, email the affected employee to inform them. Give them at least one week of notice before the deduction begins. Example:
Save the deduction notice document under the employee's profile — either in JobAdder or in the separate personal file maintained for internal employees and labour staff.
If IRD sends a notice to cancel or hold the deduction:
You will receive either an email or a physical letter from the Ministry of Justice. Read it carefully and note:
Go to the Employee Loans and Fines document and copy the template from a previous employee. Create a new tracker for this employee including:
Send an email to the employee informing them that we have received a notice from the Ministry of Justice for a voluntary deduction of the specified amount, and obtain their acknowledgement/consent before proceeding.
Court fines cannot be set up in Xero. The payment to the Ministry of Justice must be configured as an automatic payment in ASB:
You also need to deduct the matching amount from the employee's pay. Two options:
Every week, send an updated Labour Hire Working Hour Register to Dempsey Wood (Sandy). Complete your timesheets first, then fill in the spreadsheet and email it by Monday (due Tuesday).
Dempsey Wood requires Stand Up to submit a weekly Labour Hire Working Hour Register showing all employees placed with them, their hours, project numbers, and costs. This is a contractual requirement from the client.
Due: Tuesday each week (Nihanga sends Monday to stay ahead).
Send to: Sandy Tawika at Dempsey Wood.
| Data Field | Where to Find It |
|---|---|
| Employee name, job title, start date | Main NZ employee database (spreadsheet) |
| Charge rate | Main NZ employee database |
| Weekly hours | NZ employee database (same as payrun) |
| Project/site number | Employee timesheet or email supervisor |
| Labour costs | Auto-calculated by the spreadsheet formula |
Recorded: July 15, 2026 · Duration: 4 min 43 sec
File: 2.1.9 Weekly Dempsey Wood Labour Hire Register.mp4
Dempsey Wood has emailed their weekly Labour Hire Register. Reconcile it against your employee timesheets.
Tick each item once you have completed it:
How to correctly record training fee and loan repayment deductions from payrun in Xero using the right accounts and manual journals.
When a payroll deduction for a training fee or loan repayment is processed in Xero Payroll, Xero defaults to posting it against a liability account (814 Wages Payable or 816 Wages Deductions Payable) instead of the correct expense or loan account.
If left unfixed, this overstates the training expense and the GST claimed on it, and understates the loan recovered — while leaving a meaningless balance in the liability account.
| Code | Account | Type | Use |
|---|---|---|---|
| 482 | Staff Training | Direct Cost — 15% GST | ✓ Correct destination for training fee recoveries |
| 900 | Loan | Term Liability — No GST | ✓ Correct destination for loan repayments |
| 814 | Wages Payable - Payroll | Current Liability | ✗ Incorrect default — must be reclassified |
| 816 | Wages Deductions Payable | Current Liability | ✗ Incorrect default — must be reclassified |
Determine whether this is a training fee (e.g. Site Safe, Be-Safe) or a loan repayment.
Xero will automatically split the credit line: Net = total ÷ 1.15 | GST = total − net
No GST split — loan repayments are a straight dollar-for-dollar transfer.
| Date | Description | Journal |
|---|---|---|
| 18 May 2026 | Training — Expedito & Guy Baxter, $250 | Dr 814 $250 / Cr 482 $217.39 net + $32.61 GST |
| 22 Jul 2026 | Training — Samuel & Mansoor, $200 | Dr 814 $200 / Cr 482 $173.91 net + $26.09 GST |
| 31 Mar 2026 | Loan — Gregorio Bolo, $200 | Dr 814 $200 / Cr 900 Loan $200 — No GST |
If a journal is posted in error: open it in Xero → Journal Options → Void, or post an equal and opposite reversing journal. Reference the original journal number in the narration.
| Symptom | Likely Cause | Fix |
|---|---|---|
| Wages Payable carries a balance with nothing to reconcile it to | Deduction pay item still mapped to a liability account | Fix pay item mapping (Step 2) + post reclassification journal (Step 3) |
| Training expense or GST looks overstated | Reimbursement never netted off the training invoice cost | Post Template A journal |
| Loan balance not reducing despite deductions being taken | Loan deduction posted to Wages Payable instead of the Loan account | Post Template B journal |
Recorded: July 22, 2026 · Duration: 9 min 48 sec
File: 2.1.10 How to create manual journal for employee deductions in payrun.mp4
When a NZ client pays an invoice, match the bank receipt to the Xero invoice and reconcile. Covers both single-invoice and bulk (multiple-invoice) payments.
When a client pays several invoices in one bank transfer, you will usually receive a remittance advice from them listing which invoices are included.
Video 1 — Single payment reconciliation (May 29, 2026 · 4 min 3 sec)
File: 2.2.1 Invoice payment reconciliation for NZ.mp4
Video 2 — Bulk payment reconciliation (June 2, 2026 · 4 min 10 sec)
File: 2.2.1 Invoice payment reconciliation for NZ - Bulk Payments.mp4
It's Monday. Reconcile all bank transactions from the weekend in Xero.
Tick each item once you have completed it:
Reconciling Australian client payments requires a different process in Xero — always untick "Show NZ dollar items only" and match by invoice number.
Recorded: May 28, 2026 · Duration: 2 min 22 sec
File: 2.2.2 Invoice payment reconciliation for AUS.mp4
You have a supplier invoice for $1,200 (incl. GST) to pay via ASB FastNet Business.
Tick each item once you have completed it:
Reconcile all outgoing payments in Xero — expenses, bank fees, payroll transfers, subscriptions, and travel costs. Three fields for every transaction: Who, What, Why.
Every reconciliation transaction in Xero requires three fields:
Every bank transaction you reconcile needs three things: Contact (Who), Account Code (What), GST (Why/Tax). Use this table to find the right code. Codes marked LIVE are confirmed from actual SUR transactions.
| Code | Account Name | GST | Used For / Examples |
|---|---|---|---|
| 200 | Sales LIVE | 15% GST | NZD client labour hire invoices — Auckland Council NPP, HEB Construction, March Cato, RCK Auckland, Dempsey Wood |
| 201 | Sales - International LIVE | Zero-rated | AUD client invoices (Australian placements) — RH Roof & Clad, Concrete Genie, Sentinel, MJD Roofing. No GST. |
| 204 | Sales - Relocation Fees | 15% GST | Candidate relocation fees charged to clients or candidates (NZD → AUS relocation program) |
| 210 | Professional Fee | 15% GST | One-off professional/consulting fees invoiced to clients |
| 260 | Other Revenue | 15% GST | Any income not from normal business activity and not recurring |
| 270 | Interest Income | No GST | Bank interest received (ASB accounts) |
| Code | Account Name | GST | Used For / Examples |
|---|---|---|---|
| 315 | Protective Clothing | 15% GST | PPE, hi-vis, boots for labour hire employees on site |
| 399 | ACC Expenses | 15% GST | ACC levies for labour hire employees |
| 477 | Salaries - Labour Hire Staff LIVE | No GST | Weekly wages paid to NZ outsourced/labour hire employees. Thursday weekly payrun. |
| 478 | KiwiSaver Employer Contributions LIVE | No GST | 3% employer KiwiSaver contribution — paid to IRD alongside PAYE |
| 480 | Staff Expenses LIVE | 15% GST | Employee expense reimbursements — fuel, meals, work-related purchases. Weekly payrun, leaves, salary. |
| 482 | Staff Training | 15% GST | Training costs for employees — courses, certifications. Also used for sponsored training loans. |
| 483 | Staff Uniforms | 15% GST | Staff uniforms and branded workwear |
| Code | Account Name | GST | Used For / Examples |
|---|---|---|---|
| 400 | Advertising - Marketing LIVE | 15% GST | Paid ad spend — Facebook Ads, LinkedIn, Google Ads |
| 401 | Advertising - Recruitment | 15% GST | Job board listings — Seek, Trade Me Jobs, Indeed |
| 404 | Bank Fees | No GST | ASB monthly account fees, transaction fees, international transfer fees |
| 411 | Consultancy Fee | 15% GST | Fees paid to external consultants (HR, legal, specialist advice) |
| 412 | Consulting & Accounting | 15% GST | Accountant/bookkeeper fees — Rowen (external accountant), annual accounts, tax prep |
| 413 | Computer Expense | 15% GST | Computer hardware, peripherals, minor tech (under depreciation threshold) |
| 414 | Criminal Check & Verification LIVE | 15% GST | MOJ criminal record checks — $13 per candidate. Supplier: MOJ Criminal Records. |
| 416 | Depreciation | No GST | Monthly depreciation on office equipment, computers, vehicles, website (auto-journal) |
| 420 | Entertainment (50% deductible) | 15% GST | 50% deductible portion of client/staff meals and drinks. Split with code 424 for the other 50%. |
| 424 | Entertainment - Non Deductible | No GST | Non-deductible 50% portion of entertainment (complements code 420) |
| 425 | Freight & Courier | 15% GST | Courier costs for documents, contracts, equipment to candidates/clients |
| 429 | General Expenses | 15% GST | Misc business expenses that don't fit another code. Use sparingly — check with Rowen if unsure. |
| 433 | Insurance | 15% GST | Business insurance premiums — public liability, professional indemnity, employer liability |
| 441 | Legal Expenses | 15% GST | Lawyer fees — employment disputes, contract reviews, compliance |
| 449 | Motor Vehicle Expenses | 15% GST | Company vehicle running costs — fuel, WOF, registration, servicing |
| 452 | Non-Deductible Penalties | No GST | IRD late filing penalties, infringement fines — not tax deductible |
| 453 | Office Expenses LIVE | 15% GST | Day-to-day office supplies — milk, coffee, stationery, small purchases. R&G Hens Haw (office premises-related). |
| 469 | Rent | 15% GST | Office lease/rental payments |
| 485 | Subscriptions | 15% GST | Software/platform subscriptions — Xero, JobAdder, Airtable, Notion, LinkedIn Recruiter, BrightSafe, Canva, etc. |
| 489 | Telephone & Internet | 15% GST | Business mobile plans, internet, phone lines |
| 493 | Travel - National | 15% GST | Domestic NZ travel — flights, accommodation, taxis/Uber within NZ |
| 494 | Travel - International | No GST | International travel (NZ ↔ Australia) — flights, accommodation for AUS business trips |
| 509 | Stripe Fees | No GST | Stripe payment processing fees charged on client card payments |
| Code | Account Name | GST | Used For / Examples |
|---|---|---|---|
| 473 | Salaries - Commissions | No GST | Commission payments to internal SUR recruitment staff |
| 474 | Salaries - Office Staff | No GST | Wages for internal SUR office/admin employees |
| 475 | Salaries - Shareholders (PAYE) | No GST | Les Wikiriwhi PAYE salary (shareholder employee salary processed through payroll) |
| 814 | Wages Payable - Payroll LIVE | No GST | Net wages clearing account — Xero auto-posts here when payrun is processed. Cleared when bank transfer is made. Weekly + unscheduled payruns. |
| 816 | Wages Deductions Payable | No GST | Deductions from employee wages — child support, court fines, loan repayments |
| Code | Account Name | GST | Used For / Examples |
|---|---|---|---|
| 820 | GST | — | GST balance account — Xero manages automatically. Use when reconciling IRD GST payments or refunds from the bank statement. |
| 825 | PAYE Payable LIVE | No GST | PAYE and KiwiSaver employer contributions paid to IRD. Supplier: IRD. |
| 831 | Provisional Tax Paid | No GST | AIM provisional tax payments to IRD |
| 832 | Terminal Tax Paid | No GST | Terminal tax payments to IRD (end of tax year) |
| Code | Account Name | Used For |
|---|---|---|
| 610 | Accounts Receivable | Outstanding client invoices not yet paid — auto-managed by Xero |
| 800 | Accounts Payable | Outstanding supplier bills not yet paid — auto-managed by Xero |
| 850 | Suspense | Unknown/unmatched transactions — use temporarily until identified. Do not leave in suspense long-term. |
| 860 | Rounding | Minor cent rounding adjustments — Xero uses this automatically |
| 628 | Advance - Les Wikiriwhi | Shareholder short-term loan advance — funds introduced by Les |
Part 1 — May 28, 2026 · 7 min 21 sec
File: 2.2.3 General payment reconciliations.mp4
Part 2 — May 29, 2026 · 6 min 41 sec
File: 2.2.3 General payment reconciliations - part 2.mp4
A deposit of $6,900 has appeared in the bank. Reconcile it to the correct client invoice in Xero.
Tick each item once you have completed it:
Monthly review of all active recurring subscriptions to ensure the business only pays for what it needs.
How Stand Up Recruitment chases overdue invoices — automated reminders at Day 3 and Day 7, followed by manual escalation from Day 10. Includes phone scripts, email templates, and the internal escalation path to Les.
This playbook explains how Stand Up Recruitment chases overdue invoices. The first two reminders are now sent automatically by a scheduled workflow; from Day 10 onwards, the SUR accounts team is alerted and takes manual action.
The goal is to collect overdue payments quickly and consistently while maintaining strong client relationships and protecting cash flow. This playbook gives you everything you need: the timeline, the email templates the automation sends out, and the scripts and templates you use yourself once the automation hands off.
The process runs across five checkpoints. The first two (Day 3 and Day 7) are fully automated — you don’t need to do anything. From Day 10 onwards, the automation sends you an internal alert and you take over.
What the automation sends:
FIRST INVOICE
SECOND / THIRD / FOURTH INVOICE
What the automation sends:
FIRST INVOICE
SECOND / THIRD / FOURTH INVOICE
Phone Call Script
Use this as a guide — stay professional but direct.
Post-Call Follow-Up Emails
Send immediately after the call. Use whichever scenario matches.
SCENARIO A — Payment confirmed
SCENARIO B — Payment pending / awaiting approval
SCENARIO C — Cash flow delay or payment plan
Escalation Email Template
What to Include in the Brief
Briefing Template for Nihanga
Used for the first invoice issued to a client (candidate has not yet travelled / commenced on site).
3 DAYS OVERDUE
7 DAYS OVERDUE
Used for subsequent invoices where the candidate is already on site and actively working.
3 DAYS OVERDUE
7 DAYS OVERDUE
Only sent after Les has also been unable to reach the client. Send manually from the accounts inbox.
How to reconcile a part payment from an Australian client in Xero using Find & Match and the Split function.
Use this process when an Australian client sends a payment that covers only part of an invoice — rather than the full amount. You will see the transaction appear in Xero's bank reconciliation queue and need to allocate it to the correct invoice.
Because Australian payments come through international bank transfers, the amount deposited in your bank account may be higher or lower than the invoice amount due to foreign exchange (FX) conversion.
Always use the AUD amount confirmed in the client's remittance advice — not the raw bank amount — when entering the part payment in Xero.
Recorded: July 21, 2026 · Duration: 3 min 23 sec
File: 2.2.6 How to update part payment for invoices.mp4
On the 1st of every month, send a financial activity statement to all active clients showing invoices issued, paid, and outstanding for the previous month.
Send to all active clients on the 1st of each month. Shows invoices issued, paid, and outstanding. Prompts payment of outstanding amounts.
| Contact Type | Send? | Reason |
|---|---|---|
| Active NZ/AUS clients | Yes | Standard monthly communication |
| Individual candidates (relocation invoices) | No | Personal, not a commercial relationship |
| Auckland Council | No | Standing instruction |
| Contacts with credit note balance | Remove | Already settled via credit note |
Recorded: July 1, 2026 · Duration: 3 min 22 sec
File: 2.2.7 Monthly client activity statements.mp4
An invoice sent 10 days ago is still unpaid. Follow the escalation process.
Tick each item once you have completed it:
Step-by-step guide to paying a supplier invoice via ASB FastNet Business same-day clear payments, then sending remittance advice to the vendor.
Before making a payment, confirm: you have the supplier invoice with correct bank details, Les authorisation, sufficient funds in the Ops account, and your ASB net code device.
Recorded: May 25, 2026 · Duration: 6 min 48 sec
File: 2.2.8 How to pay an invoice (one day transfers).mp4
It's Thursday. Process this week's full payrun for all NZ employees.
Tick each item once you have completed it:
How to process a refund or international payment to an Australian client via ASB Internet Banking. This is typically triggered when a candidate is terminated within the guarantee period and the first invoice must be refunded.
The most common scenario is when a candidate is terminated during the replacement guarantee period and Stand Up has agreed to refund the client's first invoice payment. You will be advised by Les or the sales team when a refund is required and for which invoice.
The invoice amount can be found in three places — use whichever is quickest:
Recorded: August 3, 2026 · Duration: 10 min 5 sec
Before making any transfer, email the client's accounts payable team. Include:
Wait for their reply with the bank details before proceeding.
How to raise a credit note against an issued invoice in Xero — never delete or void a sent invoice.
How to delete a draft invoice in Xero, and the critical rule about what to do instead if an invoice has already been raised and sent to a client.
Recorded: July 30, 2026 · Duration: 2 min 54 sec
This method works when you are already inside the draft invoice.
Use this method when you have navigated away from the draft and need to find it again in the list.
Monthly Profit First account transfers and reconciliation.
This section covers: Monthly Profit First account transfers and reconciliation.
Full step-by-step instructions will be documented here once the video recording is completed.
How to update employee personal details, pay rates, bank accounts, and tax information in Xero Payroll.
How to onboard a New Zealand client — file the TOB and set up the contact in Xero with correct GST settings.
Full onboarding process for a new NZ-placed candidate.
This section covers: Full onboarding process for a new NZ-placed candidate.
Full step-by-step instructions will be documented here once the video recording is completed.
Off-boarding process when a placement ends.
This section covers: Off-boarding process when a placement ends.
Full step-by-step instructions will be documented here once the video recording is completed.
Two methods for conducting candidate drug tests: in-house via Ian, or online booking through TDDA.
End-to-end process for claiming Ngā Puna Pūkenga (NPP) funding when placing a benefit candidate into permanent employment.
Processing and managing Flexi Wage government subsidy.
This section covers: Processing and managing Flexi Wage government subsidy.
Full step-by-step instructions will be documented here once the video recording is completed.
All forms required for NZ employee onboarding.
This section covers: All forms required for NZ employee onboarding.
Full step-by-step instructions will be documented here once the video recording is completed.
How to maintain the NZ employee database spreadsheet.
This section covers: How to maintain the NZ employee database spreadsheet.
Full step-by-step instructions will be documented here once the video recording is completed.
Issuing variation letters and internal memos to NZ employees.
This section covers: Issuing variation letters and internal memos to NZ employees.
Full step-by-step instructions will be documented here once the video recording is completed.
How to access Peninsula (formerly EmploySure) — our third-party HR and employment law consultant available 24/7.
Onboarding process for new internal employees.
This section covers: Onboarding process for new internal employees.
Full step-by-step instructions will be documented here once the video recording is completed.
Health and Safety procedures and BrightSafe management.
This section covers: Health and Safety procedures and BrightSafe management.
Full step-by-step instructions will be documented here once the video recording is completed.
Off-boarding process for departing internal employees.
This section covers: Off-boarding process for departing internal employees.
Full step-by-step instructions will be documented here once the video recording is completed.
All documents required for internal employment.
This section covers: All documents required for internal employment.
Full step-by-step instructions will be documented here once the video recording is completed.
Stand Up Recruitment HR policies summary.
This section covers: Stand Up Recruitment HR policies summary.
Full step-by-step instructions will be documented here once the video recording is completed.
Maintaining the internal staff database.
This section covers: Maintaining the internal staff database.
Full step-by-step instructions will be documented here once the video recording is completed.
How to issue letters of variation to internal employees.
This section covers: How to issue letters of variation to internal employees.
Full step-by-step instructions will be documented here once the video recording is completed.
Managing BrightHR records and BrightSafe compliance.
This section covers: Managing BrightHR records and BrightSafe compliance.
Full step-by-step instructions will be documented here once the video recording is completed.
End-to-end process for pay increases: update headcount report, issue letter of variation via Dropbox Sign, and update Xero.
Making changes to employment agreements.
This section covers: Making changes to employment agreements.
Full step-by-step instructions will be documented here once the video recording is completed.
Process police clearance checks for Australian placement candidates via the Ministry of Justice website. An automated workflow handles the rest once you submit.
This is an automated workflow. Your role is to initiate the check, pay for it, and log the request ID.
When MoJ sends the completed report, the automation: changes Airtable status to Complete, attaches the report, and emails the recruiter that the report is ready.
Recorded: May 29, 2026 · Duration: 8 min 14 sec
File: 3.3.1 Criminal check.mp4
A new candidate has accepted their placement offer. Initiate and process their criminal record check.
Tick each item once you have completed it:
Coordinate pre-employment medical assessments for AUS candidates when required by a client.
Medicals are not done for every candidate — only when the client specifically requires it as a pre-employment condition. When a recruiter requests a medical, your role is to coordinate the appointment end-to-end.
The pre-employment medical assessment form in the Templates tab is based on the Adroit Mining requirements. Each client may have different requirements. To adapt it:
Send this after the phone call is confirmed. Attach the Pre-Employment Medical Assessment Form.
Hi [Contact person name],
Morning – great speaking with you!
Please find below the assessment requirements and candidate details for a full pre-employment medical. The required forms are attached. Please note the assessment must include a lab-tested drug and alcohol screen and the full medical signed off by a doctor.
Candidate details:
Name: [Candidate name]
Date of birth: [Candidate DOB]
Email: [Candidate email]
Contact no: [Candidate contact number]
Appointment details:
Date: [Appointment date]
Time: [Appointment time]
Payment details: [Who pays – SUR or the candidate]
Full Pre-Employment Medical Requirement (adjust based on client – below is an example for Adroit Mining):
Thanks,
[Your email signature]
Hi [Candidate Name],
As discussed, please find your pre-employment medical appointment details below.
Appointment Details:
Date: [Appointment date]
Time: [Appointment time]
Location: [Medical centre location]
Medical Centre Contact:
Name: [Contact person name]
Phone: [Contact number]
Payment details: [Who pays and how]
Please arrive 10 minutes early and bring a form of photo ID (driver's licence or passport).
If you have any questions or need to reschedule, please don't hesitate to reach out.
Thanks,
[Your email signature]
If the candidate's city is not listed below, search Google or Claude for "pre-employment medical centre [city]" and ring to confirm they can meet your client's requirements.
| City | Medical Centre | Contact Person | Phone | Address | |
|---|---|---|---|---|---|
| Auckland | Your Health Centre | Esther – Medical Admin Manager | 021 088 36222 | medicals@yourhealthcentre.co.nz | 488 Great South Rd, Papatoetoe, Auckland |
| Palmerston North | The Palms Medical Centre | Rachel Couchman – Medicals Admin | 06 354 7737 | OHT@palmsmedical.co.nz | 445 Ferguson Street, Palmerston North |
This form is based on Adroit Mining requirements. Modify it for each client using Claude or ChatGPT — paste the form plus the new client's requirements and ask it to update accordingly.
| Name of client: | Date of birth: | ||
| Contact number: | |||
| Medical service name: | Date assessed: | ||
| Location: | |||
| Assessment | Results | Evaluation (Pass / Fail / Other) |
|---|---|---|
| Height | ||
| Weight * ≤ 120 kg | ||
| BMI * Surface ≤40 / Underground ≤37 | ||
| Blood Pressure * if >150/90 GP letter required | ||
| Vision | ||
| Medical Notes | ||
| Clinical Assessment | Results Summary | Evaluation (Pass / Fail / Other) |
|---|---|---|
| Urinalysis | ||
| Laboratory drug and alcohol screen | ||
| Screening audiometry | ||
| Spirometry | ||
| Chester step test | ||
| Musculoskeletal check | ||
| Medical Notes | ||
☐ I have evaluated the person above and have found no medical pre-employment concerns.
☐ I have evaluated the person above and have the following medical pre-employment concerns and recommendations:
Assessed by:
Doctor's name: __________________________ Signature: __________________________
Licence number: _________________________ Date: ______________________________
Nurse's name: ___________________________ Signature: __________________________
Licence number: _________________________ Date: ______________________________
Recorded: July 17, 2026 · Duration: 13 min 9 sec
File: 3.3.2 Medical Booking.mp4
A recruiter has emailed requesting a pre-employment medical for a candidate based in Auckland. The client is Adroit Mining and all standard assessments apply. Walk through the full booking process.
Tick each item once completed:
Weekly monitoring of candidate status, start dates, replacement guarantee periods, and invoice tracking for Australian placements.
What happens after a client signs — and what to do when a client requests manual TOB changes.
How candidate placement flows through automation — and what to manually track for every new placement.
The Australian Client Terms of Business (TOB) is the agreement signed by every new AUS client before Stand Up places a candidate with them. Client signing is handled by automation — your role is to understand the three TOB types and update the terms when the sales team requests changes.
A Client TOB (Terms of Business) is the formal agreement between Stand Up Recruitment and an Australian client. It is signed before any candidate is placed. The TOB sets out the placement fee structure, payment schedule, replacement guarantee terms, and legal protections for both parties.
Once a client signs their TOB through the automation, it is stored automatically in the CRM. To find it:
Recorded: July 22, 2026 · Duration: 11 min 57 sec
These are the current three TOB types. As the business grows, new TOB types may be added and fee structures may change. Always refer to the most up-to-date document in SharePoint.
Change requests typically come from Les or the sales team — for example, a new fee structure, an updated clause, or changes to the payment terms. The fee and payment structure are the most commonly updated sections.
When a candidate relocates to Australia through Stand Up Recruitment, they sign a Terms of Business (TOB) with us. The TOB is sent automatically via the onboarding automation — your role is to understand what it covers and update the terms when required.
Any candidate relocating from New Zealand to Australia through Stand Up Recruitment must sign a TOB with Stand Up. This agreement exists primarily to clarify our role as a recruitment agency — we find the job and coordinate the placement. We do not provide employment. Some candidates may misunderstand this distinction, so the TOB makes it explicit in writing.
Recorded: July 22, 2026 · Duration: 9 min 58 sec
The candidate (or their client) arranges their own flights and accommodation. Stand Up does not provide a relocation package. This is a direct relocation managed by the candidate themselves.
This TOB covers the standard agency terms without any relocation fee component.
Stand Up Recruitment arranges the full relocation: flights, accommodation, airport transfers, and a grocery pack. Stand Up charges the candidate for this service. The TOB includes the relocation package fee and payment terms in addition to the standard agency clauses.
The relocation fee auto-populates in the automation based on the package selected and the destination state.
Changes to the TOB may be triggered by a request from the sales team (Les or Rachel), changes in business practice, or legal updates. As the person responsible for the document, you need to understand all clauses before making any edits.
When a client signs a TOB outside the normal automation flow, you need to manually create their contact in Xero. This ensures invoicing is set up with the correct currency, sales code, and GST settings from day one.
Normally, Australian clients are created automatically in Xero and all other platforms through the onboarding automation. You only need to do this manually when a client does not go through the automation — for example, when a signed Terms of Business (TOB) arrives directly from the sales team, Rachel, or Les.
A signed TOB (Terms of Business) from the client. This contains: client legal name, trading name, primary contact (first name, last name, email), accounts payable contact, and billing address.
Recorded: July 22, 2026 · Duration: 5 min 19 sec
Annual employer accreditation renewal with Immigration NZ.
This section covers: Annual employer accreditation renewal with Immigration NZ.
Full step-by-step instructions will be documented here once the video recording is completed.
How to create a new playbook using Claude.
This section covers: How to create a new playbook using Claude.
Full step-by-step instructions will be documented here once the video recording is completed.
Overview of the SharePoint folder structure.
This section covers: Overview of the SharePoint folder structure.
Full step-by-step instructions will be documented here once the video recording is completed.
Annual business insurance renewal process.
This section covers: Annual business insurance renewal process.
Full step-by-step instructions will be documented here once the video recording is completed.
When clients pay invoices online via Stripe, Xero auto-reconciles them — but you need to remove that auto-reconciliation and redo it properly using Find and Match. Check Stripe daily.
Stripe is an online payment method built into our Xero invoices. When clients receive an invoice, they can click "Pay Now" and enter their card details to pay immediately — instead of doing a bank transfer.
Stripe works for both NZ and AUS clients. The payment is processed online and the funds are transferred to our bank account via Stripe payouts (usually within 1–2 business days).
Log into Stripe using credentials from the password sheet. Check the left-hand menu under Transactions:
Check Stripe daily — so you always know which invoices have been paid online and when to expect the bank transfer.
Three ways you will know a Stripe payment has been received:
Recorded: July 16, 2026 · Duration: 11 min 4 sec
File: 2.2.17 Reconcile payments done through Stripe and how to use Stripe.mp4
It's the end of the week. Reconcile all Stripe payments against Xero invoices.
Tick each item once you have completed it:
How to view, set up, modify, and delete automatic (recurring) bank payments in the ASB portal. Includes a reference guide to all current and potential automatic payments.
An automatic payment in ASB is a recurring bank-to-bank transfer that is set up once and processes automatically on a fixed schedule — weekly, fortnightly, monthly, quarterly, or yearly. It is different from a direct debit (which the payee initiates) or a credit card charge.
These are the automatic bank-to-bank transfers currently set up in ASB Payments → Automatic Payment. Verify against ASB portal for the most current amounts.
| Payment | Payee | Amount | Frequency | Xero Code |
|---|---|---|---|---|
| Office Rent | Landlord | ~$4,623/month | Monthly | 440 Rent |
| Office Outgoings | Landlord | $826/month | Monthly | 440 Rent |
Recorded: July 22, 2026 · Duration: 6 min 25 sec
File: 2.2.18 Automatic bank payments (ASB).mp4
Issue annual earning certificates to every employee each April via Xero Payroll. A legal requirement under the Tax Administration Act — download individually per employee and send to their personal email.
An annual earning certificate is an official document issued by Stand Up Recruitment to every employee at the end of each New Zealand tax year. It summarises the employee's total gross earnings, PAYE tax deducted, KiwiSaver contributions, and all statutory deductions processed through payroll during the year.
All internal employees plus any labour hire staff currently active in Xero Payroll.
Recorded: July 22, 2026 · Duration: 5 min 58 sec
Hi [First Name],
Please find attached your Annual Earning Certificate for the financial year ended 31 March [YEAR].
This document summarises your gross earnings, PAYE tax deducted, and KiwiSaver contributions for the year. Please retain it for your personal tax records.
Thanks,
Stand Up Recruitment
If a bank transaction has been reconciled against the wrong account code, description, or invoice, use Xero's Remove and Redo function to send it back to the reconciliation queue and fix it properly.
This process applies any time a transaction in Xero has been reconciled incorrectly. This includes:
Xero has a built-in Remove and Redo option under the transaction's Options menu. This safely removes the reconciliation and sends the transaction back to the pending reconciliation queue so you can fix it correctly. It works for any type of reconciled transaction — payments, invoice matches, and transfers.
Recorded: July 22, 2026 · Duration: 2 min 52 sec
A plain-language guide to every tax and compliance obligation Stand Up Recruitment Limited has as a New Zealand company that invoices both NZ and Australian clients in AUD and NZD. Select a section below to get started.
A plain-language guide to every tax and compliance obligation Stand Up Recruitment Limited has as a New Zealand company that invoices both NZ and Australian clients in AUD and NZD.
This playbook explains, in plain language, every tax and compliance obligation Stand Up Recruitment Limited has as a New Zealand company that invoices both New Zealand and Australian clients in AUD and NZD. It is written for someone brand new to the Business Operations / HR role — no accounting background assumed.
These are our actual registered details, pulled directly from our Xero organisation — this is the starting point for every rule in this document. To view them: log into Xero → Settings → Organisation details.
Every dollar that comes into the business falls into one of two buckets, and each bucket is taxed slightly differently for GST — but exactly the same for income tax:
Both buckets still get combined into one company tax return each year, and the profit from both is taxed at the same 28% company tax rate. GST is the only thing that differs between the two.
Stand Up Recruitment Limited is taxed on its worldwide net profit at a flat company tax rate of 28%, under the Income Tax Act 2007. This applies equally to profit earned from NZ clients and Australian clients — there is no separate or higher rate for foreign-currency income. AUD amounts are simply converted to NZD and included in the same return.
Sources: IRD — IR4 return • IRD — Provisional tax payment dates • Income Tax Act 2007 (see Sources tab for full links)
GST is a tax on sales, charged under the Goods and Services Tax Act 1985. We are GST-registered and file every two months on a payments basis (GST is accounted for when money is actually received/paid, not just when invoiced).
Sources: IRD — Zero-rated supplies • GST Act 1985, s 11A • IRD — Filing and paying GST (see Sources tab for full links)
Because we employ staff (and place labour-hire workers), several employer-specific obligations sit alongside company tax and GST. These apply regardless of whether the revenue that pays for wages came from an NZ or an Australian client.
Source: IRD — Payday filing (see Sources tab for full link)
Sources: IRD — Employer contributions to KiwiSaver • Business.govt.nz — ESCT (see Sources tab for full links)
Source: ACC — Calculating your levies (see Sources tab for full link)
FBT applies if we give employees non-cash perks (company vehicles for private use, subsidised insurance, low-interest loans, etc.).
Sources: IRD and Business.govt.nz — Fringe benefit tax guidance pages
New Zealand and Australia have a Double Tax Agreement (in force since 2010) that decides which country gets to tax our profit. Business profits are only taxable in Australia if we have a permanent establishment there — a fixed office, or staff habitually signing contracts on our behalf on Australian soil.
Source: IRD — Double tax agreements (see Sources tab for full link)
Australian businesses are legally required to withhold 47% of any invoice over AUD $75 paid to a supplier that doesn't quote an Australian Business Number (ABN) — UNLESS that supplier is a genuine foreign business not carrying on an enterprise in Australia, which is our situation.
Sources: ATO — Statement by a supplier not quoting an ABN • ATO — PAYG withholding (see Sources tab for full links)
GST Act 1985, section 11A(1)(k): services supplied to a non-resident who is outside New Zealand at the time the service is performed are zero-rated (0% GST). Our Australian client companies are non-residents located outside NZ, so this applies directly to their invoices.
Source: Goods and Services Tax Act 1985, s 11A(1)(k) (see Sources tab for full link)
Australian invoices are raised in AUD but settle into our NZD bank account — we don't hold a separate AUD account. This is fine and is actually simpler than running a foreign currency account.
Sources: IRD — Overseas currency conversion • IRD — Financial arrangements rules (see Sources tab for full links)
Everything in the previous tabs explains WHY a tax exists and what the rules are. This section draws a clear line around what we work out and pay ourselves, versus what our external accountants guide us on.
DED (Employer Deductions) is the combined IRD payment code for PAYE, KiwiSaver employer contributions/ESCT, and student loan deductions collected through payroll. DED is different from every other tax in this playbook: Lock & Partner do NOT tell us how much DED to pay.
For every other IRD payment — GST, provisional tax, terminal tax, FBT, and anything else that isn't DED — Lock & Partner tell us:
We don't calculate these ourselves; our role starts once Lock & Partner has told us what's due.
Regardless of which tax type it is (DED or anything Lock & Partner has flagged), the physical payment itself is made through ASB internet banking to IRD, using our IRD number as reference plus the correct tax type code and period.
Sources: IRD — Choosing the right payment code • IRD — Paying deductions to Inland Revenue (see Sources tab for full links)
Every rule in this playbook is sourced from an official government page or the underlying legislation. Links correct as at July 2026 — always check for updates, as thresholds and rates change year to year.
How to find the DED (Employer Deductions) amount in Xero and make the fortnightly payment to IRD through ASB. DED covers PAYE, KiwiSaver, child support, ACC, and other statutory deductions collected through payroll.
How to find the DED (Employer Deductions) amount in Xero and make the fortnightly payment to IRD through ASB. DED covers PAYE, KiwiSaver, child support, ACC, and other statutory deductions collected through payroll.
DED stands for Employer Deductions — the combined IRD payment for all statutory deductions collected from employees through payroll. This includes PAYE (income tax), KiwiSaver, child support, ACC levies, and any other statutory deductions.
Every pay run, these amounts are deducted from employees' pay. You are responsible for paying that collected amount back to IRD on time.
SharePoint → Accounts and Admin → Accounts and Xero → Taxes → DED Payments File → Relevant Year
This is the master tracker showing all DED payment periods, due dates, amounts paid, and dates processed. Keep it updated after every payment.
Recorded: July 30, 2026 · Duration: 5 min 52 sec
Go to SharePoint → Accounts and Admin → Accounts and Xero → Taxes → DED Payments File → Relevant Year. Review the tracker to confirm the current period, due date, and whether a payment is outstanding.
Once the payment is made, return to the DED Payments tracker in SharePoint and record:
How to track all IRD tax payments, stay on top of due dates, and confirm every payment has been made on time — covering DED, GST, provisional tax, and terminal tax.
This section is about tracking every IRD tax payment and making sure nothing falls through the cracks. By the time you get here, you’ve already learned what the taxes are (Section 1) and how to make a DED payment (Section 2). This section is about knowing what’s due, when, and confirming it’s been paid.
SharePoint → Accounts and Admin → Accounts and Xero → Taxes → Tax Payment Tracker 2026
All taxes are tracked in one spreadsheet: DED, GST, Provisional Tax, and Terminal Tax. Update it after every payment with the date paid, amount, and status.
Recorded: August 4, 2026 · Duration: 8 min 8 sec
DED does not require an instruction from the accountant. As soon as the pay run is finalised in Xero:
For GST, Provisional Tax, and Terminal Tax, wait for an email from Lock & Partner. The email will include the tax type, amount, and due date. Once received: