Why outsourcing payroll is becoming a smarter choice for Australian businesses

Payroll has always been one of the most important operational responsibilities in a business. Employees expect to be paid correctly and on time. Regulators expect businesses to meet their obligations. Business owners need confidence that their systems and processes are working properly behind the scenes.

What has changed in recent years is the level of scrutiny around payroll compliance and employee underpayments across Australia.

Large businesses, national brands, franchises, and employers across multiple industries have faced investigations, repayments, penalties, and reputational damage after discovering payroll errors that had been occurring for years. In many cases, the businesses involved did not realise there was a problem until the underpayments had grown into significant liabilities.

The Australian Payroll Association recently shared an article discussing the growing issue of wage theft and underpayments across Australia. You can read the original article here.

While these stories often involve large organisations, the risks are not limited to major corporations. Payroll problems can happen in businesses of any size, particularly when payroll is handled internally without the time, systems, or expertise required to keep up with changing obligations.

For many businesses, this is one of the reasons outsourcing payroll is becoming less of a convenience and more of a practical risk management decision.

Payroll is becoming more complex

Australian payroll legislation is detailed and constantly evolving. Businesses need to manage:

• Modern awards

• Overtime calculations

• Leave entitlements

• Superannuation obligations

• Allowances and penalties

• Fair Work requirements

• Legislative updates

Even with payroll software in place, mistakes can still happen if systems are not configured properly or updated consistently.

A common misunderstanding is that payroll software automatically guarantees compliance. In reality, software still relies on accurate setup, correct award interpretation, and regular oversight.

Something as small as an incorrect award interpretation, overtime setting, or allowance configuration can create ongoing underpayments across multiple employees. If those errors continue for months or years, the financial impact can become substantial.

This is one reason payroll reviews and ongoing oversight matter so much.

Internal payroll processes often create hidden risks

Many businesses start by managing payroll internally. In the early stages of business growth, this can seem manageable.

Over time though, staffing structures become more complicated. Rosters change. Awards vary between employees. Leave accruals become harder to track. Legislative updates continue to roll through.

Payroll responsibilities are then often added onto an already busy administration or finance role.

The challenge is that payroll errors usually do not appear immediately. They build quietly over time.

Without regular reviews and experienced oversight, businesses may not identify issues until employees raise concerns, Fair Work becomes involved, or a full payroll review is completed.

Outsourcing payroll helps reduce this risk by ensuring payroll is managed consistently by professionals who work with payroll systems, compliance obligations, and legislative changes every day.

Why outsourcing payroll makes practical sense

For many businesses, outsourcing payroll is not about removing responsibility. It is about improving accuracy, reducing risk, and ensuring continuity.

Consistency matters

One of the biggest risks with internal payroll is disruption when staff are sick, on leave, or leave the business.

At First Class Accounts Ovens & Murray, our fully contracted service model means your payroll continues without interruption. Processing deadlines are met consistently, and your business is not relying on one internal person to manage everything.

Payroll legislation changes regularly

Award updates, superannuation changes, and Fair Work requirements continue to evolve.

Outsourcing payroll gives businesses access to ongoing support from professionals who stay across those changes and apply them correctly within payroll systems and processes.

Payroll errors can become expensive

Incorrect employee classifications, missed overtime, or leave calculation issues can create substantial liabilities over time.

Having experienced payroll professionals review and manage payroll processes helps reduce the likelihood of these issues occurring.

Better systems improve operations

Outsourced payroll is not just about processing wages.

It also involves reviewing workflows, improving payroll processes, helping businesses use the right software, and ensuring systems are configured correctly from the beginning.

At First Class Accounts Ovens & Murray, we work with businesses to improve payroll systems and support better day to day operations through practical process improvements and reliable app integration support.

The impact of wage theft legislation

Payroll compliance has become even more important following changes to Australian wage theft laws.

From 2025, intentional wage theft became a criminal offence under federal law. Significant penalties can now apply, including potential imprisonment in serious cases.

Most business owners are not intentionally underpaying employees. However, the legislation reflects how seriously payroll compliance is now being treated across Australia.

Businesses can no longer afford to take a “set and forget” approach to payroll.

Regular reviews, accurate records, compliant systems, and experienced oversight are now essential parts of business operations.

Signs your payroll processes may need support

Businesses often wait until problems appear before reviewing payroll processes.

Some signs it may be time to seek external payroll support include:

• Payroll taking too much internal time

• Staff uncertainty around awards or entitlements

• Frequent payroll corrections or adjustments

• Concerns about compliance obligations

• Growth in employee numbers or locations

• Difficulty keeping up with legislative changes

• Reliance on one internal staff member for payroll knowledge

If any of these issues sound familiar, it may be worth reviewing whether your current payroll processes are still working effectively for your business.

Payroll accuracy supports employee trust

Accurate payroll does more than meet compliance requirements.

Employees want confidence that they are being paid correctly and on time. Business owners want reliable records, accurate reporting, and fewer operational issues.

Good payroll processes support both.

At First Class Accounts Ovens & Murray, we provide reliable payroll support designed to reduce stress, improve consistency, and help businesses stay on top of changing payroll requirements.

Whether you need fully outsourced payroll support, help reviewing your current systems, or guidance around payroll software and processes, having experienced support in place can help reduce risk before problems grow into something much larger.

FAQs about Outsourced Payroll Services

Why are businesses outsourcing payroll services?

Businesses outsource payroll to reduce compliance risk, improve accuracy, save internal time, and ensure payroll continues without disruption when staff are unavailable or business operations grow.

Can outsourced payroll help reduce payroll errors?

Yes. Outsourced payroll providers work with payroll systems, awards, and compliance requirements regularly. This helps identify setup issues, reduce processing mistakes, and keep payroll aligned with current legislation.

What should businesses look for in an outsourced payroll provider?

Businesses should look for a provider with experience in Australian payroll compliance, reliable systems, ongoing support, accurate record keeping, and a service model that ensures continuity and consistency.

Some junior wage rates to be abolished

What it could mean for your business

The Fair Work Commission has confirmed upcoming changes to junior wage rates following a legal case brought by the Shop, Distributive and Allied Employees’ Association (SDA).

If your business employs younger workers under the Retail Award, Fast Food Award, or Pharmacy Award, these changes may affect your payroll costs, staffing budgets, and cashflow planning over the next 12 months.

For many businesses, particularly those with large teams of younger employees, this is something worth preparing for early rather than waiting until the changes come into effect.

What is changing with junior wage rates?

Traditionally, junior employees have been paid a percentage of the adult wage rate based on their age. This has applied across many industries and awards, particularly in retail, hospitality, fast food, and pharmacy.

The SDA argued that workers aged 18, 19, and 20 were often performing the same duties as older employees but receiving lower pay simply because of their age.

Following the outcome of the case, the Fair Work Commission has announced that junior wage rates under the following awards will be phased out:

• General Retail Industry Award
• Fast Food Industry Award
• Pharmacy Industry Award

Under the proposed changes, employees aged 18 to 20 who have worked with the same employer for more than six months will become entitled to the full adult pay rate for their classification.

Employees aged 18 to 20 who have been employed for less than six months will continue to receive junior rates during that initial period.

Workers under the age of 18 are not currently impacted by these changes and will remain on junior rates.

At this stage, the Fair Work Commission has indicated the changes may begin from 1 December 2026, although further hearings are still expected to finalise the implementation process.

Why this matters for business owners

For some businesses, the increase in wage costs may be manageable.

For others, particularly those employing larger numbers of younger workers, the impact could be substantial.

Businesses in industries such as retail, fast food, and pharmacy often rely heavily on employees aged between 18 and 20. Once adult wage rates apply, payroll costs could increase across:

• Base hourly wages
• Penalty rates
• Superannuation
• Leave loading
• Payroll tax obligations, where applicable

Even relatively small increases across multiple employees can quickly affect overall labour costs.

For example, if several employees move from junior rates to full adult rates at the same time, weekly payroll expenses may increase significantly without any increase in sales or revenue to offset the change.

This is why planning ahead matters.

The flow on effect to cashflow

One of the biggest risks for businesses is not necessarily the wage increase itself. It is the impact the increase can have on cashflow and day to day operations.

Higher payroll costs can affect:

• Supplier payment schedules
• Stock purchasing capacity
• Rostering decisions
• Profit margins
• Business growth plans
• Available working capital

Businesses already operating with tight margins may feel additional pressure if they are not forecasting these changes early.

This is particularly important for businesses with fluctuating seasonal income or inconsistent trading periods.

Having accurate bookkeeping and up to date reporting becomes increasingly important when wage costs shift.

Without reliable data, it becomes much harder to make informed staffing and budgeting decisions.

What businesses should be doing now

Although the changes are not expected to begin until late 2026, now is a good time to review your current workforce and understand where your business may be exposed.

Some practical steps include:

Review employee age profiles

Identify how many employees are currently aged between 18 and 20 and which awards they fall under.

This gives you a clearer picture of the potential increase in payroll costs.

Review employment duration

Because the proposed changes apply after six months of employment, businesses should understand which employees may transition first.

Update payroll forecasting

Forecasting future wage costs now can help avoid surprises later.

Even basic payroll modelling can help you understand how the changes may affect weekly, monthly, and annual cashflow.

Review pricing and margins

Some businesses may need to review pricing structures or operational efficiencies to absorb increased labour costs.

Make sure payroll systems are accurate

Award interpretation and payroll compliance are already complicated for many businesses. Upcoming wage changes will add another layer.

Having reliable payroll processes and accurate systems in place will help reduce errors and avoid compliance issues.

Good systems make these changes easier to manage

Changes like this highlight why reliable bookkeeping and payroll support matter.

When your payroll systems, reporting, and business data are accurate, it becomes easier to:

• Understand the real cost of staffing
• Plan for wage increases
• Forecast cashflow
• Adjust budgets
• Make informed business decisions

This is also where the right business apps and payroll systems can help.

Many businesses are still relying on manual processes or outdated systems that make wage management harder than it needs to be.

First Class Accounts Ovens & Murray works with businesses to improve payroll processes, reporting accuracy, and business systems so owners have reliable information they can actually use.

Don’t wait until the changes begin

Waiting until wage increases take effect can leave businesses scrambling to adjust budgets and cashflow.

Planning ahead gives you more options and more time to make practical decisions for your business.

If you employ workers under the Retail, Fast Food, or Pharmacy Awards, now is the right time to review your payroll position and understand the possible impact.

First Class Accounts Ovens & Murray can help you:

• Review your payroll setup
• Run wage cost scenarios
• Forecast cashflow impacts
• Improve payroll and reporting systems
• Identify process improvements that save time and reduce errors

Small adjustments made early are often easier to manage than reacting once costs increase.

If you are unsure how these junior wage changes may affect your payroll costs or cashflow, First Class Accounts Ovens & Murray can help you assess the numbers and plan ahead with practical support and accurate reporting. Get in touch today. 

What are junior wage rates?

Junior wage rates are reduced pay rates that apply to employees under a certain age under many modern awards. These rates are usually calculated as a percentage of the adult wage rate.

Which awards are affected by the junior wage rate changes?

The announced changes currently apply to the General Retail Industry Award, Fast Food Industry Award, and Pharmacy Industry Award.

How can businesses prepare for higher payroll costs?

Businesses should review employee age profiles, update payroll forecasts, assess cashflow impacts, and ensure payroll systems are accurate and compliant before the changes take effect.

Building and construction bookkeeping

Are you looking for a bookkeeper who understands how the building and construction industry actually works?

Construction businesses deal with moving parts every day. Jobs overlap, payments come in stages, and costs shift quickly. Without the right bookkeeping processes in place, it becomes difficult to stay on top of cash flow, payroll, and compliance.

Working with a bookkeeper who understands the construction industry gives you more than just accurate records. It gives you reliable numbers, clear visibility over your jobs, and the confidence to make decisions without second-guessing.

At First Class Accounts Ovens & Murray, we work with construction businesses to make sure your bookkeeping supports how you operate, and doesn't slows you down.

Where construction businesses often lose time and money

There are several areas where we regularly see construction businesses losing time, money, or both. With the right systems, advice, and setup, these areas become far easier to manage and far more accurate.

Tracking work in progress

You need to know exactly where each job sits financially at any point in time. Without this, it is easy to think a job is profitable when it is not.

Applying customer and supplier deposits

Deposits need to be recorded correctly so your reporting reflects real cash movement and job position.

Allocating progress payments

Progress claims and payments must align with the stage of the job. Incorrect allocation leads to inaccurate reporting and poor cash flow decisions.

Accounting correctly for retentions

Retentions are often overlooked or handled incorrectly. This impacts both your reported income and your future cash position.

Complex payroll and contractors

Construction payroll includes awards, overtime, allowances, and subcontractors. Getting this wrong creates compliance risk and impacts your team.

Accurate job costing

If your job costing is not right, you cannot see which jobs are making money and which are not. This is one of the biggest gaps we see.

GST and BAS planning

GST in construction can be more complex than other industries. Planning for BAS avoids unexpected shortfalls and keeps you in control.

Managing your fixed asset register

Plant and equipment need to be tracked properly for depreciation and reporting. This supports both compliance and decision making.

Inventory and materials management

Knowing what you have on hand and what it costs helps avoid over ordering and wasted spend.

Taxable Payments Annual Report

Staying on top of contractor reporting requirements avoids last minute stress and errors.

Accounts payable and receivable

You need a clear system for who you owe and who owes you. Delays here directly affect your cash position.

Cash flow forecasting and budgeting

Cash flow is one of the biggest pressure points in construction. Forecasting helps you plan ahead rather than react late.

The role of systems in construction bookkeeping

The systems you use in your business need to match how your jobs run.

Many construction businesses start with basic accounting software, then continue to grow without updating their systems. Over time, this creates gaps. Manual work increases, errors become more common, and reporting becomes harder to trust.

With the right setup, your bookkeeping system can connect job management, payroll, and reporting. This reduces duplication, improves accuracy, and gives you better visibility across your entire business.

First Class Accounts Ovens & Murray provides practical business app advice and implementation. We work with tools that integrate with platforms like Xero to support job tracking, payroll, and reporting in a way that fits your workflow.

Reliable bookkeeping that keeps your business moving

Construction businesses rely on timing. Payments need to be made, wages need to be processed, and reporting needs to be accurate.

With First Class Accounts Ovens & Murray, your bookkeeping is handled through a fully contracted service model. That means everything is completed on time, accurately, every time. There are no gaps due to staff leave or internal changes.

Your team gets paid correctly. Your obligations are met. Your reporting reflects what is actually happening in your business.

This gives you the stability to focus on running your jobs, managing your team, and planning your next move.

Ready to improve how your bookkeeping works

If your bookkeeping feels harder than it should be, or your numbers are not giving you the full picture, it is time to review your systems.

First Class Accounts Ovens & Murray can step in and take care of your bookkeeping, payroll, and reporting so everything is handled accurately and on time. No gaps, no chasing, no uncertainty.

We also help you choose and implement the right apps for your business, so your systems support your day-to-day operations instead of slowing them down.

Get in touch to review your current setup and see where improvements can be made. A small change in your processes can make a significant difference to your time, your costs, and your confidence in your numbers.

FAQs about Construction Bookkeeping

What does a construction bookkeeper do?

A construction bookkeeper manages job costing, progress payments, payroll, GST, and cash flow specific to construction businesses. They ensure financial records reflect how jobs are delivered.

Why is job costing important in construction?

Job costing shows whether each project is making or losing money. Without it, decisions are based on guesswork rather than actual performance.

How can bookkeeping improve cash flow in construction?

Accurate bookkeeping tracks incoming and outgoing payments, helping you plan for wages, suppliers, and tax obligations before they become a problem.

What software is best for construction bookkeeping?

Platforms like Xero combined with industry specific apps can support job tracking, payroll, and reporting. The right setup depends on how your business operates.

When should I outsource my construction bookkeeping?

If your records are falling behind, payroll is becoming complex, or you do not trust your numbers, it is time to bring in a specialist.

What are the benefits of cashflow forecasting for your business?

There are many benefits to forecasting for your business, particularly when it comes to understanding your cash position and planning ahead.

First and foremost, you are more likely to protect and improve your profit position when you can project your income and expenses with a reasonable level of accuracy. This is not just about numbers on a report. It is about knowing what is coming up and being prepared for it.

Accurate cashflow forecasting also helps you identify opportunities and manage your day to day cash position. When you have this information available and up to date, you are in a much better position to make decisions at the right time, rather than reacting after the fact.

At First Class Accounts Ovens & Murray, this is a key part of how we support business owners. Reliable data and structured forecasting give you a clear view of what is happening in your business and what is coming next.

How cashflow forecasting supports better decisions

Here are some examples of questions that an accurate cashflow forecast can help you answer:

Can I start creating a new product or service, and when is the right time to do it? Can I open a new office or expand into a different area without putting pressure on cashflow? Can I afford to bring on another team member or outsource part of the business? Can I take additional drawings from the business without affecting upcoming obligations? Am I at risk of running out of cash, and if so, when?

These are the types of decisions business owners are making every day. Without a clear forecast, these decisions are often based on what is currently in the bank rather than what is coming up over the next few weeks or months.

This is where forecasting links directly to cashflow confidence. Knowing what is ahead allows you to plan payments, meet obligations such as GST, PAYG and super, and avoid last-minute pressure.

How to create a cashflow forecast

How do you create a cashflow forecast?

It no longer needs to be done manually in spreadsheets.

Forecasting apps such as Futrli, which integrates with Xero, allow you to build and maintain forecasts using your actual financial data. This reduces manual work and improves accuracy.

One of the key benefits is the ability to test decisions before you commit to them. You can model different scenarios and see how they impact your cash position before making a change in your business.

What forecasting tools like Futrli actually do

Futrli includes features that support this process:

It creates separate predictions for invoices, cash transactions and journal entries. It tracks how long it takes for invoices to be paid based on your actual customer behaviour. It adjusts forecasts as new data comes in during the month. It identifies patterns across different accounts. It includes payroll predictions aligned with your payroll setup. It presents information in a structured format that is easy to review.

These tools are only effective when the underlying data is accurate. Reliable bookkeeping and correctly processed payroll ensure your forecasts reflect what is actually happening in your business.

This is where First Class Accounts Ovens & Murray adds value. Forecasting is not treated as a standalone task. It is connected to your bookkeeping, payroll, and reporting, so everything is aligned and working together.

How far ahead should you forecast?

Forecasts are most useful when looking ahead over the next 6 to 12 months. This gives you enough visibility to plan for upcoming expenses and business decisions.

In the short term, forecasting helps manage immediate obligations such as payroll, supplier payments and ATO commitments.

Over a longer period, it allows you to assess trends and understand how your business is tracking.

The further you look ahead, the more variables come into play. This is why forecasts should be reviewed and updated regularly, not set once and left unchanged.

What this means for your business

If you are relying on your bank balance to guide decisions, you are only seeing part of the picture.

First Class Accounts Ovens & Murray can set up and manage cashflow forecasting for your business using tools like Futrli, supported by accurate bookkeeping and ongoing review.

If you want forecasting set up properly and working with your numbers, First Class Accounts Ovens & Murray can take care of it for you, so you always know where your business stands.

FAQs about cashflow forecasting

What is cashflow forecasting and why does it matter for Australian businesses?

Cashflow forecasting estimates the money coming into and going out of your business over a set period. For Australian businesses, it is critical for managing obligations like BAS, PAYG withholding, and superannuation, helping you avoid shortfalls and plan ahead with more certainty.

How does cash flow forecasting help manage ATO payments?

A cashflow forecast shows when key payments such as GST, PAYG, and super are due, alongside your expected income. This allows you to plan ahead, set funds aside, and avoid last minute pressure or missed deadlines.

Do I need software like Futrli for cashflow forecasting?

You can create forecasts manually, but tools like Futrli, connected to Xero, use real time data to improve accuracy and save time. They also allow you to test different scenarios, helping you make better decisions based on how your business actually operates.

Choosing business apps starts with your workflow

Choosing business apps should make your day to day work easier. In practice, many businesses end up with too many tools, poor setup, and systems that do not work together properly. That is where time gets lost and mistakes start to build up.

Before looking at any software, the first step is understanding how your business actually operates. The right apps come from that, not the other way around.

This is where business app advisory makes a difference. It is not just about recommending tools. It is about making sure those tools fit your workflow and are set up to support it properly.

What apps does my business need?

Most businesses do not have an app problem. They have a process problem.

Before deciding what apps you need, look at how work moves through your business:

• How does a job or task start?
• What steps does it go through?
• Where is information recorded?
• Who is responsible at each stage?
• Where delays or errors tend to happen?

This gives you a clear view of where systems are breaking down.

From there, you can identify gaps. For example:

• Manual data entry that could be reduced
• Information stored in multiple places
• Lack of visibility over jobs, invoices, or payments
• Delays between work being completed and invoiced

Only once these issues are clear should you start looking at apps to solve them.

How do I choose apps?

Once you understand your workflow, choosing business apps becomes far more straightforward.

Start with how your business runs

Apps should follow your process, not force you to change it.

If a system requires you to completely change how your team works, it often creates more problems than it solves. The goal is to support your existing workflow and improve it where needed.

Identify the specific problem first

Avoid choosing apps based on features.

Instead, ask:

• What problem are we trying to solve?
• What part of the process needs to improve?

Then assess whether an app actually addresses that issue.

Choose apps that connect properly

Disconnected systems are one of the biggest causes of inefficiency.

If your apps do not integrate with your accounting system, you will end up entering the same data more than once. That increases the risk of errors and slows everything down.

This is why starting with Xero integrations is a practical step. It helps ensure your systems can share data and stay aligned. As a Xero Gold Partner, we are experienced in selecting, implementing, and supporting Xero-connected apps so they work properly within your business.

Keep your system simple

Every app you add introduces:

• Another subscription
• Another system to maintain
• Another process your team needs to follow

If it does not clearly improve how your business runs, it should not be part of your system.

Avoiding overcomplication starts before you choose

Overcomplication rarely comes from the apps themselves. It usually comes from skipping the assessment stage. Common patterns include:

• Adding new apps without reviewing existing processes
• Keeping old systems alongside new ones
• No clear ownership of how apps are used
• No consistent way of entering or managing data

The result is a system that looks advanced but does not function well.

A simpler, well-structured setup will always outperform a complex one that has not been thought through.

Where this links back to your current setup?

Before adding anything new, it is worth reviewing what you already have in place. Ask:

• Are your current apps being used properly?
• Are they set up correctly?
• Are they solving the problems they were introduced for?

If not, the issue may not be the app itself, but how it has been implemented.

If you have not reviewed this before, it is worth assessing your current setup in detail before adding anything new, as most issues sit in how systems are configured and used.

What works when choosing business apps?

Choosing business apps should lead to:

• Clear, consistent processes
• Less manual handling of information
• Fewer errors across your systems
• Better visibility over what is happening in your business

That only happens when the apps are chosen based on how your business runs, not based on what looks useful.

This approach reflects how First Class Accounts Ovens & Murray works with business owners. The focus is on understanding your processes first, then selecting and implementing the right tools to support them properly.

Getting your systems working the way they should

If your current systems feel harder than they should be, or you are unsure what apps your business actually needs, it is worth reviewing your setup before adding anything new.

First Class Accounts Ovens & Murray provides app implementation support to help you assess your current processes, choose the right apps, and make sure they are set up and working properly from the start. 

FAQs about choosing business apps

What apps does my business need?

Your business needs apps that support how your work is actually done. Start by mapping your workflow, identifying where delays or manual work occur, and then select apps that solve those specific issues. Most businesses only need a small number of well integrated tools rather than multiple disconnected systems.

How do I choose apps for my business?

Choose apps by first understanding your processes, then identifying the exact problem you need to solve. Look for tools that integrate with your accounting system, are easy for your team to use, and fit your existing workflow. Avoid selecting apps based on features alone.

Should I review my current apps before adding new ones?

Yes. Many issues come from poor setup or underused systems rather than missing software. Reviewing your current apps helps identify whether they are configured correctly and being used properly before introducing anything new.

Is your business too small for hackers think again

There is a common assumption that cybercrime only targets large organisations. In reality, small businesses are often easier targets.

The Australian Taxation Office has reported that the average cost of cybercrime for a small business is close to $50,000. That cost is not just financial. It includes time, disruption, lost data, and in some cases, damage to relationships with staff and suppliers.

If your business relies on digital records, cloud apps, and online payments, you already have exposure. The question is not whether you are a target. It is whether your systems are set up to reduce risk.

First Class Accounts Ovens & Murray helps business owners put the right systems, apps and processes in place so digital records are managed securely and accurately from the start.

Why small businesses are targeted

Most cyber incidents in small businesses are not highly technical attacks. They are simple and effective.

Common examples include:

• Fake invoices sent to your email
• Requests to change supplier bank details
• Phishing emails pretending to be the ATO or software providers
• Unauthorised access to cloud accounting or document storage

These work because they rely on gaps in processes, not just technology.

If your records are not consistently managed, or your systems are not set up properly, it becomes much easier for errors or fraud to slip through.

This is where First Class Accounts Ovens & Murray adds value, by helping businesses tighten their processes, reduce manual handling issues, and make sure the systems behind their bookkeeping are working properly.

Where your business is most exposed

From a bookkeeping and compliance perspective, there are a few key areas where risk sits.

Digital receipts and document storage

Apps like Dext and Hubdoc make it easier to capture and store receipts and invoices. They reduce manual handling and improve record keeping.

However, if they are not set up correctly, risks can include:

• Documents being sent from unverified sources
• Incorrect data being extracted and pushed into your accounting system
• Duplicate or altered invoices being processed without review

First Class Accounts Ovens & Murray specialises in business apps and can help you set up tools like Dext and Hubdoc properly, so your records flow into your accounting system in a way that is accurate, secure and easy to manage.

Payment approvals and supplier changes

One of the most common fraud scenarios is a change to supplier bank details.

If there is no clear process to verify changes, payments can be redirected without being picked up until it is too late.

This is especially relevant around BAS and tax time, when payment volumes and activity increase.

First Class Accounts Ovens & Murray can help you build practical approval processes around payments and supplier changes, so your business is less exposed to avoidable fraud.

Access to your accounting system

Cloud accounting platforms like Xero are secure, but access controls matter.

Risks increase when:

• Multiple users share logins
• Permissions are not restricted
• Two factor authentication is not enforced

If someone gains access, they can change details, create transactions, or extract sensitive data.

Payroll and super data

Payroll contains some of the most sensitive information in your business.

Incorrect access or poor controls can expose:

• Employee personal details
• Bank account information
• Superannuation data

This creates both compliance risk and trust issues within your team. 

First Class Accounts Ovens & Murray provides fully managed payroll services, with secure systems and consistent processes, so employee data is handled properly and payments are completed accurately and on time.

Why tax time increases the risk

The lead up to EOFY and BAS deadlines is when many businesses are under pressure.

There are more transactions, more emails, and more requests for information. This creates the right conditions for mistakes or fraud.

Scam activity often increases during this period, including:

• Emails that appear to be from the ATO
• Fake payment requests timed around BAS or super due dates
• Renewal notices for services that look legitimate but are not

When processes are rushed, these are more likely to be missed. Working with First Class Accounts Ovens & Murray means your records, systems and reporting are kept up to date year round, which helps reduce pressure and lowers the risk of mistakes during busy compliance periods.

Practical steps to protect your business

You do not need complex systems to reduce risk. You need consistent, practical processes.

1. Lock down access to your systems

• Use individual logins for all users
• Enable two factor authentication on all apps
• Restrict access based on roles, not convenience

This is one of the simplest ways to reduce exposure.

2. Set clear approval processes

• Require verification for any change to supplier bank details
• Separate data entry from payment approval where possible
• Confirm changes using a known phone number, not email

This protects against the most common fraud scenarios.

3. Review how your apps are set up

Dext and Hubdoc can improve accuracy and efficiency, but only when configured properly.

• Set rules for how documents are captured and reviewed
• Check how data is being extracted before it is published
• Regularly review uncategorised or flagged items

Good setup reduces both errors and risk. This is a core part of what First Class Accounts Ovens & Murray does. We help business owners choose the right apps, set them up properly, and make sure they are working the way they should within the broader bookkeeping process

4. Keep your records up to date

Delayed bookkeeping increases risk.

When transactions are not reconciled regularly:

• Duplicate or unusual transactions are harder to spot
• Fraudulent activity can sit unnoticed
• Reporting becomes unreliable

Regular reconciliations give you visibility. First Class Accounts Ovens & Murray provides reliable, ongoing bookkeeping support so your records stay current and issues can be picked up earlier.

5. Be cautious with emails and payment requests

• Do not rely on email alone for financial changes
• Watch for small changes in email addresses or wording
• Treat urgent payment requests with care

If something feels off, it usually is.

Where First Class Accounts Ovens & Murray fits

Cybersecurity is not just about IT systems. It is also about how your financial processes are managed day to day.

First Class Accounts Ovens & Murray supports businesses by:

• Setting up and managing apps like Dext within a structured process
• Maintaining accurate and up to date records
• Managing reconciliations and identifying irregular transactions
• Supporting secure and consistent payment processes
• Reducing the pressure during BAS and EOFY periods

This is not just about using more software. It is about making sure the apps you use are right for your business, connected properly, and supported by processes that protect your data and reduce risk.

This is about control, not complexity

You do not need to overhaul everything to improve your position.

Start with your processes. Make sure your systems are set up correctly. Keep your records current.

If your business relies on digital records, you are already part of the system. The focus should be on making that system work properly and securely.

If you are relying on digital records and connected apps, First Class Accounts Ovens & Murray can help you review your current setup, improve your processes, and make sure your bookkeeping systems are working securely and properly.

FAQs about cybersecurity and bookkeeping

1. Why are small businesses targeted by cybercrime

Small businesses often have fewer controls in place, making them easier to access. Many attacks rely on simple process gaps rather than advanced technology.

2. Are apps like Dext and Hubdoc secure

Yes, but security depends on how they are set up and used. Clear processes, user permissions, and regular reviews are needed to reduce risk.

3. How can bookkeeping help prevent fraud

Accurate and up-to-date bookkeeping helps identify unusual transactions, supports better controls, and ensures financial data is reviewed regularly rather than after the fact.

Small Business Superannuation Clearing House (SBSCH) closing 2026

What you need to do now

On 1 July 2026, the Small Business Superannuation Clearing House (SBSCH) will close permanently as part of the Payday Super reforms. With only a few months left, employers still using the SBSCH need to find an alternative option, and soon.

This is not just a system being switched off. It is part of a broader shift in how super is paid, moving from quarterly payments to a process that aligns with payroll. If your current setup relies on the SBSCH, now is the time to review how your payroll and super processes work together.

Leaving this too late can create unnecessary pressure, especially when payroll and compliance are involved.

Don’t wait until the last minute

If you currently pay your superannuation quarterly, the Australian Taxation Office (ATO) recommends that the super payment for the January to March 2026 quarter, due 28 April 2026, be the last payment you make through the SBSCH.

That recommendation is there for a reason. It gives you a clear window to move across to a new provider and test your processes before the next payment is due.

That way, you give yourself time to find and adjust to a new provider before you need to pay super for the April to June 2026 quarter.

Remember, the April to June quarter payment, due 28 July 2026, cannot be made using the SBSCH after 30 June 2026.

If you leave the transition until June, you are relying on everything working perfectly the first time. In most cases, that is where issues show up. Small setup errors, incorrect employee data, or misunderstandings in how the new system works can delay payments.

A short transition period reduces that risk.

Choosing a new provider

There are a lot of different options out there to replace the SBSCH. The right choice depends on how your business currently runs and what systems you already have in place.

Check your existing payroll software, as it may already have super functions that you can use to pay your employees’ super guarantee contributions.

For many businesses, this is the simplest option. Keeping payroll and super in the same system reduces double handling and gives you better visibility over what has been processed and what is still outstanding.

If your current system does not support this, check other payroll software or providers that meet all SuperStream requirements.

When comparing options, focus on how the system works in practice. Look at how super is processed within each pay run, how payments are tracked, and how easy it is to correct errors if they occur.

You can also find a commercial clearing house or super fund that provides payment options. That might include your default super fund.

This can work well for businesses with a smaller team or a simpler payroll structure, but it is still important to ensure the process fits into your overall workflow.

Once you’ve picked your new provider, make sure to trial it well before 1 July 2026. That way, you can get comfortable with the new platform while also having the chance to troubleshoot any potential errors before Payday Super comes into effect.

Running a few test cycles helps you identify gaps early, rather than during a live payroll.

Understanding Payday Super

As a reminder, Payday Super requires that employers pay their employees’ super at the same time as their salary and wages.

Funds need to be received into employees’ nominated super funds within seven business days of payday.

This is a significant change for businesses that are used to quarterly payments.

It means your payroll process needs to be consistent every pay cycle. There is less room for delay, and more reliance on systems being set up correctly.

It also means your cash flow needs to support more frequent super payments. This is where planning becomes important, especially for businesses that manage tight margins or seasonal income.

You can read more about what the Payday Super changes mean for your business here. 

Closing up your SBSCH account

After 11:59 pm AEST on 30 June 2026, you won’t be able to log in to the SBSCH to submit instructions or view records.

Make sure that you’ve finalised any payments and downloaded any reports from the SBSCH before it closes for good.

This includes:

• Payment confirmations

• Employee contribution records

• Any historical reporting you may need for compliance or reconciliation

Once access is removed, those records are no longer available through the system. Keeping your own copies ensures you still have access if needed later.

Make sure you’re Payday Super ready

Moving away from the SBSCH is one part of the change. Making sure your payroll and super processes are set up correctly is the other.

If your current setup feels manual, inconsistent, or difficult to manage, this is the right time to address it.

First Class Accounts Ovens & Murray works with business owners to make sure payroll and super are handled accurately and on time, every time.

That includes:

• Reviewing your current payroll and super setup

• Recommending and implementing the right systems

• Making sure your processes support Payday Super requirements

• Providing ongoing support so nothing is missed

Need help picking an alternative to the Small Business Superannuation Clearing House, or looking for further advice about Payday Super?

Get in touch with First Class Accounts Ovens & Murray. We can walk you through your options and put a plan in place so your business is ready well before 1 July.

FAQs about SBSCH closing 2026

What happens if I keep using SBSCH after June 2026?

You will not be able to use the SBSCH after 30 June 2026. Any super payments after this date must be made through an alternative provider.

Can I use my payroll software instead of SBSCH?

Yes, many payroll systems include super payment functions that meet SuperStream requirements. This can simplify your process by keeping payroll and super in one system.

How do I prepare for Payday Super?

You need to ensure your payroll system can process super at the same time as wages, that your data is accurate, and that your cash flow supports more frequent payments.

Staying on top of ATO compliance in 2026

“Every year we see small businesses run into avoidable issues because they haven’t kept accurate records, reported all their income or managed their cashflow effectively”

Angela Allen, ATO Assistant Commissioner

The Australian Taxation Office continues to focus on small business compliance in 2026. The message is consistent. Most issues they see are preventable.

When compliance slips, it does not just create a tax problem. It impacts cash flow, payroll, and your ability to make decisions based on accurate numbers. It also increases the risk of penalties, interest charges, and unwanted attention from the ATO.

The good news is that most compliance issues come down to a small number of areas. When these are managed properly, everything else becomes easier to stay on top of.

Here are five practical ways to keep your business compliant and operating as it should.

1. Stay on top of your ATO debts

ATO debt is one of the most common pressure points for business owners. It often builds quietly and then becomes difficult to manage.

The ATO expects businesses to be proactive. If you are unable to pay on time, early engagement matters. Payment plans are available, and in some cases, interest may be reduced, but only if you take action early.

From a practical perspective, this comes back to visibility. You need to know what is due, when it is due, and whether the funds are available.

This is where having up to date bookkeeping and regular reporting makes a difference. When your numbers are current, you can plan for GST, PAYG and other obligations rather than reacting to them.

If you are unsure what you owe or when payments are due, that is already a risk that needs to be addressed.

2. Separate accounts for separate obligations

One of the simplest ways to avoid compliance issues is to separate your obligations from your operating cash.

GST and PAYG withholding are not business income. They are amounts you hold on behalf of the ATO. When they sit in your main account, they are easily used for day to day expenses.

Setting up dedicated bank accounts for these obligations removes that risk.

Each time you receive income, a portion is transferred into the relevant account. When it is time to lodge and pay, the funds are already there.

This approach supports stronger cash flow control and reduces the stress that often comes with BAS time.

For many businesses, this is a simple change that creates immediate stability.

3. Good records, good business

Accurate record keeping is not optional. It is a legal requirement.

In 2026, the ATO continues to move towards digital reporting and real time data. Manual processes increase the risk of errors, missed transactions, and incomplete records.

Digital systems such as Xero, MYOB and QuickBooks, along with supporting apps like Dext, allow you to capture transactions as they happen. This reduces manual data entry and improves accuracy.

Good record keeping supports:

• accurate BAS and tax lodgements

• clear cash flow visibility

• reliable reporting for decision making

• easier collaboration with your accountant

If your records are not up to date, everything becomes reactive. This is where mistakes happen.

First Class Accounts Ovens & Murray works with businesses to ensure records are current, accurate and structured properly, so reporting and compliance are handled without last minute pressure.

4. Prepare for payday super

From 1 July 2026, Payday Super will require employers to pay Superannuation Guarantee at the same time as wages.

This is a significant change. Instead of quarterly super payments, contributions will need to be processed each pay cycle.

For many businesses, this will impact:

• payroll processes

• cash flow timing

• system capability

If your payroll system is not set up correctly, this change will create compliance risk very quickly.

Now is the time to review how your payroll is managed. This includes checking that your system can process super with each pay run and that your cash flow can support more frequent payments.

Accurate payroll processing is critical. Your team expects to be paid correctly and on time, and super is part of that.

First Class Accounts Ovens & Murray ensures payroll, super, and reporting obligations are handled consistently, so changes like Payday Super are managed properly from the start. You can read more about Payday Super and What The Changes Mean For Your Business here. 

5. Closing or winding down a business

If you are closing your business, compliance does not stop when you cease trading.

There are final obligations that must be completed, including:

• lodging final BAS and tax returns

• cancelling your ABN and GST registration

• finalising payroll and super payments

• ensuring employee entitlements are paid

If these steps are missed, issues can continue long after the business has closed.

This is an area where having the right support matters. The process needs to be handled in the correct order to avoid follow up action from the ATO.

First Class Accounts Ovens & Murray can guide you through this process, ensuring everything is finalised correctly and nothing is left outstanding.

Working with the right support

The ATO recommends working with registered tax practitioners. This ensures your business is meeting current requirements and staying aligned with tax law.

In practice, this also means having a team that keeps your records current, your reporting accurate, and your obligations visible.

At First Class Accounts Ovens & Murray, the focus is on getting things done properly and on time. There are no gaps, no chasing, and no uncertainty around what needs to be done.

If your bookkeeping, payroll or compliance feels inconsistent, it is worth addressing now before it becomes a larger issue.

Make compliance part of how your business runs

ATO compliance should not be something you think about once a quarter. It should be built into how your business operates day to day.

When your systems are set up properly and your records are maintained consistently:

• cash flow becomes easier to manage

• obligations are planned for, not rushed

• payroll and super are handled correctly

• reporting supports better decisions

If you want your compliance handled without the stress, contact us.

FAQs about staying on top of ATO compliance in 2026

What happens if my business falls behind on ATO payments?

If you fall behind, the ATO may apply interest and penalties. You can contact them to set up a payment plan, but early action is important to avoid escalation.

What is Payday Super and when does it start?

Payday Super starts on 1 July 2026. Employers will need to pay superannuation at the same time as wages instead of quarterly. Find out more here.

Do i need separate bank accounts for GSTand PAYG?

It is not mandatory, but it is strongly recommended. Separate accounts help you set aside funds and ensure you can meet your BAS and withholding obligations on time.

In 2026, businesses across New South Wales will need to account for an additional public holiday on Monday 27 April.

This happens because Anzac Day falls on a Saturday. While Anzac Day itself on 25 April remains a public holiday, the Monday is recognised as an additional public holiday.

For business owners, this is not just a calendar update. It has a direct impact on payroll, staff costs, and compliance.

What days are public holidays for ANZAC Day in April 2026

For payroll purposes, there are two relevant public holidays:

• Saturday 25 April 2026

• Monday 27 April 2026

Both days are treated as public holidays under NSW rules.

This means any employee entitlements that apply to public holidays need to be considered for both dates.

What this means for payroll

Public holidays affect how employees are paid, depending on their employment type and whether they work on the day.

This may include:

• Public holiday penalty rates

• Public holiday loadings

• Entitlements for employees who do not work but would normally be rostered

• Alternative day arrangements depending on awards or agreements

If your team works across weekends and weekdays, this becomes more complex. Saturday 25 April and Monday 27 April may be treated differently depending on the award, but both still carry public holiday obligations.

It is your responsibility as the employer to ensure the correct interpretation is applied.

Where things can go wrong

This type of situation often creates issues when:

• Payroll systems are not updated with the additional public holiday

• Awards are not interpreted correctly

• Staff rosters are not aligned with public holiday entitlements

• Manual overrides are missed or applied inconsistently

Even small errors can lead to underpayments, overpayments, or compliance risks.

This is especially important where you have a mix of casual, part time, and full time employees.

Practical steps to take now

To avoid problems in April 2026, it is worth reviewing your payroll setup now.

Check that:

• Your payroll system includes both public holiday dates

• Employee awards and pay conditions are up to date

• Rosters for that period are clear and documented

• Any automatic rules in your software are behaving as expected

If you are unsure, this is the time to clarify it, not after payroll has been processed.

How First Class Accounts Ovens & Murray can support you

Payroll is one of the areas where accuracy and timing matter most. Your team expects to be paid correctly, and the rules need to be followed.

First Class Accounts Ovens & Murray manages payroll for business owners who want it handled properly, without needing to stay across every rule and exception themselves.

This includes setting up payroll systems correctly, processing each pay run, and making sure compliance requirements are met.

Keep your payroll clean and compliant

An extra public holiday might seem minor, but it can quickly create confusion if your systems and processes are not set up properly.

If you want to be confident your payroll is accurate and handled on time, First Class Accounts Ovens & Murray can take care of it for you.