Some clients want you to run their payroll. Others run it themselves and need you for the remittances. Follow both through a 10-person firm, one step at a time.
Two Kinds of Payroll Client
Full payroll
Bloom Dental Studio
Owner: Dr. Anna Brooks
Remittances only
Northgate Landscaping Inc.
Owner: Mike Doyle
The firm
10 people, about 45 payroll clients
The Walk-Through
Once · When Bloom Dental signs on
Maria adds Bloom Dental as an employer: payroll account, province, pay every two weeks, regular remitter. When the clinic hires, the new employee fills in one form with their TD1 and banking. No paper, no retyping.
Employer
Bloom Dental Studio
What the new hire fills in
New Employee Setup
Bloom Dental Studio · sent by your firm
Sep 14 · Period closes
Staff at the clinic punch in and out with a PIN. When the period closes, Maria opens the timecards. Seven are clean and approved in one click. One person forgot to punch out, and that is the only card she has to look at.
Sep 15 · Three days before pay day
Period, hours, review, approve, pay. The approved hours flow straight in. CPP, EI and income tax are worked out on the CRA's own formulas, for every employee, in one click. Maria checks the register, not a calculator.
| Employee | Gross | CPP | EI | Tax | Net |
|---|---|---|---|---|---|
| Jessica Moore ADJUSTED | 4,090.00 | 235.35 | 67.08 | 698.75 | 3,088.82 |
| Daniel Ortiz | 3,672.00 | 210.48 | 60.22 | 602.15 | 2,799.15 |
| + 6 more employees | |||||
| Total, 8 employees | 28,460.00 | 1,560.00 | 467.00 | 4,100.00 | 22,333.00 |
Sep 16 · Two days before pay day
Dr. Brooks asked for a $250 bonus for Jessica. When Maria added it during review, the system asked her why. David, who has approval rights, sees the change and the reason, and approves the run. Only the people you choose can approve payroll.
Adjustment · Jessica Moore
Reason: Approved by Dr. Brooks by email, Sep 15 · added by Maria Lopez
Run approved by David Patel · Sep 16, 11:20 AM · prepared by Maria Lopez
Sep 17 · The day before pay day
One click makes a PDF paystub for each person and emails it to them. No accounts for staff to set up, no passwords to reset, no "can you resend mine?"
What Jessica gets
Bloom Dental Studio
Pay date Sep 18, 2026
Jessica Moore · Aug 31 to Sep 13
Year to date shown on every stub
What your team sees
Pay run · Sep 18, 2026
Sep 18 · Pay day
If you also keep Bloom Dental's books, the approved run posts its journal entry straight into them. Wages, the employer's share, what is owed to the CRA and net pay, each to the right account. Nobody keys in a payroll entry again.
| Account | Debit | Credit |
|---|---|---|
| Wages and salaries | 28,460.00 | |
| Employer CPP and EI | 2,213.80 | |
| Source deductions payable | 8,340.80 | |
| Net pay clearing | 22,333.00 | |
| Balanced | 30,673.80 | 30,673.80 |
Oct 9 · Six days before it is due
September had two pay runs. The source deductions from both are added up for the month, with the due date set by Bloom Dental's remitter type. Maria prints the PD7A, the clinic pays, and she marks it remitted. The payroll card on the Work board moves with it.
On the Work board
BLOOM DENTAL STUDIO
DUE Oct 15, 2026
October's card is already waiting.
Every Monday · Every employer
Bloom Dental is one of 45. The payroll hub shows the next pay date for each, which runs are waiting for approval, whose hours are not in yet, and what is due to the CRA. A late remittance shows in red before anyone has to ask.
Next pay date
Oct 2
On payroll
312
Runs waiting
3
Remittance due
$214,380
February · T4 season
Every run of the year is already in. Maria generates the slips, and a reconciliation checks them against what was remitted before anything goes out. Then she files the XML with the CRA and emails each employee their T4. Before, this was a week. Now it is an afternoon.
Generated
9 slips
Reconciled
$0.00 difference
Filed
XML to the CRA
Emailed
to every employee
Sep 30 · Month ends
Northgate runs payroll in its own software. Your job is to make sure the source deductions reach the CRA on time. Because Northgate is set up as a monthly payroll client, every month already has its card, due on the 15th, with Maria as the owner.
NORTHGATE LANDSCAPING INC.
PERIOD Sep 30, 2026
DUE Oct 15, 2026
Oct 5 · 10 days before it is due
Ten days before the due date, Mike gets a text and an email asking for September's payroll summary, with a link to upload it. If it has not come by three days before, he gets one more. Your firm picks how often, once, for every payroll client.
What Mike sees
September payroll remittance
From your accounting team
Hi Mike, your September source deductions are due to the CRA on October 15. Please send us:
What your firm set once
Payroll reminders
Oct 6 · The next morning
Mike exports the report from his payroll software and uploads it. It lands on Northgate's file next to September's card, and Maria gets a notice. Nobody digs through an inbox.
New client document
Northgate Landscaping Inc. sent Payroll_Summary_Sep2026.pdf
Oct 6, 8:14 AM · to Maria Lopez
Northgate Landscaping › Payroll › 2026
PDFPayroll_Summary_Sep2026.pdf · new
PDFPayroll_Summary_Aug2026.pdf
PDFPayroll_Summary_Jul2026.pdf
Oct 7 · Eight days before it is due
The total looks high against August. Maria asks about it right on the filing, where David can see it too. It turns out Northgate hired two seasonal crew. Question answered, amount confirmed, all on record.
Maria Lopez to Mike Doyle · Oct 7, 9:02 AM
Mike Doyle · Oct 7, 10:40 AM
David Patel · Oct 7, 11:05 AM
Oct 8 · Seven days early
The payment goes through and Maria marks the card done. The date is stamped, the reminders stop, and October's card is already on her list. Every step is on record, with who did it and when.
Already on Maria's list
NORTHGATE LANDSCAPING INC.
DUE Nov 15, 2026
All year · Same client
Northgate also has WSIB every quarter, Employer Health Tax once a year and its T4 summary. Each one has its own card, due date and reminders, created when you ticked the box on the client. One client, one place, every payroll deadline.
One Pay Cycle, Added Up
1
timecard needed a look
0
deductions worked out by hand
0
journal entries keyed in
6
days early on the remittance
Now Times 45
Every remittance for every employer, with due dates set by each one's remitter type.
Decide who can prepare, who can approve and who can see payroll at all.
Adjustments, reversals and amendments are kept, with who made them and why.
The next person sees exactly where each employer stands and picks it up.
Watch the walkthrough, or see the payroll module up close.