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How to integrate leaves From Roubler to SimplePay

Updated

Audience

This guide is for payroll administrators and payroll managers who use Roubler integrated with SimplePay and need to know exactly how to push leave from Roubler into SimplePay each pay run.

Description

For SimplePay middleware integrations:

  • Employees and managers request and approve leave in Roubler.
  • SimplePay is the source of truth for leave rules and balances.
  • Leave does not integrate at approval.

  • Leave only integrates when you add the leave timesheet to a pay run in SimplePay via Roubler.

Once in the pay run, SimplePay calculates the entitlements and updated balances, then sends those balances back to Roubler.

Steps – How to integrate leave from Roubler to SimplePay

1. Confirm your integration and mappings

Before running payroll:

  1. Confirm the company is configured as SimplePay middleware, not direct KeyPay or PaySpace.

  2. In Roubler, check Leave Types → Service type mappings:

    • Each Roubler leave type that should flow to payroll must be mapped to the correct SimplePay service type.

  3. Treat SimplePay as the owner of:
    • Accrual rules, caps and forfeiture.

    • Manual balance adjustments.

2. Ensure leave is approved in Roubler

  1. In Roubler, go to Leave or the employee’s Leave & Availability.
  2. Check that all leave you expect to see in the upcoming pay run is Approved (not Pending or Declined).

  3. Confirm that each Approved request has a leave timesheet for the correct dates. 

Approved leave that has not yet been sent to a pay run will appear under Used on the Leave & Availability page. 
 


 

 

3. Add leave timesheets to the Pay run

This is the key step that triggers integration.

  1. Create or open the pay run for the period.
  2. In Roubler’s Timesheets view for that period:

    • Authorize the Timesheets:

      Timesheet status dot will now turn to Yelow:


       

    • Commit the timesheets to Payroll

      Timesheet status dot will now turn to Orange:

       

    • Add the timesheets to a pay run
       

  • The timesheet status dot will now turn to black with a white tick

     

Once a leave timesheet is added to a pay run, middleware marks it for SimplePay leave integration.

4. Wait for integration and verify in SimplePay

  1. After adding leave to the pay run, allow 15–30 minutes (up to ~60 minutes in busy periods) for middleware to send it to SimplePay.

  2. In SimplePay:
    • Open the Employees relevant pay slip.
    • Confirm the leave appears for each employee with the correct dates, type and units.

If needed, you can then finalise the pay run in SimplePay as usual.

5. Let balances sync back to Roubler

After the pay run is finalised:

  1. SimplePay recalculates Accrued and Remaining balances based on accrual rules and leave taken.

  2. Middleware sends updated balances back to Roubler, where they show under Accrued / Used / Remaining/available on Leave & Availability.

You should treat SimplePay reports as the definitive record and use Roubler’s view for per-employee checks.

Troubleshooting

1. “Approved leave in Roubler is not in the SimplePay pay run.”

Checklist:

  1. In Roubler:
    • Confirm the leave request is Approved.
    • Confirm a leave timesheet exists and is added to the pay run.
  2. In SimplePay:
    • Confirm the employee is included in that company/pay run.
    • Confirm the leave dates fall inside the pay period.
  3. Timing:
    • Wait 15–30 minutes (up to ~60) after adding to the pay run.

If still missing after that, check Roubler Integration Update emails and EST Monitor Logs for Leave-module failures (mapping issues, entitlement conflicts, overlapping leave, weekend rules).

2. “Balances in Roubler don’t match SimplePay.”

Because SimplePay owns balances, discrepancies usually mean sync timing or filters:

  1. In Roubler:

    • Check the As at date and whether “Leave balance as at last pay run” (or equivalent) is affecting the view.

    • Confirm relevant pay runs have been processed and that leave has moved out of Used.
  2. In SimplePay:
    • Confirm accruals and leave taken are correct in the pay engine.

If there is still a genuine mismatch, treat SimplePay’s balance reports as definitive, and escalate with side-by-side screenshots and employee IDs (see Who to contact).

3. “SimplePay is rejecting some leave records.”

Common causes (from integration logs and tickets) include:

  • No entitlement or insufficient balance for the date type.
  • Leave being sent for non-working days (e.g. Saturday/Sunday when those aren’t standard days in SimplePay).

  • Mis-matched standard hours (e.g. 8.8 hours per day in Roubler vs 8.0 in SimplePay).

Actions:

  1. Review the Integration Update email / Monitor Log reason for each failure.

  2. Correct the underlying issue in SimplePay (standard hours, entitlement, working days) and, if necessary, in Roubler (default standard hours, leave rules).

  3. If leaves for a period were not integrated due to a historic issue, you may need a one-off re-sync coordinated by your integration owner/vendor.

4. “SimplePay integration seems slow or stops unexpectedly.”

If integrations are consistently late or failing:

  • Check for access-token or connection errors in EST Monitor Logs (SimplePay company disconnected, token expired).

  • Confirm with your integration owner that middleware jobs are running and not timing out due to a very large backlog of companies or records.

Who to contact for help

Internal payroll / HR / finance team

Use your internal payroll or HR/finance team to decide:

  • Entitlement rules and corrections in SimplePay.
  • How to handle back-dated changes, negative balances, or manual adjustments.

  • Whether a discrepancy is a policy issue vs a technical one.

Internal Roubler/system administrator or integration owner

Contact your internal Roubler or integration owner for:

  • Mapping/configuration issues (Roubler leave types ↔ SimplePay service types; working days and standard hours).

  • Access/permission problems in Roubler’s Leave and Timesheets screens.

  • Reviewing Roubler Integration Update emails and Monitor Logs and coordinating any re-syncs with the middleware partner.

External escalation (via your internal owners)

Authorised admins should escalate to Roubler/MYOB Support or SimplePay/EST only after:

  • Local configuration has been checked, and

  • Integration logs show persistent or unclear failures you cannot resolve.

When raising a ticket (internally or externally), include:

  • Confirmation you are using SimplePay middleware.
  • Example employees, leave types and dates.
  • Screenshots from:
    • Roubler Leave & Availability and Timesheets.
    • The relevant SimplePay pay run/leave record.
    • Any Integration Update emails / Monitor Logs showing errors.