Audience
Payroll administrators and payroll managers who use Roubler as the calculation/export engine and complete payroll in SimplePay, Talenox, or Payspace.
Description
This guide explains how to create a new pay run in Roubler, add the relevant timesheets, and then export/import the results into SimplePay, Talenox, or Payspace so you can complete tax, statutory submissions, and payments in your payroll system of record.
Steps
1. Before you start – confirm setup and data
- Confirm payroll pattern
Your Roubler account should be configured for export to SimplePay, Talenox, or Payspace (external payroll pattern).
- Check permissions
- Your permission group should include (where used):
- Authorize Timesheets for Payroll – to sign off timesheets as ready for payroll.
Payroll Management – to create/commit pay runs and generate exports.
- Your permission group should include (where used):
- Make sure upstream data is ready
Timesheets: All relevant timesheets for the period are Completed → Approved → Authorised/Committed → Payrolled per your process, with no unresolved exceptions (missing clocks, wrong times, unassociated shifts).
Leave: Leave to be paid this period is Approved and appears as leave timesheets/entries for the period.
Expenses (if used): Expense claims for the period are Approved and mapped to valid pay items in payroll.
2. Create a new pay run in Roubler
- In Roubler web, go to the Payroll page.
Click the green Plus sign to add a new pay run.
- Enter the core details, such as:
- Name
- Description
- Pay run Template - Payroll Frequency
- If Pay conditions should associate timesheets prior to the pay run period - Affecting the Pay conditions and overtime calculations
- Save to create the new pay run shell.
This pay run will hold the hours and earnings that you later export to SimplePay/Talenox/Payspace.
3. Add timesheets (and leave/expenses) to the pay run
- Go to Time & Attendance / Timesheets.
Filter to the correct date range, location, and status (e.g. Authorised/Committed) for the pay period.
- Select the timesheets you want to pay (you can bulk-select by page).
- Use Add to pay run / Bulk actions → Add to pay run.
In the popup, choose the new pay run you just created, then confirm to add all selected timesheets.
Once added, those timesheets should show as Payrolled in the Timesheets screen, and the pay run will display the employees, hours and earnings calculated by Roubler’s pay rules.
4. Review and finalise the pay run in Roubler
- Open the pay run you created.
- Review:
- Employee list – all expected staff are present.
Hours and earnings – ordinary vs overtime, penalties, allowances, and leave are correct per your policies.
- Make any required corrections by fixing the underlying timesheets/leave/expenses, then re-adding or refreshing data into the pay run.
When satisfied, finalise/complete the pay run in Roubler so it’s ready for export to your external payroll system.
5. Export from Roubler
- Export from Roubler
From the Finalized pay run, export the pay-run summary or Pay run details in the format your business uses for SimplePay (for example, a CSV capturing earnings, tax, contributions, etc.).
Pay run Summary:
- Summarizes the Pay run details totaling Quantity and cost per Employee and per Pay type
Pay Run details for each item in the pay run including the:
- Timesheet's location,
- Start and end Date and time,
- Pay type
- Quantity
- Rate
- Cost
Troubleshooting
Use this section when something goes wrong while creating or using a new pay run for SimplePay, Talenox, or Payspace.
Employees or hours missing from the Roubler pay run / export
- Checks in Roubler:
Timesheets are Authorised/Committed/Payrolled for the correct period and pay group.
Pay conditions/pay rules can assign valid pay types to those hours (invalid rules can exclude hours from export).
- Action:
Fix the timesheets or pay-condition configuration, then re-export or re-run the pay run and export again.
Employee in Roubler but not in SimplePay/Talenox/Payspace after import
- Possible causes:
Employee not included in that entity / company / pay period in the external payroll system.
Mapping issues (for example, employee profile not properly linked between systems, or integration sync errors).
- Action:
- Confirm the employee is active and part of that pay run/company in the external system.
Ask your internal Roubler/system admin to check employee mappings and, if needed, have Roubler Support correct and re-sync them.
Exported totals don’t match what SimplePay or Payspace show after upload
- Checks:
- You exported from the correct pay run and period in Roubler.
- No manual edits changed totals in SimplePay/Payspace after upload.
Mapping from Roubler earnings/allowances/deductions to each external payroll code is correct.
- Action:
- Do a spot check on a single employee – compare their Roubler pay-run details vs SimplePay/Payspace after import.
Fix mapping or apply manual corrections in the external payroll according to your internal policy.
Leave approved in Roubler but not showing in SimplePay or Payspace
- SimplePay (middleware):
Leave integrates when it is added to a SimplePay pay run, not at the moment of approval in Roubler.
Expect leave to appear in SimplePay within 15–30 minutes (allow up to ~60 minutes in busy periods).
- Payspace (middleware):
Payspace is the source of truth for leave; ensure leave is recorded correctly in Payspace and that integration jobs are running without token errors.
- Action:
- Confirm leave has been added to the relevant pay run (SimplePay) or exists in Payspace.
Check integration logs/notifications internally; escalate if failures persist.
Approved expenses not appearing in the pay run or external payroll
- Possible causes:
- Expense date is outside the pay period.
- Employee not included in that pay run.
Expense type not mapped to a valid pay item in the payroll engine.
- Action:
- Confirm status = Approved in Roubler and date within period.
Ask Payroll/Account Admin to validate expense-type mapping and re-import into the pay run or correct via payroll adjustments.
0 pay entries or pay-run errors for specific employees
- Possible causes:
- Missing or incorrect pay rule set / pay condition for the employee.
Incomplete mandatory details in the payroll engine (e.g. bank details, address, or classification).
- Action:
- Check the employee’s pay-rule / pay-condition assignment and complete any missing payroll details.
- Re-create or refresh the pay run, then re-export to the external engine.
Who to contact for help
If you still need assistance after following this guide:
- Internal Payroll / HR / Finance team
- Questions about entitlements, pay rules, overtime, and corrections/back pay.
Deciding how to reconcile differences between Roubler and SimplePay/Talenox/Payspace.
- Internal Roubler / System Administrator or IT
- Issues with employee mappings, permissions, locations, pay groups, pay conditions, or export formats.
Integration/mapping questions for SimplePay, Talenox, or Payspace.
- Payroll engine vendors (SimplePay, Talenox, Payspace)
Errors or questions inside their UI (tax rules, statutory submissions, bank files, or journal exports).
- Roubler / MYOB Support (via your authorised internal contacts)
When pay-run data or exports from Roubler do not behave as documented (missing/duplicated employees, failed exports, unexplained integration errors).
When escalating internally or to Roubler Support, include: company and region, payroll pattern (SimplePay/Talenox/Payspace), pay period and pay-run ID, example employees, screenshots from Roubler (timesheets/pay run) and from the external payroll after import. This makes it much easier to identify whether the issue lies in Roubler, the export file, or the external payroll system.