Streamlining Payroll and Employee Onboarding with XonBoard
- demi243
- Aug 1
- 5 min read
When it comes to managing payroll and employee onboarding, most bookkeepers will agree on one thing: it’s often the least efficient part of the job. Endless forms, missing details, and manual data entry don’t just waste time , they create risk.
That’s why I was so excited to sit down with Riley James, founder of XonBoard, a software solution that simplifies and automates the entire onboarding process for new employees. Designed to work seamlessly with Xero, XonBoard fills a major gap in the payroll workflow — and it’s something every bookkeeper should know about.
From Xero to XonBoard
Riley’s background is rooted in innovation. Having worked at Xero during its early years, he was part of the ecosystem team that connected small business apps to the platform. That experience shaped his view of what technology could do for bookkeepers and accountants — helping them move from “doing the admin” to truly adding value to small businesses.
That same philosophy drives XonBoard. The software focuses specifically on employee onboarding, solving a key issue Xero users have faced for years — the manual, error-prone process of getting employee data into payroll.In Riley’s words, “There’s no way to get an employee into Xero without manually collecting their details and typing them all in. That’s inefficient, and it’s risky.”
XonBoard changes that by replacing those manual steps with a streamlined, secure digital process that saves time, prevents errors, and protects sensitive data.
What Makes XonBoard Different
If you’ve ever onboarded a new employee manually, you know the drill: tax file declarations, superannuation forms, banking details, and personal information sent back and forth by email. It’s messy, insecure, and slow.
XonBoard automates it all.
Here’s how it works:
You enter the employee’s email address into XonBoard.
The system automatically sends them a secure invitation to enter their personal, tax, and super details.
Once complete, all data is validated and sent straight into Xero — no double entry, no mistakes.
XonBoard even connects directly with the Australian Tax Office (ATO) to handle tax file declarations and superannuation lookups.If an employee already has a super fund, it finds it. If not, it helps them set one up.It’s designed with both bookkeepers and employers in mind — intuitive, compliant, and fast.
Efficiency Equals Profit
One of the main takeaways from my conversation with Riley was how efficiency translates into profitability.Bookkeepers often underestimate the cost of inefficiency in payroll. Every minute spent chasing clients for missing information or correcting errors eats into profit margins. As I often tell my students, “You can’t scale chaos.”
By automating onboarding, XonBoard not only reduces keystrokes but also improves accuracy and turnaround time — two things that make a huge difference to your bottom line.
Riley put it perfectly: “Some employees send you everything right away, while others need ten reminders. XonBoard automates that, so you can charge confidently for payroll services knowing your time input is fixed.”
For bookkeepers looking to productise their payroll services, this is a game changer. You can now offer fixed-fee payroll packages — whether it’s full-service management or support-only — with the confidence that your time won’t blow out.
Reducing Risk, Enhancing Experience
Security is another area where XonBoard shines.Sensitive details like tax file numbers and bank accounts should never live in email inboxes. Yet, this is still common practice in many small businesses. XonBoard eliminates that risk completely by keeping all data encrypted and transmitted securely.
This doesn’t just protect you — it elevates your professionalism in the eyes of your clients.
It also enhances the employee experience. Onboarding becomes smooth, digital, and organised. Employees simply follow a link, complete their details, and the system takes care of the rest. No confusion, no paper forms, and no back-and-forth emails.
As a bookkeeper, that means fewer follow-ups, faster setups, and happier clients — all while staying fully compliant.
Why It Matters for Strategic Bookkeepers
Inside my own Strategic Bookkeeper Transformation Program, I talk often about the five big keys to building a profitable practice: Team, Education, Assets, Implementation, and Support.
Technology like XonBoard fits squarely into the Assets and Implementation categories. It’s a tool that saves time, reduces human error, and helps you deliver a better client experience — all while increasing your capacity to scale.
As bookkeepers, we’re no longer just compliance officers. We’re strategic partners helping business owners grow and thrive. Tools like XonBoard allow us to step into that role confidently, backed by systems that support consistency and professionalism.
Efficiency isn’t about doing less — it’s about doing better. And when you remove friction from your workflow, you create the space to focus on advisory, client care, and profit growth.
The Future of Payroll
What I loved most about my chat with Riley was his vision for the future of bookkeeping. He doesn’t see technology as a replacement for humans — he sees it as an enabler.
Bookkeepers are at their best when they’re guiding clients, solving problems, and building relationships. Software like XonBoard handles the repetitive work so we can stay focused on what matters.
It’s a great example of human intelligence meeting smart automation — a theme I’m passionate about. As I often say, AI won’t fix everything, but HI (human intelligence) will.
For bookkeepers looking to stay ahead, embracing tools like XonBoard isn’t optional anymore. It’s the difference between staying stuck in admin and moving into the role of trusted advisor.
Final Thoughts
If you’re managing payroll or supporting clients with staff onboarding, take a close look at XonBoard. It’s intuitive, efficient, and designed with bookkeepers in mind.
Riley and his team have created something that not only saves time but genuinely makes bookkeeping practices more profitable and professional.
Whether you serve small startups or scaling businesses, efficiency is the foundation of success. And with the right systems in place, you can spend less time on data entry and more time doing what you love — helping clients grow, and building a practice that gives you freedom and fulfillment.
With love and strategy,
Jeannie Savage
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