For Australian SMEs running Tanda

Tanda Integration and Automation (Stop Re-Keying Hours, Start Syncing)

Plenty of Australian businesses run Tanda for rosters, time and attendance and award-based timesheets, then spend hours every week copying the same hours, staff details and leave into payroll, accounting, invoicing and spreadsheets. Tanda is doing its job. The problem is everything that has to be typed twice around it, and the quiet errors that creep in when a tired manager re-keys a timesheet total on a Friday afternoon.

We build the two-way connection between Tanda and the other tools your team already uses, then automate the workflows around it, so a new hire, an approved timesheet, a leave request or a finished shift flows through once and lands everywhere it needs to. Records stay in sync, the admin disappears, and nothing falls through the cracks.

Book a Tanda Automation Call (03) 9003 0111

Realistic ROI

4 to 10 hours per week

Admin time returned

Less double entry between Tanda and your other systems

Fewer errors

Hours entered once, not twice

Mistyped timesheets and mismatched staff records largely disappear

Near real time

Records stay in sync

A new hire, an approved timesheet or a leave request flows through automatically

2 to 6 weeks

From kickoff to live

Phased: map first, build in a sandbox, then cut over

Why Automate Around Tanda With Yes AI

Tanda already does the hard part, reading your award and turning clocked shifts into costed timesheets. These four things decide whether that clean data flows into the rest of your stack on its own, or gets re-typed by a manager on a Friday afternoon.

Two-way sync, not a one-off export

Tanda holds your employees, teams, published rosters, leave and award interpreted timesheets. A one time export pushes those into payroll once and then drifts the moment a start date or a pay rate changes in Xero, MYOB or KeyPay. We connect Tanda both ways, so an approved timesheet flows out to payroll while an updated pay rate or bank detail flows back in. You reconcile one employee record instead of three.

Tuned to how you roster and pay

Tanda's award interpretation is the reason you run it, and no two businesses apply their award, allowances and cost centres the same way. A generic connector flattens all of that into a lowest common denominator. We map your real setup first, how you build and publish rosters, how Tanda costs a shift against the award, how your locations and departments are structured, and how those hours need to land in payroll and, for labour billing businesses, in invoicing. The build fits that, not a template.

Secure, compliant and Australian based

Tanda is an Australian built platform out of Brisbane, and your staff and pay data should stay handled to an Australian standard. We connect through Tanda's authenticated API on a dedicated service account with least privilege access, document every field that moves in plain English, and leave your award interpretation and Fair Work logic inside Tanda where it belongs. The work is run by Australian based consultants and the handling of personal information aligns with the Australian Privacy Principles.

We own the whole build

You get one team for the discovery, the field mapping, the build against a Tanda sandbox, the testing and the ongoing support, not a marketplace connector you are left to wire up and babysit. When a new venue opens, an award updates, you switch payroll systems or Tanda changes an endpoint, it is one phone call and usually a configuration change rather than a rebuild.

What the Tanda Integration and Automation Handles

Six things we build on top of your Tanda account so award interpreted hours, rosters and staff records reach the rest of your stack without a manager copying them across.

Sync

Two-way record sync

Employees, teams, published rosters, approved and award costed timesheets, leave and cost centres sync both ways between Tanda and your payroll, accounting, HR and job systems. Approve a timesheet in Tanda once and it reaches payroll, update a pay rate or an employee detail in payroll and it flows back, so both sides always agree.

Enter once

No more double entry

An approved Tanda timesheet lands in payroll with the penalty rates, overtime and allowances already interpreted, a new starter created in Tanda appears in your payroll and HR records, and for care, cleaning, security and labour hire businesses the worked hours flow into invoicing. Your managers stop keying the same shift into two screens at the end of the week.

Auto-send

Automated reminders and approvals

Shift reminders, timesheet approval nudges, roster publish alerts and pay run reminders fire on the Tanda events you choose. A manager is nudged the moment a timesheet is waiting to be approved, staff get their roster the moment it is published, and the pay run owner is prompted before cut off, without anyone remembering to chase it.

Live view

Dashboards from live data

Wage cost against sales, hours by location and department, overtime, and rostered against actual hours pulled from Tanda into a dashboard that refreshes on its own. Because Tanda already tracks labour cost as a share of sales, the owners and venue managers get those numbers ready before the meeting rather than rebuilt in a spreadsheet.

Flagged

Exception alerts

When something will not reconcile, an unapproved timesheet, a shift clocked with no matching roster, a staff member in Tanda who is missing from payroll, or a possible award or break rule breach, it is flagged for a quick human decision rather than failing silently. Problems surface before the pay run, not after a payslip is queried.

On schedule

Scheduled jobs

Weekly timesheet exports to payroll, pay run preparation, labour cost reports and roster rollovers run to a schedule in the background on AEST time. The routine work happens on time whether or not anyone remembers, so nothing waits on a person being at their desk.

Everyday Tanda Jobs We Automate for Australian SMEs

Task	Traditional	With Yes AI	Notes
Approved timesheets need to reach payroll	Someone re-keys or reformats hours into the payroll system	Approved hours flow into payroll with award rates applied	Links Tanda to Xero, MYOB, QuickBooks, KeyPay or Employment Hero Payroll. Fewer pay errors.
New employee starts	Entered separately in HR, Tanda and payroll	Created once and synced across all three	Onboarding details, pay rate and roles stay consistent everywhere.
Leave request approved	Updated in one place, stale in the roster and payroll	Leave updates the roster and payroll at once	Managers and staff see the same real availability.
Labour billed to clients (care, cleaning, security)	Hours re-typed from Tanda into invoices by hand	Worked hours flow into invoices automatically	Two-way link to your accounting or job system. Nothing billable is missed.
Wage cost versus sales reporting	Export Tanda and POS, reconcile in a spreadsheet	Live dashboard of wage cost against revenue	Pulls Tanda hours and your POS or accounting sales together.
Weekly pay run preparation	Chase approvals, export, reformat, re-import	Approvals nudged and the export runs on schedule	The pay run is ready on time with exceptions flagged.

The Honest Realities of Integrating Tanda, and How We Handle Them

API rate limits and sync windows

Tanda's API, and every system we connect it to, caps how many calls it will accept in a window. We pace and batch the sync and retry politely, so it runs inside those limits even on a busy pay day when hundreds of timesheets finalise at once, without hammering either side or dropping a shift.

Field mapping and data hygiene come first

An integration only reflects the data beneath it. Before we switch anything on we agree how Tanda employees, teams, locations, cost centres, allowances and pay conditions match the equivalent records in your payroll and accounting, and we clean up duplicate or mismatched staff first. Mapping a Tanda award allowance to the wrong payroll pay item quietly pays people incorrectly, so we get it right on paper before it ever runs.

One source of truth to avoid sync loops

When two systems both believe they own a field, they overwrite each other in a loop. We agree the owner of each record at the start. Tanda owns the roster, the worked hours and the award interpretation, your payroll system owns the final pay rate, tax and bank details, and your HR system owns onboarding. The sync then reinforces one truth rather than pushing a value back and forth.

Fair Work, award interpretation and the Privacy Act

Staff hours and pay are personal information, and Tanda's award interpretation is what decides who is owed what. We deliberately leave that award and Fair Work logic inside Tanda rather than rebuilding it downstream, document exactly which fields sync, keep personal data on secure authenticated connections you control, set sensible retention, and align with the Australian Privacy Principles. The work stays Australian based.

Sandbox testing and a parallel run before cutover

We build and test against a Tanda sandbox or a safe copy first, then run the new automation alongside your existing export for a pay cycle or two. You confirm the hours, allowances and pay agree to the cent before we cut over, so go live is a quiet non event rather than a leap of faith on real wages.

Change management and staff training

The cleanest integration fails if managers keep exporting by hand out of habit. We write every automated rule down in plain English, train the people who build rosters and approve timesheets in Tanda, and hand over something your team understands and controls, not a black box quietly moving people's pay around.

How Yes AI Delivers It

Discovery and integration map

We sit with your team and map how hours, rosters and staff move today, where they get re-keyed, where errors creep in, and which systems need to talk. You get a prioritised plan and a fixed-scope spec before any build begins.

Build and connect

We build the two-way integration between Tanda and your payroll, HR, accounting and job tools and automate the workflows around it, timesheet exports, sync, reminders, reporting and scheduled jobs, tested against a sandbox or safe copy first.

Test and parallel run

We run the new automation alongside your current process for a pay cycle or two on real data, reconcile the two, and tune the mapping and rules against real behaviour. Edge cases surface and get handled before anything goes live.

Go live and support

We cut over, monitor the integration, and handle change as your business grows, a new location, a new award or a new tool. Most adjustments are a config change, and your team keeps full visibility of every rule.

Our 5-Step Tanda Rollout

Most Tanda builds go live in 2 to 6 weeks, sequenced so a clean field map and a parallel run against real wages always come before we touch your live pay run.

Discovery and mapping (week 1)

We map how hours, rosters and staff move today, where a manager re-keys a Tanda timesheet, and which payroll, accounting or job systems it needs to talk to. We agree which system owns each record and document every Tanda field, from cost centres to award allowances, that has to sync. You leave with a prioritised plan and a fixed-scope spec.

Design (week 1 to 2)

We design the integration and the workflows around Tanda: the two-way sync rules, the timesheet approval and roster reminders, the wage cost dashboards, the exception alerts and the scheduled exports. Every rule is confirmed with you before a line of it is built.

Build in a sandbox (weeks 2 to 4)

We build and connect everything against a Tanda sandbox or a safe copy of your data, so nothing touches your live roster or pay run until it is proven. Award interpreted rates, allowances and pay categories are mapped correctly from the first shift.

Test and parallel run (week 4 to 5)

We run the new automation next to your current export for a pay cycle or two on real data, reconcile the two to the cent, and tune the mapping and rules against how your team actually rosters and approves. You sign off before we cut over.

Go live and monitor

We cut over, watch the first live pay runs closely, and handle change as your business grows, a new venue, an award update or a switch of payroll system. Most later adjustments are a config change, and your team keeps full visibility of every rule.

FAQ

Does Yes AI work with Tanda?

Yes. We build integrations and automation around Tanda for Australian small and medium businesses, whether you use Tanda for time and attendance, rostering, timesheets, award interpretation or all of it. We connect it to the other tools you already use and automate the admin around it. At discovery we confirm exactly how you run Tanda and what you want connected.

What can be automated around Tanda?

The repetitive movement of hours, rosters and staff: pushing approved timesheets into payroll with award rates applied, syncing new hires and pay rates across HR, Tanda and payroll, flowing worked hours into invoicing or job costing, sending shift and approval reminders, pulling live wage-cost and hours data into dashboards, flagging anything that will not reconcile, and running scheduled jobs like weekly exports and roster rollovers. If your team types the same hours into two systems, it is usually a candidate.

How long does it take?

Most projects go live in 2 to 6 weeks. The exact timeline depends on how many systems you are connecting and how clean the underlying data is. We phase it deliberately: map and design first, build against a sandbox, run in parallel with your current process for a pay cycle or two, then cut over. A single, well-scoped integration is at the fast end; a broader multi-system build sits toward the longer end.

Is our data safe, and what about Fair Work and the Privacy Act?

Your staff and pay data moves over standard secure connections on dedicated service accounts, and we build and test against a sandbox or a safe copy before touching your live roster or pay run. We leave your award interpretation and Fair Work logic where it belongs, document which fields sync, set sensible retention, and align the handling of personal information with the Australian Privacy Principles. The engagement is run by Australian based consultants.

What does it cost?

We scope every project up front so you know the number before we start. Strategy and build engagements begin at $1,000 for a focused piece of work (BASIC), $3,000 for a standard multi-step build (STANDARD) and $10,000 for a broader strategic engagement (STRATEGIC). After a short discovery we give you a fixed-scope spec and price for your specific integration, rather than an open-ended hourly bill.

Do we need in-house IT?

No. We own the whole build, the discovery, the field mapping, the connection, the testing and the support. You do not need a developer or an IT team on your side. We just need someone who knows how you roster, approve and pay, plus access to the systems we are connecting, and we handle the technical work and hand over something your staff can use and understand.

What if we also use Xero or MYOB?

That is common, and it is fine. Most Australian businesses running Tanda also run Xero, MYOB, QuickBooks, KeyPay or Employment Hero Payroll for the pay run and the books. We connect Tanda to whichever payroll and accounting systems you use, or automate around all of them together, so hours and staff records stay consistent wherever they live. At discovery we map which system owns what so nothing conflicts.

Stop Re-Keying Hours Around Tanda

Book a 30-minute call. We will map where your managers are typing the same hours twice, show you what a connected, automated Tanda looks like, and give you a prioritised plan and a fixed-scope quote.