MYOB Acumatica Employee Onboarding: From Invitation to First Pay Run

A new starter’s first week generates more paperwork than most whole months. Tax file number (TFN) declaration, super choice, bank details, signed policies, the Fair Work Information Statement, and someone in payroll retyping all of it before the first pay run. It’s a big part of why MYOB’s 2025 Mid-Market Survey found 36% of Australian mid-sized businesses looking to upgrade their ERP, with 48% naming operational efficiency as the main driver. New starter admin is exactly the kind of repeating process that either runs itself or eats hours.

MYOB Acumatica ships onboarding tools that move most of this into one flow: the business sends an invitation, the employee fills in their own details, and payroll receives them without rekeying. Here’s how it works, and which compliance steps still belong to you.

What MYOB Acumatica employee onboarding covers

The workflow starts with an onboarding invitation. Whoever does the hiring enters the new starter’s name and contact details, then sets their location, position, permission group and manager, their start date, and their pay, either from a pay level or a manually entered salary or rate. You can flag a probation end date to track, attach an agreement to prefill employment details, add a personal welcome message, and even include a one-off custom document for that person. The invitation goes out by email or SMS.

Cost is the question everyone asks first, and the answer is unusually good. Per the implementation guide, Employee Onboarding is available to MYOB Acumatica Payroll customers at no additional subscription cost, provided you’re on Payroll version 2022.1.2 or later and not already running the full Workforce Management product. If you do run full Workforce Management, onboarding is part of that package anyway.

What your new employee sees

The new starter clicks the link, creates an account and accepts the privacy policy. They land on a Job Details screen showing their start date, pay rate and manager, then work through the form entering their own personal, bank, tax and superannuation details. MYOB’s onboarding feature page lists the compliance details captured, including TFN and Medicare levy declarations.

The difference from the folder-of-PDFs approach is who does the typing. The employee enters their own BSB once, correctly, instead of writing it on a form for someone else to misread.

How the details land in payroll

Once the payroll integration is set up, employees created through onboarding are matched with employee records in MYOB Acumatica Payroll automatically. The Pay Distribution tab picks up the bank account details the employee entered, and for Australian companies the Taxation tab is populated from their TFN declaration. Employee profiles let you apply the right payroll settings for the role at invitation time rather than fixing them later.

The first pay run is where onboarding shortcuts surface. When the TFN declaration and bank details come through the employee’s own form and payroll just checks them instead of retyping them, day one paperwork stops being the reason pay week runs late.

Josh Craig, Director, Auboros

From there the same platform runs the rest of the employment lifecycle. Our guides to timesheets and workforce management and leave management cover what happens after week one.

The compliance steps onboarding doesn’t do for you

Software collects the forms. It doesn’t discharge your obligations, and three of them are worth pinning to the wall:

• The Fair Work Information Statement. Every new employee must receive the Fair Work Information Statement before they start or as soon as possible afterwards, and casuals must also get the Casual Employment Information Statement. A document template in your onboarding flow is a tidy way to deliver it, but the obligation sits with you.
• The super choice form. Eligible new employees need a superannuation standard choice form within 28 days of starting.
• Stapled super fund checks. If a new employee doesn’t choose a fund, you must request their stapled super fund details from the ATO before paying contributions anywhere else.

Getting super details right at onboarding matters more now that Payday Super is live. Our Payday Super checklist covers what to verify in payroll itself.

Documents, probation and keeping track

Beyond the initial form, the document tools let you distribute, sign and manage employee documentation, and templates can be sent to groups of employees by location and position, useful when a policy update needs to reach every store manager but not the warehouse. Probation dates set at invitation can be tracked through to their end date. And the Employees screen shows exactly where each new starter is up to, with filters for people who’ve been invited but haven’t started the form and people partway through, plus a resend option for the invitation that vanished into a spam folder.

If you’re weighing up the platform more broadly, our MYOB Acumatica services page covers how we scope implementations, including payroll and workforce management.

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Setting up MYOB Acumatica onboarding in Queensland?

We implement MYOB Acumatica payroll and workforce management for mid-market Australian businesses from our base in Brisbane. If your new starter process is still a folder of PDFs and a prayer, book a free consultation. We’ll look at what you’re running now and tell you whether the built-in onboarding covers it.