Managing Companies

You can add as many companies as you like to a single SimplePay account. You manage them all on the Companies screen, which you open by going to the Profile icon ( ) > Companies. From there, you can add a company, work with a different company, and deactivate, reactivate, delete or transfer a company.

👉 How-To Guides

How to add a company

Adding a company takes three steps: entering the employer details, creating a pay frequency and adding employees.

1. Go to the Profile icon ( ) > Companies > Add Company.

2. Enter the employer details, such as the Trading Name and Physical Address. See the Employer Details help page.

3. Click Save.
4. Create at least one pay frequency. See the Pay Frequencies help page.
5. Add your employees, either one at a time or in bulk from a spreadsheet. See the Add Employees help page.

Adding one employee before importing the rest

If you're adding employees in bulk, add one employee individually first. The import file you download then includes that employee's details, so that you can see the format each column needs. Without an employee on the system, the file has no example entries to follow.

For more on setting up a company, see the Company Setup help page.

How to deactivate a company

Deactivate a company when you no longer process its payroll but still want access to its data. To understand how this differs from deleting, see Deactivating vs deleting a company below.

1. Go to the Profile icon ( ) > Companies.
2. Click the drop-down arrow next to the company's name, and click Deactivate Company.
3. Select a reason from the Reason for deactivating drop-down.
   • If you select "Other", you can add details in the Additional Feedback field.
4. Click Deactivate Company.

How to reactivate a company

Reactivate a deactivated company when you need to process its payroll again. SimplePay starts billing you for it again once it's reactivated.

1. Go to the Profile icon ( ) > Companies.
2. Turn on the View Inactive Companies? toggle at the bottom of the screen.
3. Click the drop-down arrow next to the company's name, and click Reactivate Company.
4. Click Confirm.

View Inactive Companies? toggle

The toggle appears only if your account has at least one deactivated company. If you can't see it, the company may have been deleted. See How to retrieve data from a deleted company below.

How to delete a company

Deleting can't be undone from your account

Deleting removes the company and its data from your account straight away. If you might need the data later, deactivate the company instead.

Transferring rather than deleting

If you process payroll for a client who is moving to another payroll provider or bringing payroll in-house, transfer the company to their SimplePay account instead.

To delete an active company:

1. Go to the Profile icon ( ) > Companies.
2. Click the drop-down arrow next to the company's name, and click Deactivate Company.
3. Select a reason from the Reason for deactivating drop-down.
4. Tick the Delete company immediately? box.
5. Click Deactivate Company.
6. Click Confirm.

To delete a company you've already deactivated:

1. If you're working in the company you want to delete, switch to a different company first.
2. Go to the Profile icon ( ) > Companies.
3. Turn on the View Inactive Companies? toggle at the bottom of the screen.
4. Click the drop-down arrow next to the company's name, and click Delete Company.
5. Click Confirm.

How to work with a different company

Use any of the following:

• Hover next to the company's name in the top left, and click switch.
• Go to the Profile icon ( ) > Companies, and click the company.
• On the Companies screen, type the company's name in the search bar below the Companies heading, and click the company.

How to transfer a company to a different SimplePay account

Transfer a company when another SimplePay account needs to take over its billing and administration – for example, when a client moves to a different payroll provider. The transfer takes three steps, shared between you and the Receiving User. See the Transferring a Company to a Different SimplePay Account help page.

How to retrieve data from a deleted company

SimplePay keeps deleted company data on its servers for five years. To get it back, contact Support. Retrieval takes a few days, and there's a fee.

📌 Quick References

Deactivated vs deleted companies

What happens	Deactivated company	Deleted company
Shown on Companies screen	Yes, with View Inactive Companies? turned on	No
Access to reports, payslips and tax certificates	Yes	No
Payroll processing	No, until reactivated	No
Billing	Stops from next billing cycle	Stops
Can be undone	Yes, by reactivating	No, but SimplePay can retrieve data for a fee
Kept for	One year of continuous inactivity, then deleted	Five years on SimplePay's servers

📚 Explanation

Deactivating vs deleting a company

When you no longer need a company, you can deactivate it or delete it.

Deactivating is the safer choice. The company and its data stay on your account, so you can still view its reports, tax certificates and payslips. You can't process payroll for it, and SimplePay stops billing you for it from the next billing cycle. You're still billed for any month in which the company was active. To process payroll again, reactivate the company, and billing resumes. If a company stays inactive for one year, SimplePay deletes it.

Deleting removes the company from your account straight away. It no longer appears on the Companies screen, and you lose access to its data. SimplePay can still retrieve the data for you – see How to retrieve data from a deleted company above.

🔍 FAQs

Why can't I see Delete Company in the drop-down?

Delete Company appears only for a deactivated company that you're not currently working in. To delete an active company, tick Delete company immediately? when you deactivate it (see How to delete a company above). If you're working in the company you want to delete, work with a different company first.