Hiring the right payroll person can feel like a gamble — especially when you’re running a small or medium-sized business. But the truth is, many SMEs keep making the same hiring mistakes, and they’re costing time, money, and peace of mind.
Whether you’re growing your team or replacing someone who just handed in their notice, it’s worth rethinking how you hire for this vital role.
Here are the 7 most common payroll hiring mistakes SME owners make — and how to avoid them.
1. Hiring for Software Skills Instead of Payroll Know-How
It’s tempting to look for someone who already knows your payroll software (like Xero, MYOB, or ADP). But don’t fall into that trap. Payroll platforms can be taught — what’s harder to teach is a solid understanding of minimum wage laws, awards, super, and compliance.
What to do instead: Focus on candidates who know how payroll works inside and out — especially when it comes to things like interpreting awards, calculating entitlements, and staying compliant with Australian payroll legislation.
2. Ignoring Cultural Fit
You could hire someone with all the technical skills in the world — but if they don’t gel with your team, they won’t last. A bad cultural fit can lead to underperformance and quick turnover.
What to do instead: Look beyond the resume. Think about how this person will fit into your business style and team dynamics. Ask questions that explore their values, work style, and how they handle pressure.
3. Treating Payroll as Just Admin
Payroll is more than ticking boxes — it affects every person in your business. If your payroll hire isn’t people-focused, mistakes or poor communication can seriously damage staff trust.
What to do instead: Choose someone who understands the importance of service. They should be clear, calm, and responsive — whether it’s explaining a payslip or sorting out a missed super payment.
4. No Clear Growth Path
Talented payroll professionals want more than just a job. If they can’t see how they’ll grow with your business, they’ll accept an offer elsewhere.
What to do instead: Even as a small business, you can offer growth. Think mentoring, new responsibilities, cross-training, or the chance to help shape processes. Talk about it openly in interviews.
5. Failing to Sell Your Business
Candidates aren’t just applying — they’re also judging your business. If you can’t explain why it’s a great place to work, why should they say yes?
What to do instead: Be proud of your team culture, your values, your flexibility, your growth journey. Share what makes working with you meaningful and motivating.
6. Equating Experience with Expertise
Just because someone has ten years on the payroll doesn’t mean they’re great at it. Years alone aren’t enough — especially when award interpretation and compliance are involved.
What to do instead: Ask scenario-based questions. Test them on real-life examples — like how they’d apply Australia’s minimum wage laws or handle a backpay situation. Practical tests can reveal a lot.
7. Undervaluing the Payroll Role
In SMEs, payroll can feel like a side task — something you just need done. But the reality is, mistakes here can cost you thousands in fines, stress, or even losing staff.
What to do instead: Show that payroll is a valued, strategic part of your business. Involve yourself or senior staff in the hiring process. Reinforce that accuracy, integrity, and people-first thinking matter.
Final Thought
Your payroll hire isn’t just processing numbers — they’re protecting your business from risk and helping your team feel secure. Hiring right isn’t just about filling a seat — it’s about trust, compliance, and keeping your people happy.
If you want to avoid these common SME payroll hiring mistakes, you’re already ahead of the curve.
