Jane's Guide

Here's all the help you need to use Jane.


Jane Payroll (Beta): Getting Started

  1. Payroll
  2. Jane Payroll (Beta): Getting Started

    3. 6 min read
    Practice Plan Thrive Plan Legacy Plans

Here’s a checklist to help you get set up and ready for your first payroll run in Jane.

1. Start Gathering Your Year-to-Date (YTD) Payroll Totals

  • You’ll need this data for your import step later, and payroll cannot run without it, so it’s best to get started on as early as possible!
  • For contractors: the total amount you’ve paid each one in the current calendar year (include current and past staff).
  • For employees: you’ll also need their year-to-date taxes (like CPP/EI) and any benefits or deductions.
  • Tip: Most payroll software has a report you can export with this info.
  • Timing matters — make sure your import includes your last payroll outside Jane before your first one in Jane.

2. Turn On Payroll in Jane

  • Head to Billing > Payroll and activate the feature.
  • You’ll see a new Payroll section appear.

3. Welcome Your Staff

  • Add everyone you’ve paid in the current calendar year, even if they no longer work with you (this makes year-end tax forms accurate).
  • Your current team will receive a welcome email from Jane asking them to confirm their details and add banking info.
  • Give your staff a quick heads-up so they know to expect it — with phishing attempts so common, it helps to let them know the email is safe.
  • This is also a good moment to let your team know you’ll now be running payroll through Jane.

4. Add Your Business & Bank Info

  • Enter your business details and connect your bank account (e.g. your CRA-assigned business number).
  • Jane will send two small deposits (micro-deposits, less than $1) to your account within a couple of days.
  • Once they land, return to Jane to verify the amounts.

5. Create Pay Groups

  • Pay groups refer to how often payments are made to staff (for example, monthly or biweekly).
  • Create your groups, then add your staff to them by editing the Pay Group and scrolling to the bottom of the tab.

6. Set Up Pay Types

  • Pay Types tells Jane how you pay each staff member. Examples:
    • Service Compensation: if you pay a % of their services.
    • Hourly Compensation: for admin or flexible hours.
    • Flat Rate per Service: if you pay a set amount per appointment.
  • You can assign more than one Pay Type to a staff member (for example, commission for treatments plus hourly for admin work).
  • Pay Types can be customized in Payroll > Account, but they need to be assigned to staff within their individual staff profiles.
  • Pay types must match both your Jane Payroll account setup and the year-to-date (YTD) historical pay information you upload.

7. Set Up Time Off and Benefits

  • This step only applies if you have employees.
  • Time Off: Track vacation pay and/or paid time off if you want to manage balances in Jane.
  • Benefits: Add extended health or other benefits you offer your team.
  • Some clinics decide to track vacation or benefits outside of Jane — if you’re not sure what’s right for you, check in with our team and we’ll help you sort it out.

8. Import Your YTD Payroll Data

  • Once your bank account is verified, head to the Payroll Dashboard to upload the YTD totals you gathered in Step 1.
  • This step must be completed before you can run payroll in Jane.

9. Run Your First Payroll 🎉

  • Payroll runs on a 4-business-days schedule:
    • For staff to be paid on Friday, payroll must be submitted by Monday at 3 pm PT.
  • Review your staff, pay groups, and pay types, and you’re ready to go!

Need a Hand?

We’re here to help. If you’re unsure about Pay Types, YTD totals, or just want someone to walk through setup with you, get in touch.

Lots of clinics like to book a call with us before their first payroll — it’s a great way to feel confident that everything is set up correctly. If you’d like to schedule one, just let us know.

⏱ So, How Long Does Onboarding Take?

Plan for about 2–4 weeks to get fully set up. Some clinics move faster, but giving yourself and your team a bit of buffer means you won’t feel rushed.

Here’s what to expect:

  • Quick steps:
    • Inviting your team to payroll
    • Creating Pay Groups and Pay Types
    • Confirming business information
  • Slower steps:
    • Bank verification takes a couple of days (waiting for the deposits).
    • Once you upload your year-to-date totals, our team needs 1–5 days to bring that data into Jane.
    • Getting your staff to add their banking info is quick, but there are always a few stragglers who need a reminder or two.
  • Biggest time-saver: If you gather your year-to-date totals early and start bank verification right away, the rest of the onboarding process moves smoothly.

✨ Tip: Most of the work is quick on your side — it’s the waiting in between steps that stretches out the timeline. Starting early helps keep things moving.