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 2025 (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 2025, 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:
    • Regular Commission: 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.

7. (Optional) 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.
  • This step comes before importing your year-to-date data, but don’t let it hold up your progress. If you’re still deciding, go ahead with your import, and we can revisit Time Off and Benefits later.

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-day 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 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.