Can a new starter fill in the IR330 on their phone?

Yes. The link opens in any phone browser and the text fields work like any form.

Does SignAndGo set up the employee in Xero Payroll?

No. It files the signed documents into Xero and can add the signer as a contact. Payroll setup happens in Xero.

Can I reuse the same onboarding pack?

Yes. Save it as a template with roles for the new starter and the manager.

Who sees the IRD number?

The people in your workspace who can open the envelope, and anyone you copy in on the finished documents. Copy in only who needs it.

Guides · By team

Onboarding a new staff member when your business runs on Xero.

The first week of a new job generates a surprising pile of paper: the employment agreement, a tax code declaration, KiwiSaver details, a bank account form and a policy or two. Here is a way to send all of it at once and have the finished pack land in Xero without a filing session afterwards.

Gather the pack before you send

Most New Zealand employers collect the same handful of items from each new starter. Put them in one envelope so the person deals with a single email rather than five.

The signed employment agreement and position description.
The IR330 tax code declaration, with their IRD number.
A KiwiSaver deduction form if they are joining or already a member.
Bank account details for pay, and an emergency contact.
Your health and safety or code of conduct acknowledgement.

Ask for each detail in the right kind of field

Use text fields for an IRD number, bank account number and emergency contact, a date field for the start date, and tick boxes or Yes/No choices for questions such as whether they are already a KiwiSaver member. If you need to sight a passport or visa, add a file upload field and they attach it while they sign.

Mark the fields that must be filled, so the pack cannot come back with a blank tax code.

Decide who signs, and when

A typical order is the new starter first, then the manager who countersigns the agreement. If an office manager checks every pack before it leaves, add them as an approver at the start. Copy in whoever runs payroll so the finished documents reach them too.

Once the pack works, save it as a template. Next time you change the name, email and start date and send.

Let Xero receive the finished pack

With your Xero organisation connected and automatic filing switched on, the completed envelope is filed into Xero as soon as the countersignature is done. If you also turn on contact creation, the new starter is added as a Xero contact, which some employers find handy and others prefer to leave off.

Payroll setup itself is still yours to do in Xero; SignAndGo takes care of getting the paperwork signed and filed.

Chasing a slow return

New starters are busy finishing their old job. Set reminders to go out on their own, or send one from the envelope when you can see it has been opened but not signed.

Common questions

Can a new starter fill in the IR330 on their phone?: Yes. The link opens in any phone browser and the text fields work like any form.
Does SignAndGo set up the employee in Xero Payroll?: No. It files the signed documents into Xero and can add the signer as a contact. Payroll setup happens in Xero.
Can I reuse the same onboarding pack?: Yes. Save it as a template with roles for the new starter and the manager.
Who sees the IRD number?: The people in your workspace who can open the envelope, and anyone you copy in on the finished documents. Copy in only who needs it.