Carer Solutions cuts complexity and gains control of payroll
How a leader in disability services replaced disconnected checklists and worksheets with one centralised system.
.png)
About Carer Solutions
Carer Solutions is a leader in the disability services sector, providing essential payroll and compliance services for people who directly employ their own support workers.
For any organisation, paying people correctly and on time is fundamental. But at Carer Solutions, payroll is more than just a back-office task, it's a core part of the promise they deliver.
Leading the charge is Beti Kouloumendas, Director of Operations, who, along with Payroll Operations Lead Sudeera, oversees a complex payroll environment across the disability sector. As the organisation scaled, the payroll team found their manual workflows becoming increasingly complex and time-consuming.
They faced a challenge familiar to many payroll managers: how do you maintain control and consistency when your tools can no longer keep up?
The breaking point of manual payroll
Before adopting Paytools, the Carer Solutions team operated in a highly manual environment.
"Because we lacked a centralised platform, our days were dictated by disconnected payroll checklists and worksheets, making it a constant struggle to keep processes consistent and documentation current."
This created significant risks across the function:
Beti and her team knew they needed a better way. They needed a solution that would empower their team with streamlined control.
Finding the right partner in Paytools
The search for a solution ended when Beti saw Paytools presented at a networking event. She immediately saw the potential.
"Paytools just stood out. It was unique in its ability to provide a centralised platform for payroll checklists, processes, audit controls and evidence. It was practical and easy to use."
The implementation process was seamless. The platform's simplicity meant the team picked it up quickly, immediately establishing a new level of accountability. "It was one of the best implementations that I've ever sat through in my career," said Beti.
A new era of payroll operations
Paytools shifted the team from a siloed environment into a centralised, well-governed system.
Centralised pay run processing
On busy pay run days, instead of hunting through folders and emails, the team had everything they needed in one place. "The structured payroll checklists are invaluable," says Beti.
Under and overpayment tracking
Having a clear platform for tracking underpayments and overpayments is critical given the complexities of their award. "It has significantly improved internal communication and team relationships," says Beti.
Organisational knowledge, solved
By building structured, version-controlled documentation in Paytools, the team gained a renewed sense of confidence, knowing they were working consistently and that no steps would be missed.
What's next for Carer Solutions?
The journey with Paytools is just beginning. Carer Solutions is now starting to leverage workflow approvals, with a strategy to expand licenses and move their entire approval process into the platform.
Beti's verdict
For Carer Solutions, the real result of investing in Paytools is the operational efficiency gains. By giving the team time back in their day, the business sees real dollar savings.
I would strongly recommend it. It's an amazing tool that has added significant value despite its simplicity.