Set up your business

Create your account

1. On paysuitett.com, press Start free. The Create your account page opens.
2. Type your Full name and Email.
3. Type a Password of at least 8 characters, then type it again in Confirm password.
4. Press Create account.

If you use Google for your email, you can press Sign up with Google instead. Choose your Google account, and you skip the password and the email code.

Confirm your email

PaySuiteTT emails you a code. On Confirm your email, type it in Code and press Verify email. Or press the confirm button in that email.

If the email hasn't arrived, check your spam folder, then press Send a new code.

Step 1: choose your services and name your business

The setup wizard opens, headed Welcome to PaySuiteTT. It has three steps, and you can change your answers later.

It starts with your services. Each one adds its own pages to your menu:

• Payroll: pay runs, payslips, payroll reports and the statutory forms, with a 14-day full trial;
• Invoices & VAT: invoices, customers and payments, free to use;
• Books: your accounts, bills and expenses, plus your VAT summary, tax forms and filing calendar;
• Time: tick it if staff clock in on a shared tablet or track time on projects, or if staff should open their payslips in PaySuiteTT.

1. Under Which services do you want to start with?, tick what you need. Payroll and Invoices & VAT start ticked.
2. Type your Legal name and Address. These two are required.
3. Choose your Business type: Company/LLC, Sole Trader, Partnership or Other. It starts on Company/LLC.
4. Type any optional details you have: Trading name (optional), Registration date (optional), Phone (optional) and Company email (optional).
5. Press Next.

Step 2: add your tax registrations

Everything on this step is optional. Add what you have to hand and leave the rest for later.

Near the bottom of this step are a few choices, depending on the services you ticked:

• With Books, Email reminders before each filing is due starts ticked. You and your accountant get an email 7 days before each filing is due, and on the due day if it isn't marked filed. Untick it if you don't want them.
• With Payroll, Staff can request leave starts unticked. Tick it to let staff ask for leave in PaySuiteTT.

If you ticked Time, a Time tracker box appears at the bottom:

• Capture screens while staff track time starts off. Tick it to take screen captures while staff track time on a computer.
• Pause timers when the computer is idle starts off. Tick it, then set After (minutes). Idle time isn't counted.

1. Check the switches. PAYE registered and NIS registered start on. VAT registered starts off: switch it on only if you're registered for VAT with the BIR. These switches also choose the filings on your filing calendar.
2. Type the numbers you have. The formats they need are listed below.
3. If your financial year doesn't end on 31 December, change Financial year ends (month) and Financial year ends (day).
4. Default VAT rate (%) starts at 12.5, the standard rate in Trinidad and Tobago.
5. Press Next.

The numbers take these formats:

• PAYE employer number (optional): PYE- followed by 8 letters or digits;
• BIR file number (optional): exactly 10 digits, including any leading zeros;
• NIS employer number (optional) and NIS service centre code (optional): up to 6 digits each.

Step 3: upload your logo, stamp and signature

Uploads (optional) has three images: Logo, Stamp and Signature. Press Upload under each one you have and choose the file. Then press Finish setup.

All three are optional, and you can add them later in Settings › Company profile. Your logo goes at the top of each payslip. Without one, payslips show your business name.

If you uploaded a stamp or signature, Company profile opens next so you can approve it. Otherwise, your Overview opens.

Approve your signature

An uploaded signature or stamp stays off your payslips and NI forms until you approve it. Only the business owner can approve.

1. Open Settings, then the Company profile tab. It opens by itself after setup if you uploaded a stamp or signature.
2. Check the images under Upload and preview branding.
3. Scroll to Approve and apply assets.
4. Under Authorized signature, press Approve this version. Its label changes from Not approved to Approved.
5. If you uploaded a stamp, press Approve this version under Company stamp too.

To add or replace your logo, stamp or signature, go to Upload and preview branding on the same tab. Press Choose logo, Choose stamp or Choose signature and choose the file, then press Upload branding. A new stamp or signature stays off your documents until you approve it as above.

Work through Finish setting up

Open Overview. Finish setting up, at the top, lists the details still missing and counts how many are done. Press an item to open the page where you add it, then save. The item is ticked off when you come back.

Every business sees Add your business phone number and Add your business address. With Payroll, you also see:

• Add your NIS employer number
• Add your NIS service centre code
• Add your BIR file and PAYE numbers
• Upload and approve an authorised signature
• Add your first employee

If you're VAT registered, you also see Add your VAT registration number.

When every item is done, the list goes away.

Good to know

• Your monthly NIS forms, the NI184 and NI187, need your business phone, address, NIS employer number, NIS service centre code and an approved signature. Finish these items before your first pay run.
• You can change your services at any time in Settings › Services, and your filings and reminder emails in Settings › Compliance.

What's next

Read Invite your team to give your accountant and staff their own login. Then read Add an employee.