Approve timesheets and run payroll

Owners and managers look after everyone's hours. Set up pay periods and rates once in Settings, then each period approve the timesheets and send them to payroll.

Set up pay periods and rates

1. Go to Settings › Timesheets and pay.
2. Under People are paid, choose Every week, Every two weeks or Twice a month (1st and 16th).
3. For weekly or two-weekly pay, set A period starts on to the first day of any pay period. The hint shows the current period.
4. Type a Payroll email, such as your bookkeeper or payroll service. Leave it empty if you'd rather print the hours.
5. Under Hourly pay, type each person's rate. Leave it empty for salaried staff.
6. Select Save timesheets.

A change applies to timesheets started from then on. Each person sees their own rate on their timesheet; owners and managers see everyone's.

Approve timesheets

1. Select Timesheets in the left menu. The number beside it shows how many are waiting.
2. On the Team tab, you see everyone's paid hours, time off, rate and gross pay for the period. Use the arrows to move between periods.
3. Select a person to open their timesheet and check the entries.
4. Select Approve. If you change your mind, select undo on the message that appears.

To send one back, select Reject, type What needs fixing? and select Reject. The person sees your note under their bell, fixes it and submits again.

You can also select Approve straight from a person's row on the list.

Someone forgot to clock out

A person still on the clock long after closing shows a Forgot to clock out tag. Select Clock out, type when they finished, and confirm. Owners and managers get a notification when someone is still clocked in two hours after closing or twelve hours into a shift.

Send to payroll

1. Open the Payroll tab. It lists the approved timesheets for the period.
2. Select Send to payroll. The approved hours are emailed to your payroll email, and those timesheets are marked paid.

With no payroll email set, Send to payroll isn't offered: print the summary instead, then mark the timesheets paid.

Other options on the Payroll tab:

• Print summary opens a printable summary of the period's hours.
• Mark paid without emailing marks the approved timesheets paid when you've paid people another way. It can't be undone from here.

Time off

When someone asks for time off, owners and managers get a notification. Approve or decline it in Settings › Appointments, where you can also add time off for someone.

For how your team records their time, see Clock in and keep your timesheet.