Your Payroll Week
The checklist for the person who pays people: what to set up once, what to do each week from Monday to the Sage file and the invoice, and what to check each month.
Last checked against the product:
Your Role
What the Payroll preset can and cannot do.
Before you start
- Agency console, with the Payroll preset (a super admin sets it on Setup > Users).
- A Coordinator or Admin who approves timesheets. The Payroll preset cannot approve.
- In the client dashboard, the same weekly steps are done by an Admin user.
| You can | You cannot |
|---|---|
| Open Payroll, Close week, Financial locks, Sage export, Xero export, Charge schedule, Margin, Spend, WTR report, AWR tracking, Billable workers and the reports | Approve or edit timesheets |
| Lock a week that has ended, export payroll, push invoices to Sage, pay late clocks as adjustments | Change rate rules (you can read and export them) |
| See pay rates and totals | Unlock a week, or lock one that has not ended (super admin only) |
Set Up Once
Before the first live week.
Each Week
From Monday to the invoice.
Check the week is ready
Open Time & Pay > Close week, choose the client and last week, and read step 1. Pass the red items to the Coordinator: shifts to approve, missing clock-outs, open queries, and shifts waiting for client sign-off. See Closing the Pay Week.
Check the figures
Open Time & Pay > Payroll for the week. Look for No charge badges, leavers and overtime. Get any No pay rate or No charge rate shift fixed on Rate rules before you lock. Once the week is locked they stay at £0.00. See Reading the Payroll Screen.
Lock the week
When step 1 has no red items and the week has ended, lock it on Close week with a reason. The figures are now frozen.
Export the Sage file
Close week step 4: preview, then export. Import it into Sage. If you must export again, give the reason.
Invoice the client
Close week step 5 opens the charge schedule. Download the files, or push the closed week to Sage Accounting. See The Charge Schedule.
Pay late clocks
On the next open week, an amber panel lists clocks that arrived after a week was locked. Add them to this week's pay and invoice, then mark each one paid.
Recalculate AWR
Open Workforce > AWR tracking and click Recalculate AWR, so post-parity rates start on time. See AWR Tracking.
Each Month
Reports and checks.
When Something Is Wrong
Where to look first.
Know who turned up, and pay every hour right.
Face-verified clock-ins, live geofencing and payroll-ready timesheets in one system. Tell us how your shifts run and we will show you how it fits.
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