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Running Payroll Reports

Quick version: Go to Reports > Payroll to see each team member's hours, overtime, and labor cost for any time period. Export to CSV to hand off to your payroll provider.

What the Payroll Report Shows

The Payroll report gives you four numbers at the top:

  • Total Hours -- All approved hours worked by your entire team during the selected period.
  • Regular -- Standard-rate hours (up to 40 hours per week for W2 employees).
  • Overtime -- Hours over 40 in a week for W2 employees, paid at 1.5x their rate. 1099 contractors do not have overtime.
  • Labor Cost -- The total dollar amount you owe your team for the period.

Below those numbers is a table with one row per team member, showing their regular hours, overtime hours, hourly rate, total pay, number of jobs worked, and whether they are W2 or 1099.

How to View the Payroll Report

  1. Click Reports in the sidebar.
  2. Click the Payroll card.
  3. Use the time period dropdown to select a range. The default is "This Week" since most contractors run payroll weekly or biweekly.

The report updates automatically when you change the period.

Understanding the Numbers

For W2 employees:

  • Regular hours are the first 40 hours in a week at their standard hourly rate.
  • Overtime hours are anything over 40 in a week, paid at 1.5 times their rate.
  • Example: A W2 tech with a $30/hr rate who works 48 hours earns $1,200 regular (40 x $30) plus $360 overtime (8 x $45) = $1,560 total.

For 1099 contractors:

  • All hours are counted at the straight rate with no overtime.
  • The overtime column shows a dash since it does not apply.

The TOTAL row at the bottom of the table sums up the entire team's hours and pay.

Warnings You Might See

  • Missing hourly rates -- If a team member does not have an hourly rate set, the report cannot calculate their pay. Click the Set rates link to go to Team Settings and add their rate.
  • Pending time entries -- Time entries that have not been approved yet are not included in the totals. Click the Review link to go to the Team Timesheet and approve pending entries before running payroll.

Exporting for Your Payroll Provider

  1. Set the time period to match your pay period.
  2. Make sure all time entries are approved (check for the pending entries warning).
  3. Click Export to Excel (CSV) in the top right.
  4. The download includes each person's name, regular hours, overtime hours, rate, regular pay, overtime pay, total pay, job count, and employment type.
  5. Send this file to your payroll provider or import it into your payroll software.

Tips

  • Approve all pending time entries before exporting. Unapproved time will not show up in the report.
  • Set hourly rates for every team member in Settings > Team. Without rates, the pay calculations will show $0.
  • Run this report on the same day each pay period so nothing gets missed.
  • Compare the payroll report against the profitability report to make sure your labor costs are not eating into your margins.
  • If overtime is consistently high, you may need to hire another tech or adjust your scheduling.

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