Payroll

Where: HR > Payroll (the same page is also listed under Finance)
Who can use it: Menu: payroll.view or manage users. On the server, looking needs payroll.view and every change needs payroll.process. Managers cannot see payroll unless they are given those permissions. Owners, admins and super-admins can do everything. Not available on SureScreen plans.
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A payroll is one pay run for a period such as a month. You create it, press Generate and the system builds one line for each employee from the attendance records of that period and from the employee’s salary structure. You review the totals, approve the payroll and, when you have paid your people, mark it as paid.

Careful

Marking a payroll as paid only changes its status. It does not create an expense, does not touch the cash drawer and does not pay anyone. Pay your staff yourself and record it where you normally record it.

What is built and what is not

The Payroll page uses salary structures. The server also has a second, attendance-based calculation that uses the salary terms from the Employees form (monthly or per day, shift hours, overtime rate, paid leave days). That calculation can work out a payslip with an advance installment and an employee food bill, can mark them as settled and can send the payslip to the employee on WhatsApp. It is not connected to any screen yet, so you cannot run it from the admin.

Salary Structures: the window that opens.

Rules that the attendance-based calculation follows, in case you read its results: a month counts as 30 days; absent days of a monthly employee are deducted at salary divided by 30; leave days beyond the paid leave allowance are unpaid; the weekend and holiday premium is off; overtime is paid for hours beyond the shift length at hourly rate times the overtime rate, where the hourly rate is the day rate divided by the shift hours; an advance is recovered in installments of amount divided by its number of months.

Tip

A payroll only includes employees who are active and have a salary structure on their profile. Choose the salary structure in the Payroll & Salary block of the Employees form. An employee without one is left out, so a payroll can end with 0 employees; when that happens the Approve button does not appear.

Step by step

Create and generate a payroll

1. Open HR > Payroll and click New Payroll.
2. Type the Period Name, for example January 2026.
3. Choose the Period Type: Weekly, Bi-Weekly or Monthly. This is a label.
4. Pick the Start Date and the End Date. The end date cannot be before the start date.
5. Optionally pick a Payment Date and click Create Payroll. The new payroll has the status Draft.
6. Click the calculator icon on its row (or open it with the eye icon and click Generate Payroll).
7. Read the totals and the lines in the window that opens.

New Payroll: the window that opens.

Careful

Generate deletes all lines of the payroll and builds them again from the current attendance. If you change something and generate again, the earlier lines are lost. Generate only works on a Draft.

Approve, pay and print

1. Open a Draft payroll with the eye icon. When it has at least one employee the green Approve Payroll button is shown.
2. Click Approve Payroll. The payroll and all its lines become Approved.
3. Pay your staff outside the system, then open the payroll again and click Mark as Paid. Only an Approved payroll can be marked as paid.
4. To print a salary slip click the receipt icon on an employee line and then Print.

Careful

There is no button to undo an approval or to cancel a payroll on this page. Check the figures before you approve.

Tip

Approving or paying a payroll does not change any salary advance. Open Salary Advances and use Record Deduction to write down what you took back from the employee.

Add or edit a salary structure

1. Open the Salary Structures tab and click New Structure (or Edit on an existing card).
2. Type a Name, for example Full-time Server, and choose the Type.
3. Enter the Base Amount and the multipliers.
4. Keep Active ticked and click Save Structure.

New Structure: the window that opens.

Tip

The server can also store allowances, deductions and tax brackets on a structure, and uses them in the calculation. This page has no fields for them, so structures made here have none. Structures cannot be deleted from this page.

How pay is calculated

Hours come from the attendance records dated inside the payroll period. The saved length of each record is read in minutes. A record on a Saturday or Sunday counts as weekend hours. A record with the status holiday on a weekday counts as holiday hours. Every other record counts as regular hours (its length minus its overtime) plus overtime hours. Days worked count the records with the status present, late or half day. Absent and late records are counted too.

Structure type	How the base pay and overtime are worked out
Hourly	Regular hours times the base amount. Overtime hours times base amount times the overtime multiplier. Weekend hours times base amount times the weekend multiplier. Holiday hours times base amount times the holiday multiplier.
Daily	Regular hours divided by 8 and rounded up gives the days, and days times the base amount is the base pay. Overtime hours times base amount divided by 8 times the overtime multiplier. Weekend and holiday hours are not paid.
Monthly	The base amount is paid in full. Overtime hours times base amount divided by 176 times the overtime multiplier. Weekend and holiday hours are not paid.

Gross pay is the base pay plus overtime, weekend and holiday pay, tips, commission, bonus and the allowances of the structure (a percent allowance is a percent of the base pay). Total deductions are tax by bracket, social security, health insurance, loan and advance deductions and the deductions of the structure. Net pay is gross pay minus total deductions. Tips, commission, bonus, social security, health insurance and the loan and advance deductions start at 0, and this page has no screen to edit them.

Every setting explained

Setting	What it does
YTD Gross and YTD Net	Total gross and net pay of the payrolls with the status Paid in the current year.
Pending Approval	Number of payrolls that are still Draft.
Pending Payment	Number of payrolls that are Approved but not yet Paid.
Payrolls tab	Search by name, status or type. Table columns: Period (name and dates), Type, Employees, Gross, Net, Status and Actions (eye to view, calculator to generate for drafts).
Status	Draft, Processing, Approved, Paid or Cancelled.
Period Name, Period Type, Start Date, End Date	Required to create a payroll.
Payment Date	Optional date on which you plan to pay.
Payroll window	Four totals (Employees, Gross Pay, Deductions, Net Pay) and a table with Employee, Hours (with +h OT), Gross, Deductions and Net.
Salary slip	Employee name, email and position; Earnings (base salary, overtime, bonus, gross); Deductions (tax, social security, health insurance, total); Net Pay; a Print button.
Salary Structures tab	A card per structure with its type, Active or Inactive badge, base amount, overtime rate and the number of allowances and deductions.
Name, Type, Base Amount	Type is Hourly, Daily or Monthly. The base amount is per hour, per day or per month.
Overtime Multiplier	Default 1.5. The server requires 1 or more.
Weekend Multiplier	Default 1.0. Only used by Hourly structures.
Holiday Multiplier	Default 2.0. Only used by Hourly structures.
Active	Tick box, on by default.

Related articles

• Employees (Human Resources)
• Attendance, Shifts and Leave
• Salary Advances
• Employee Self-Service