Payroll
Generate the weekly payroll, type hours and extras, approve, mark as paid and export.
What it's for
People → Payroll is where the agency pays its staff each week. The app works out every eligible employee's payment from their pay rules, you type the hours and any extras, approve the week, then mark each payment as paid once the money has gone out.
Before you start
- You're signed in as an Administrator.
- Everyone to be paid has a profile with the status Active or Onboarding and at least one pay rule (see Pay rules).
- Hours come from Hubstaff for everyone linked to it (see Infloww & Hubstaff links). For anyone else, you know their hours for the week and type them in.
Testing on shared data
Payment lines can't be deleted, and approved or paid lines count in the agency's money pages. Before you click Generate payroll while testing, agree with the owner which week to use.
Steps
Open the page
In the menu on the left, click People → Payroll. The title is Payroll: "Weekly payments: generate, review, approve and mark as paid." The Reports button at the top right opens Payroll reports.
Choose the week
The current week shows first, for example "Oct 19 – Oct 25, 2026", with "Monday–Sunday · New York time". Use the Previous week and Next week arrows, or pick any date in Jump to week to open the week it belongs to. This week brings you back.
Check the warnings
- "2 active employees have no pay rule this week", with their names as links and "Set their pay in Employees before generating." Fix their pay first, or they get a $0 line.
- A small note when Infloww isn't connected: commission bases are not refreshed from sales.
Next to the buttons you see how many people are eligible, for example "12 eligible employees".
Generate the week
When nothing exists yet, the page says No payroll for this week yet. Click Generate payroll (it reads Calculating… while it works). The message reads, for example, "Payroll calculated: 12 new, 0 refreshed." The week badge shows Week open.
Type the hours and extras
Click Edit on a line. The window Edit payment · followed by the person's name shows their hourly rate, commission, post pay and weekly salary at the top. Fill in:
- Hours (0 to 168), for people not linked to Hubstaff. For a linked person the box is locked and says "From Hubstaff. Fix hours in Hubstaff, then click Refresh calculations.";
- Other pay ($), Bonus ($) and Deduction ($): plain numbers such as 25 or 25.50, without a dollar sign or comma;
- Note, if useful.
The grey bar Updated total due changes as you type. Click Save payment. The message reads, for example, "Payment saved. Amount due $315.00."
Recalculate after a change
If you change someone's pay rules after generating, click Refresh calculations. Pending lines are worked out again and keep what you typed; approved and paid lines don't change. The message also says how many approved or paid lines were left unchanged.
Approve the week
Click Approve all pending. Every Pending line becomes Approved, and the message says how many, for example "3 payments approved." The week badge becomes Week approved. To approve one line only, open Edit and set Status to Approved.
Mark payments as paid
When the money has gone out, open Edit on a line, set Status to Paid, check the Paid date (left empty, it becomes today) and add the Wise payment reference. Click Save payment. To leave someone out this week, set Status to Skipped. When every line is Paid or Skipped, the badge shows Week complete.
Export the week
Click Export week to download a spreadsheet file (CSV) named after the week's Monday. It has one row per payment: employee, role, hours, hourly rate and pay, commission base, % and amount, posts and post pay, weekly salary, other pay, bonus, deduction, amount due, status, paid date, payment reference and note.
What you should see
Once generated, four cards sit above the table: Total due ("Excludes skipped payments"), Pending (how many, and their total; orange when above 0), Approved and Paid.
The table has the columns Employee (the name, with a grey breakdown such as "20h $200.00 · Commission $95.00 · 3 posts $15.00 · Weekly $500.00 · Other $50.00", or No earnings yet; for anyone with a commission rate, a second grey line such as "Commission on net (Messages, Tips) · Infloww $1,600.00 · Roster $300.00 · Manual $50.00 · Reversed −$80.00", and a Details link that opens Commission sources by day, creator and source; for a line with a monthly sales bonus, a line such as "Bonus (September) $750", linking to that month on Monthly sales), Bonus / deduction (the bonus you type by hand), Amount due and Status (with the paid date under Paid). Below the table you see the number of payments and their total, without skipped ones.
Use Search employee or role… and the status filter (All statuses, Pending, Approved, Paid, Skipped) to narrow the list. If nothing matches: No payments match these filters.
The Activity list in the Edit window shows every change, newest first: "Payment edited", "Status changed → Paid", "Bulk approval → Approved" or "Imported from history", with the amount and who did it.
How each amount is worked out, with an example: How pay is calculated.
Test checklist
Good to know
- Commission, post pay and weekly salary can't be typed in Edit: they come from the pay rules, Infloww and My posting. To credit a chatter with sales Infloww gave to nobody, add a line on Sales credits; which sale types count is set in Commission settings.
- If Infloww can't be reached while generating, nothing is saved and the message says Infloww could not be reached, so payroll was not generated. Try again in a few minutes.
- Future weeks can be generated too.
- Approved and paid lines of real staff count as payroll cost on Financials, Overview and the Employee pay report. Managers and chatters see their own lines under My analytics → Your pay.
- The search box and the status filter reset when you leave the page.
Known issues
- In the exported file, the status column uses lower-case words (pending, paid).