Approve and Pay a Pay Period

ReportsWorker Compensation shows one pay period at a time: what every contractor and employee is owed by Visit pay, Hourly pay, Overtime pay, Salary, Revenue share, Commissions, Bonuses, Route stipend, Chemicals & parts, Adjustments and Prior-period corrections, with Gross and Net. Only Admin and Office Manager see it, and it needs Advanced Reporting and an activated SettingsCompensation.

1. 1

   Pick the period

   The Pay period picker lists every period with its status — Open, Approved or Paid, or Unlocking… for a period whose unlock has not finished (see Unlock a period) — and defaults to the one containing today. Custom range… computes any dates as a Preview — not a pay period: no actions, no corrections. A range covers at most 400 days: picking a From or To that would break that, or put the ends out of order, moves the other end to fit. Workers narrows to contractors or employees.

2. 2

   Read the numbers

   An open period reads Open — live estimate: it recomputes from the live data every time. Expand a worker to see each line, the date, the source (job, invoice or quote) and the rate that was used. A yellow banner lists anyone whose flags need a look before approval — for example Open shift (a clock-in with no clock-out) or Very long shift (a closed shift over 16 hours, usually a forgotten clock-out; correct it in Team Hours) — and a second banner lists prior-period corrections and which period they correct.

3. 3

   Log anything the system cannot see

   Log external review records a Google, Yelp or Facebook review against a worker so bonus rules on external reviews pay on it. Add adjustment adds a one-off spot bonus, deduction, reimbursement or correction to a worker in the open period, with a reason the worker sees. An office manager cannot log a review credited to themselves or adjust their own pay; a company admin does it.

4. 4

   Approve & lock

   Once the period's last day has passed, click Approve & lock. Every worker's lines are frozen as their statement. If flags remain, the dialog asks you to tick Approve anyway first. If the numbers changed since you last looked, it asks you to review again.

5. 5

   Export and hand out statements

   Export downloads the summary CSV (one row per worker: regular and overtime hours, hourly rate, each earning type, gross, net, the payroll id column you named under Settings → Compensation). Detail CSV is one row per pay line. The document icon on a row downloads that worker's statement PDF with a status stamp.

6. 6

   Mark paid

   After payroll runs, click Mark paid and enter the date and a reference (payroll run, check number, ACH batch). A paid period is final: it cannot be unlocked.

Unlock a period

Unlock is for when an approved period's statements themselves must change. A company admin clicks Unlock on an approved period and says why; the reason is kept on the period. Its frozen statements are discarded and it reads Open — live estimate again. Periods unlock newest first, and a paid period cannot be unlocked.

If an unlock stops part-way — a dropped connection or a server restart in the middle — the period reads Unlocking… and cannot be approved or paid. A company admin presses Finish unlocking on the report to complete it with the reason already given. If a later period was approved while this one was stuck, the unlock is cancelled instead: the period reads Approved again and a red note on the report says a later period is approved. Unlock that later period first, then this one. The note stays until you dismiss it or pick another period.

When a worker leaves

A worker deactivated partway through a period stays on its report for the work they did before leaving and gets a statement when the period is approved. What that period pays them depends on the kind of pay:

• Paid in full: visit pay, hourly and overtime pay, revenue share, commissions, per-rating and per-review bonuses, chemicals and parts, and adjustments. Each one is tied to work they did.
• Salary: only for the days they were active, through the day they were deactivated.
• Route stipends, route retention and per-period bonuses (threshold and tiered-by-count rules): not paid for a period whose last day came after they were deactivated. A worker deactivated on the period's last day still gets them.

Workers are told their statement is ready, but a deactivated worker is not, because they can no longer sign in: download their statement PDF from their row and hand it over.

Reactivating a worker later does not pay them for the time they were away. Salary starts again on the day they come back, the period they come back in pays route stipends and per-period bonuses as usual, and when an earlier period is re-checked for corrections the days they were deactivated still count as days away.

Corrections

An approved period never changes. When something in it changes later — a reopened visit, a voided invoice, an edited clock session, a rate backdated by an admin, a late rating — the next open period recomputes the approved period from today's data, compares it line by line with what was paid, and adds a Prior-period correction line for each difference. When that period is approved, its corrections freeze too, so a second change later produces only the further difference.

Commissions are settled per earning instead of per period: each sold quote, repair found, chemical billed or add-on completed is paid once, whichever invoice carries it. When that invoice is voided, re-sent with a new total or re-issued, one correction line in the open period, starting "Commission for", makes up the difference. It goes to the worker the commission was paid to.

History

Switch to History, pick a worker, and read their year-to-date net, gross, hours and visits from approved periods, plus a table of every period with pay by kind. Open periods show as estimates.