Payroll Summary Report
Use this page to total up each employee's hours and gross pay for a pay period, ready to hand to your bookkeeper.
Quick steps
- Click Time Tracking in the top menu (or Reports, then Employee Time Tracking).
- Click Payroll at the top of the page.
- Pick the pay period: tap a quick pick (This week, Last week, Last 2 weeks, This month), or set From and To and click Generate.
- Check each employee's Total Hours and Gross Pay. If a Heads up: banner says rates are missing, click Staff, set the Hourly Rate, and generate again.
- Click Export CSV to download it.
This report only exists when Enable Employee Time Tracking is on in your store settings. See Time Tracking.
Common questions
Someone is missing from the report. Only completed shifts count. Anyone still clocked in won't appear until they clock out.
Gross pay shows $0.00. That employee has no hourly rate set. Add it on their staff profile and generate again.
How do I get overtime? Set Overtime after (hours per week) under Settings > Edit Settings, Operations tab, Time Tracking Settings. Overtime is paid at 1.5×, counted week by week.
Are breaks taken off? Unpaid and lunch breaks are taken off. Paid breaks count as worked time.
More detail: what the report is, and opening it
The Payroll Summary report turns your time tracking data into a ready-to-pay roll-up. For a chosen pay period it lists each employee's days worked, total hours, hourly rate, and the resulting gross pay, with a store-wide total at the bottom. It replaces rebuilding the numbers by hand in a spreadsheet.
The Payroll Summary report is part of time tracking. It is only available when Enable Employee Time Tracking is on in your store settings. See Time Tracking for setup.
Accessing the Payroll Summary
- Log in to the Admin Panel.
- Open Time Tracking from the top navigation.
- Click the Payroll button in the page header.
The report opens on a default two-week pay period ending today.
Set each employee's hourly rate on their staff profile before running payroll. Anyone without a rate shows $0.00 gross pay, and the report flags that rates are missing.
More detail: choosing the pay period
Choosing the Pay Period
Pick the date range two ways:
Custom Dates
- Set the From and To dates.
- Click Generate.
Quick Picks
One-click presets sit below the date fields:
| Preset | Range |
|---|---|
| This week | The current Monday-to-Sunday week. |
| Last week | The previous Monday-to-Sunday week. |
| Last 2 weeks | The last 14 days, ending today (the default). |
| This month | The first to the last day of the current month. |
The report includes every completed shift whose clock-in falls inside the selected range. Shifts that are still active (no clock-out yet) are not counted.
More detail: report columns and how hours are counted
Report Columns
Each row is one employee, sorted alphabetically by name.
| Column | Description |
|---|---|
| Employee | The staff member's full name. |
| Days Worked | Number of different days the employee has completed shifts on in the period. Two shifts on the same day count as one day. |
| Total Hours | Sum of work hours across those shifts (decimal hours, rounded to 2 places). Unpaid breaks are already excluded; paid breaks count as paid time. |
| Regular and Overtime | Only shown when overtime is turned on. See Overtime below. |
| Hourly Rate | The employee's configured rate. Shows a dash (—) when no rate is set. |
| Gross Pay | Total Hours × Hourly Rate. With overtime on, it is Regular hours × rate plus Overtime hours × rate × 1.5. |
The Total row at the bottom sums Total Hours (and Overtime, when shown) and Gross Pay across all employees for the period.
Total Hours is the same paid-time figure used throughout time tracking: gross shift length minus unpaid and lunch breaks only. Paid breaks are not deducted. If a manager corrects a shift's times or adds or edits a break, the report uses the corrected hours. See Time Tracking for the full breakdown of break math.
More detail: overtime
Overtime
Overtime is off until you set Overtime after (hours per week) under Settings > Edit Settings > Operations > Time Tracking Settings. A note above the table tells you whether it is on.
When it is on:
- Hours are added up for each week (Monday to Sunday). Hours above the threshold in a week are Overtime; the rest are Regular.
- Overtime hours are paid at 1.5× the hourly rate.
- Because it is counted week by week, a two-week pay period checks each week separately. For example, with a 40-hour threshold, an employee who works 44 hours one week and 36 the next has 4 overtime hours, not 0.
- The whole week always counts, even when your pay period starts or ends in the middle of it. The overtime goes to the last hours worked that week, and each pay period shows the part that falls inside it.
Example: your pay periods start on a Thursday and the threshold is 40 hours. An employee works 8 hours Monday to Wednesday (24 hours) and 26 hours Thursday to Sunday — 50 hours in the week. The period ending Wednesday shows 24 regular hours. The period starting Thursday shows 16 regular and 10 overtime hours, because the week passed 40 hours during those later shifts.
More detail: missing hourly rates and exporting
Missing Hourly Rates
If any employee in the period has no hourly rate set, a "Heads up:" banner appears above the table. Those employees still show their hours, but their gross pay is $0.00 until a rate is entered.
To fix it, click the Staff link in the banner, set the employee's Hourly Rate, save, and regenerate the report.
Exporting
Click Export CSV in the page header to download the summary as a spreadsheet. The export columns are:
- Employee
- Days Worked
- Total Hours
- Regular Hours and Overtime Hours (only when overtime is on)
- Hourly Rate
- Gross Pay
A final TOTAL row carries the period's total hours (and overtime hours) and total gross pay, so the file is ready to hand to a bookkeeper or import into your payroll provider. The filename includes the pay-period dates.
More detail: best practices and troubleshooting
Best Practices
- Set rates first. Enter an hourly rate on every paid employee before running payroll so gross pay is accurate.
- Use the matching preset. If you pay weekly, use This week / Last week; for a 14-day cycle, use Last 2 weeks.
- Close open shifts before exporting. Active (still-clocked-in) shifts are excluded, so make sure everyone for the period has clocked out — or amend their entries — before you export. A manager can't add or change their own time card; an admin has to do that for them.
- Review auto clock-outs. If auto clock-out closed any shifts, confirm the recorded hours reflect the employee's actual time before paying.
- Keep the CSV. Save each period's export with your payroll records for your accountant.
Troubleshooting
| Problem | Solution |
|---|---|
| Gross pay shows $0.00 for an employee | No hourly rate is set. Open their staff profile, enter a rate, and regenerate. |
| Hourly Rate shows a dash (—) | Same cause — the employee has no rate configured yet. |
| An employee is missing from the report | They have no completed shifts in the selected range, or their shift is still active (not clocked out). Staff assigned to your store from another of the owner's stores are included when they worked shifts here. |
| Hours look lower than expected | Unpaid and lunch breaks are deducted from paid hours. Check the employee's breaks on their time entry. |
| No Regular / Overtime columns | Overtime is off. Set Overtime after (hours per week) in the Operations tab of your settings. |
| No Payroll button in the header | Time tracking is not enabled, or you lack permission. Confirm Enable Employee Time Tracking is on and you are a manager or admin. |
What's Next?
- Time Tracking (Admin) — Amend time cards, set hourly rates, and configure breaks, auto clock-out and overtime.
- Time Tracking (POS) — How staff clock in and out from the register.
- Exporting Reports — Save and share report data.