Payroll Summary Report
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 total hours worked, their hourly rate, and the resulting gross pay (hours × rate = gross pay), with a store-wide total at the bottom. It is the Square-style payroll view managers used to rebuild by hand in a spreadsheet.
The Payroll Summary report is part of time tracking. It is only available when Enable Time Tracking (enable_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 (Timesheets) 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.
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 trailing 14 days (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.
Report Columns
Each row is one employee, sorted alphabetically by name.
| Column | Description |
|---|---|
| Employee | The staff member's full name. |
| Shifts | Number of completed shifts in the period. |
| 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. |
| Hourly Rate | The employee's configured rate. Shows a dash (—) when no rate is set. |
| Gross Pay | Total Hours × Hourly Rate for the employee. |
The Total row at the bottom sums Total Hours 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 breaks only. Paid breaks are not deducted. See Time Tracking for the full breakdown of break math.
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, open the employee's Staff profile, set their 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
- Shifts
- Total Hours
- Hourly Rate
- Gross Pay
A final TOTAL row carries the period's total 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.
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.
- 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). |
| Hours look lower than expected | Unpaid breaks are deducted from paid hours. Check the employee's breaks on their timesheet. |
| No Payroll button in the header | Time tracking is not enabled, or you lack permission. Confirm Enable 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 and auto clock-out.
- Time Tracking (POS) -- How staff clock in and out from the register.
- Exporting Reports -- Save and share report data.