RollSheet Help

Staff & payroll

Approve time entries and export payroll

Fix and approve clocked hours, then calculate the week's pay with overtime and download a CSV for Gusto or QuickBooks.

Who can do this
Admins
Where
Management → Time Entries · Management → Payroll

Review and approve time entries

  1. Open Time Entries (under Management). Use Employee, Start Date and End Date to narrow the list.
  2. Check each entry. An open shift shows an Active badge in the Clock Out column.
  3. To fix a time, click the pencil, change Clock In, Clock Out or Notes, and click Save.
  4. Click the green check on each entry that's correct to approve it.
  • Times are shown in your center's timezone.
  • Deleting an entry with the trash icon is permanent.
  • An entry with the same clock-in and clock-out time usually means someone forgot to clock out. Fix the Clock Out time before approving it.
  • There's no way to add a missed shift after the fact. Clock the person in and out from Admin Clock, then correct the times here.

Calculate payroll

  1. Open Payroll (under Management).
  2. Check Period Start and Period End. Pay periods run Thursday to Wednesday. Opened Thursday through Saturday, the dates default to the week that just ended; earlier in the week they show the week in progress.
  3. Click Calculate.
  4. Read the Review before exporting box if it appears. It lists open shifts (never paid), unapproved entries and anyone missing an hourly rate.
  • Unapproved entries are left out. Tick Include unapproved time entries in this calculation to count them anyway.
  • Hours over 40 in a week are overtime, paid at 1.5 times the hourly rate. There's no daily overtime.

Export the file

  1. Under Export Destination, choose Gusto CSV or QuickBooks / CSV.
  2. In Payroll Summary, check each employee's Rate ($/hr). It's filled in from their employee record, and every rate must be above $0.
  3. Click Download Gusto CSV (or Download QuickBooks / CSV), then Confirm Export in the window that opens. The CSV downloads and the export is recorded.

What this affects

  • The export is a CSV file only. Nothing is sent to Gusto or QuickBooks automatically, so upload or enter it there yourself.
  • A rate you type on the Payroll page is used for that export only. To change someone's rate for good, edit them on the Employees page.
  • Every export is listed under History with the period, totals and who exported it. Exporting doesn't lock the time entries, so check History before exporting the same week twice.
  • If time entries change after you calculate, the export is refused. Click Calculate again first.

Tips

  • Entries started or ended from Admin Clock are already approved.

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