Introducing Payroll

We recently launched our Job Signoffs feature, which was a necessary step in our journey to Payroll, one of our most requested features.

Payroll is very simple to use and very powerful, all guided by two main principles:

  • No one is accidentally left un-paid
  • No one is ever paid twice, or by mistake.

This sounds obvious, but there’s a lot going on to guarantee these two conditions.

Staffer’s Payroll Data

You basically need to know two things to pay your staffers: How much to pay (Scheduling takes care of that), and how to pay them. For this last part staffers need to give you their Payroll information, including their bank account details, whether they are your employees or they will be sending you invoices, tax information, etc.

(the details for this page will depend on your country, this example is for companies in the UK)

We have found that a lot of staffers consider this information highly confidential and they don’t want to share it straight away, which is why we don’t force them to enter it when signing up. Instead, we remind them that we need this information in order to pay them as soon as they get booked on their first job. We found this greatly reduces friction for staffers.

NOTE: If you already had payroll data in your sign-up form, we have automatically imported this into the new format. However, we found that a lot of this data was incorrect or incomplete, so staffers will need to review this data. For some, they will only have to take a look and click “Save”, but others will have to actually complete data that was missing. We will be e-mailing those that have been booked already, asking them to review this data, so you can pay them promptly when needed.

You can see this data for a staffer clicking in the top-right menu from the staffer’s profile:

Paying your employees

Now for the fun part:

Paying couldn’t be simpler. Click on “New Employees Payment”, pick the date range (which by default will already be what you probably want), and click on “Process Payment” at the bottom. Done!

In the process, watu will show you which jobs you are paying for, the date range involved, shift count and total for each job, while letting you choose not to pay for a job yet, if necessary. Clicking on a job will show you all the staffers you will be paying, and their total amount.

This is where the Job Signoffs feature comes into play. If someone wasn’t supposed to be paid (if they were absent, for instance), they won’t show up here. If someone was supposed to be fined or bonused, that’s already included. Your managers have already approved payment when they signed off, so you can count on this information being accurate, no need for additional review. Also, if someone already got paid, those shifts simply don’t show up here. If everybody has done their homework, Payroll can be as quick as one single click.

And no one is ever paid twice, or by mistake.

Missing information

If someone hasn’t done their homework, however, two things may happen:

Some of the dates you are trying to pay for may not have been signed off by a manager. You won’t be able to pay for those jobs. Also, some staffer may not have entered their Payroll information. You will not be able to pay them. You can pay for a job where some of its staffers are missing Payroll information; those staffers will simply not be paid at this time, but they will be picked up again in your next payment; everyone else will get paid. No one is accidentally left un-paid.

You do have, however, tools to help you fix the problem easily. We show the the phone number of incomplete staffers so you can call them and enter the Payroll information yourself. You can also easily contact your managers about signing off those dates, or even signing them off yourself, if you have all the information.

But to make it even easier…

Those two buttons are the key to Payroll bliss. With just 1 click, they will automatically email and/or SMS all the staffers and managers that need to do something so you can pay. All you have to do is start a payment a few days before your actual pay date, select the date range, and click these 2 buttons (if they appear). That will get everyone swiftly working for you, so that when the actual pay date comes, there is no red on the screen, and you can just pay immediately. With one click.

Once you finish the payment, you will get a CSV export with all the information about each staffer, their full payroll info, how much to pay them, and a breakdown of the total into wages, bonuses and fines.


What about Self-employed staffers?

This page will only show what you need to pay to your employed staffers. Those who are self-employed require a completely different process where you wait for their invoice, check it to make sure it’s correct, and pay for the shifts in that invoice alone.

Read up on how to work with self-employed staffers

What about Expenses?

Expenses is a different process and it integrates beautifully into the payment workflow, learn how staffers claim their expenses and take a look at how to process expenses using watu.

As always, we’d love to hear what you think about this, and all the features in Watu.

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