How do I work out what my team is owed?

The Payroll calculator sits under Cost management and belongs to owners and co-owners. If the section is not in your sidebar, this explains why.

What it needs before the numbers mean anything

• A currency for cost management, chosen with the module switch in workspace settings.
• An hourly rate per person: Organization, then Employees, then Cost settings on the row. Hourly pay rate is what somebody costs you, Hourly bill rate is what you charge your customer for the same hour. Without a pay rate every cost is zero.
• Optionally a weekly cap in the same window. Payroll figures stop counting past the cap.

The Calculator tab

1. Go to Cost management, then Payroll calculator.
2. Set the Period. Everything on the tab is calculated for those dates.
3. Narrow it down with team and employee, and with project and task when task tracking is on.
4. Activity type decides which minutes count: Working, On break, Idle. Productivity filters by Productive, Neutral and Unproductive.
5. Read the four tiles: total hours, average hourly rate, total spent and still to pay.

The table has one row per person and a totals row at the bottom. Blocked employees are hidden until you turn on Show blocked employees. Turn it on before you close a period: hours they already worked are still owed.

Correcting an hourly rate afterwards

The pencil on the Hourly rate cell opens a small window. It rewrites only records inside the current period that have not been paid yet. The rate on the person's profile does not move, which is why the cell shows two numbers: the rate applied in this period, and the profile rate underneath. For a permanent change use Cost settings on the employees screen.

Marking work as paid

• The check button on a row appears only when that person still has something to be paid.
• Mark all as paid in the filter bar handles everyone at once. There is no bulk endpoint on the server yet, so Worktivity sends one request per person. Keep the tab open until it finishes; progress is shown, and anyone that failed is listed by name so you can retry only them.

Payment history

• One row per payment: who, which period it covered, how much, and when it was paid. Opening a row shows who marked it paid and, if it was reversed, who undid it.
• The date range on this tab filters by when you paid, not by the period covered. The two are separate columns for that reason.
• Undoing a payment puts those hours back as unpaid and they show up on the calculator tab again. The record is not deleted; it stays here marked as undone.

Getting the numbers out

Export as xlsx is available on both tabs and downloads straight away. It is a paid plan feature. For hours without money attached, use the timesheet instead.