Settle payroll

Keelvy works out what you owe each person, keeps the payslip and records the payment. It does not move money or file anything with a tax authority: you pay the person from your own bank, and record it here so the balance stays true.

1. Get the hours and work in

Timesheets: log hours in Finance & team → Timesheets. See Log hours on a timesheet.
Production operations: on a production order, choose the Employee on each step and turn on Counts toward pay if the work should be paid. Fill in Completed (hours for an hourly step, produced units for a piece one) and Date done, the day the work happened. It decides which month the pay lands in. With Date done empty, the pay lands in the month the line was last edited, which is rarely what you want. Do this before you complete the order: a finished order locks the controls.

The Hours column on a step is the agreed figure from the specification. It is not a record of how long the work took. Leave Completed empty and the planned figure is used.

2. Check the balance

Open the person’s card. Payroll balance shows:

Owed: what they earned this calendar month.
Paid: everything you have ever paid them.
Outstanding: the difference. A negative one reads In credit.

Read the two windows carefully: Owed resets on the first of the month and Paid never does. After a few months of paying people, Outstanding drifts. Use Owed as this month’s figure and the payments list as the record of what went out.

If the card says Owed has nothing to rest on, the person has no guaranteed wage and no logged work this month.

3. See where the figure came from

How this figure was worked out takes the Owed number apart. Use Previous month and Next month to look back. It opens with one sentence saying which source pays this person, then the lines: Guaranteed wage, Hours within the norm, Hours above the norm, Hours at the plain rate, the overtime premium split into Overtime premium required by law and Overtime premium above that, Pay for work done, and Owed for the period.

For anyone paid from production, The work behind this figure lists every line that produced money: the order, the operation, how much was done, the rate, the amount and the date. Two marks to look for:

no rate: the line paid nothing, because the operation has neither a piece rate for this person nor a default rate of its own. That is usually why a piece worker’s pay looks too low. Set the rate on their piece rates, or on the operation type.
an asterisk on the date: the line has no Date done, so its pay is pinned to the day it was last edited. Fill in the date on the production order.

4. Settle

In Settlement, click Settle payroll and read What this will pay: the gross, each withholding and employer charge, and the amount that reaches the person’s hand. It is the same calculation the run uses.
Leave Gross amount blank to settle the month’s owed figure, or type a different gross for an off-cycle payout such as an advance, a bonus or a correction.
Set the Settlement date, add a Note and click Run settlement.

For a worker, this makes a payslip with gross, taxable base, each withholding, each employer charge and the net, and a payment for the net amount is recorded. For a contractor or freelancer it records a payment for the full amount, with no payslip.

A period is settled once. If it was, the screen says what went out and when. Either choose Settle again anyway if you mean to pay a second time, or reverse the earlier payment on the payments panel first. A confirmed re-run pays the whole month again, not the difference. If someone was underpaid, record the difference as a payment instead. An advance or a bonus never counts as settling the month.

Once a month is settled, Owed is frozen at the gross on its payslip and no longer moves when pay settings do.

5. Record payments made outside the run

On Payments, click Record payment for advances, cash top-ups or corrections: enter the Amount, Date, Method and a note. A payment recorded by mistake is reversed with Reverse payment, which keeps the original in the history.

Withholdings

With no tax profile on a person, the payout is gross and net equals gross. That is correct, not an error. To withhold, see Withhold payroll taxes.

Things that surprise people

Second currencies are not converted: anyone paid in a currency other than the workspace default is left out of the salary pool and the company-level payroll totals.
There is no leave, sickness or holiday. Hours not logged do not exist. Handle paid absence as a guaranteed wage, or enter the hours by hand.
Changing an hourly rate re-prices unsettled hours. Settle first.