Export Payroll for a Pay Period

The Payroll page totals approved time for a date range and shows labor cost for each employee. Download the period as a CSV for payroll or QuickBooks, then close it to lock its approved time.

Choose the pay period

The page opens on the previous full week, so change the dates to export a different period.

1. Open the Payroll page.
   • If time tracking is not turned on, the page does not open.
2. In the date range picker, choose a start date and an end date.
   • If the end date falls before the start date, the table does not change.

The table lists each employee with approved or locked time, paid time off, or a paid holiday in the period.

Choose which pay categories count

Every category starts checked, and unchecking one removes its cost, not its hours.

1. Under Include in pay, check or uncheck Regular, Overtime, PTO, or Holiday.

Labor Cost and the Total row add up only the checked categories, and unchecked columns appear faded.

Download the CSV

Set the dates and categories before you download, since the file uses both.

1. Click Payroll CSV for the payroll format, or QuickBooks CSV for QuickBooks.

Your browser downloads a CSV named with the period's start and end dates.

Close the period

Closing a period locks its approved time for the dates shown, and corrections after that go through adjustments.

1. Click Close period.

The page reloads with the same totals, because locked time still counts toward pay.

What counts toward pay

• Worked time counts only when approved or locked, and deleted time is left out.
• An adjustment replaces the entry it corrects, in both the totals and the export.
• Worked time is dated to the day it was clocked in, in the business time zone.
• Regular is worked time that is not overtime, at the hourly rate.
• Overtime is worked time past the daily or weekly thresholds in time tracking settings. The week start and overtime multiplier come from the same settings. For employees marked overtime exempt, no overtime thresholds apply.
• PTO is approved time off on paid policies. Each day off earns the employee's scheduled hours for that weekday at the hourly rate, and a day with no scheduled hours earns nothing. PTO never counts toward overtime, and a holiday never counts as PTO.
• Holiday pays each active employee their scheduled hours on a paid company holiday, at the hourly rate. A holiday can set fixed hours instead, and it decides whether unscheduled employees are paid that day.
• An employee with no hourly rate on file has zero labor cost, but their hours still count.
• A removed employee's approved time stays in the totals. If the name is no longer on file, the row reads Former member.

What the files contain

• Payroll CSV has one row per employee per day. Its columns, in order, are the format version, employee ID, employee name, date, regular hours, overtime hours, PTO hours, holiday hours, total hours, and labor cost.
• QuickBooks CSV has one row per employee per day. Its columns, in order, are the employee name, the date, regular hours, overtime hours, PTO hours, holiday hours, and labor cost.
• Hours are decimals to two places, so 90 minutes reads 1.50.
• Dates read 2025-06-01 in the Payroll CSV and 06/01/2025 in the QuickBooks CSV.
• Hour columns always hold every category, and only labor cost follows the checked categories.
• Rows sort by employee name, then by date.
• If every category is unchecked, the labor cost column is zero.

Who can open payroll

• Opening Payroll needs full time tracking access.
• Both downloads need it too.
• Closing a period needs it too.
• Access limited to assigned work does not open any of these.
• For how roles and access levels work, see roles and permissions.