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Generate paychecks in bulk

The bulk paycheck workflow lets you calculate pay for several personnel at once, review the calculation before saving anything, and download a structured Excel workbook.

Paycheck categories organise related rates under clear headings, making exported payroll information easier to review and reconcile.

Before you start

Make sure that:

  • Each selected person has an applicable contract covering the selected period.
  • Their relevant timesheets have been signed.
  • The pay rates used by their contracts have been assigned to paycheck categories.
  • You have permission to create paychecks.

Note: Open or unsigned timesheets are not included in paycheck calculations.

Set up paycheck categories

A paycheck category groups related pay rates, such as regular hours, overtime, travel time, or allowances.

  1. Go to Account Settings > Personnel > Paycheck Categories.
  2. Enter a category name and select Add category.
  3. To rename a category, edit its name in the table and save the change.
  4. Open Pay Rates.
  5. Create or edit a pay rate and select its Paycheck Category.
  6. Save the pay rate.

Category names must be unique.

Note: A category that is already used by a pay rate cannot be deleted. Reassign the affected pay rates before deleting the category.

Open the bulk paycheck workflow

  1. Go to Personnel.
  2. Select one or more people from the personnel list.
  3. Select Go to paychecks.

The selected personnel are carried into the paycheck page automatically. You can add or remove people before running the calculation.

Choose the calculation scope

On the paycheck page:

  1. Confirm the selected Personnel.
  2. Choose the Work package scope:
    • All work packages
    • No work package
    • One or more specific work packages
  3. Select the start and end dates for the Period.
  4. Select Preview calculation.

Previewing does not create or save any paychecks.

Review contracts

A person can have different contracts for different work packages.

When more than one applicable contract is available for a personnel and work-package combination, a contract review table is shown.

  1. Review each person and work package.
  2. Select the contract that should be used.
  3. Select Show entire preview.

The calculation is then refreshed using your contract selections.

Note: If a person has no applicable contract, no paycheck is calculated for that part of the selection.

Review the paycheck preview

The preview shows information such as:

  • Personnel
  • Work package
  • Contract
  • Contract country
  • Calculation period
  • Registered hours
  • Currency
  • Total pay

When one person has calculations for several contracts or work-package scopes, the rows are grouped under that person and can be expanded for more detail.

Warnings are shown when:

  • No applicable contract can be found.
  • No signed timesheets are available.
  • More than one contract applies and requires review.

Download without creating paycheck records

To review or share the calculation without registering paychecks:

  1. Review the preview.
  2. Leave Generate for each unselected.
  3. Select Download.

A combined Excel workbook is downloaded, but no paycheck records are created on personnel profiles.

Generate and download paychecks

To create paycheck records as well as download the workbook:

  1. Review and confirm the preview.
  2. Select Generate for each.
  3. Optionally enter a paycheck name.
  4. Select Generate and Download.

A paycheck is registered for each payable personnel, contract, and work-package calculation.

If one person is paid under different contracts or work-package scopes, more than one paycheck may be created for that person.

Note: Calculations with no payable total are not registered as paychecks.

Registered paychecks can be reviewed from the person's Contracts & Paychecks section.

Understand the Excel workbook

The downloaded workbook contains two sheets.

Paycheck

The Paycheck sheet contains detailed calculation rows, including:

  • Timesheet and activity information
  • Dates and time periods
  • Paid and unpaid minutes
  • Applied rates
  • Amounts and currencies
  • Additions and deductions
  • Currency totals and total compensation

Grouped Summary

The Grouped Summary sheet provides a payroll-oriented overview grouped by:

  • Personnel
  • Currency
  • ISO week
  • Paycheck category
  • Pay rate
  • Paid hours

It also includes category totals, additions and deductions, and a total for each summary row.

This makes it possible to reconcile payroll by person, week, currency, category, and rate without manually reorganising the detailed calculation rows.