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Getting started with paychecks

This guide will walk you through the initial configuration of pay rates, contracts, and paychecks for your personnel. Follow these steps to fully test the functionality and ensure smooth payroll operations.

1. Configure Pay Rates

Before you can generate paychecks, you need to define how your personnel are paid.

Steps to Create Pay Rates

  1. Go to Account Settings → Personnel → Pay Rates

  2. Click Add new in the top-right corner

  3. In the modal that appears, fill in the required fields:

    • Name – The identifier for the rate

    • Currency – Select the currency this rate uses

    • Is Default – Enable if this should be applied automatically when no other rate matches (default rates ignore activity categories)

    • Activity Category – The type of activity this rate applies to (only hours under this category will use the rate)

    • Country – The country this rate applies to (hours logged under other countries will not use this rate)

    • Work Packages – (Optional) Assign specific work packages for this rate

Rate Rules

Rate rules define how a rate is applied across different times of day or week — for example, standard time vs. overtime.

Each rule includes:

  • Period – Defines when the rate applies (e.g., 00:00–00:00 covers 24 hours)

  • Hourly Rate – Amount paid per hour during that period

  • Maximum Hours per Day/Week – Caps paid hours (any extra logged time will be unassigned)

💡 Tip: You can create multiple rules within a single rate, such as weekday vs. weekend or day vs. night shifts.

Recommended Setup

Create:

  • One rate per country

  • Multiple rates for different activity categories

2. Configure Contracts

Contracts define which rates and compensation rules apply to each person.

Steps to Create a Contract

  1. Go to Resources → Personnel → Edit a Person

  2. Select the Contracts and Paychecks tab (top right)

  3. Click Create Contract

  4. Fill in the contract details:

    • Rates – Select from previously created rates

    • Default Rate – Optional; overrides the globally configured default rate

    • Compensations – Optional; helps automate paycheck additions like bonuses or per diems

Notes:

  • The contract’s country is independent of the rates’ countries — you can mix them for multi-country billing.

  • If a contract has its own default rate, that will always override the global default rate.

  • You can create multiple contracts (e.g., one per country) for flexible testing and configuration.

3. Create a Paycheck

Once rates and contracts are set up, you can generate paychecks for individuals.

Steps to Create a Paycheck

  1. Go to Resources → Personnel → Edit a Person

  2. Select the Contracts and Paychecks tab

  3. Click Create Paycheck

  4. Fill in the details:

    • Date Range – Only time entries within this period are included

    • Contract – Select the applicable contract (rates and compensation info are snapshotted)

    • Use Fallback Rate – Apply the default rate if no other rate matches

    • Applied Rate – Review and adjust which rate is applied per time entry if needed

Additions & Deductions

You can manually adjust paycheck totals:

  • Positive Amount → Adds to the paycheck

  • Negative Amount → Deducts from the paycheck

These adjustments appear as separate lines in the exported file.

Recalculation

Whenever you modify rates, additions, or deductions:

  • Click Recalculate to refresh totals.

  • You can make multiple edits before recalculating — this is recommended for efficiency.

4. Download a Paycheck

To review or share a paycheck:

  1. Go to Resources → Personnel → Edit a Person → Contracts and Paychecks

  2. Click the Download icon beside the desired paycheck

This exports a full .XLSX file, including:

  • All time entries

  • Rates applied

  • Currency breakdowns

  • Additions and deductions

✅ Summary

Step Purpose
Pay Rate Configuration Define hourly rates, currencies, and rules
Contract Setup Assign rates and default pay rules to personnel
Paycheck Creation Generate pay based on contracts and logged time
Export Paycheck Download detailed payroll data for review or reporting

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