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Timesheets & payroll

Payroll export & integrations

Download approved hours and pay estimates for Xero, Sage, BrightPay or QuickBooks, and download any past batch again, unchanged.

Open in WagePilot Payroll-formatted batches are on Core and up, where the Payroll module is enabled; a raw CSV export of your hours is on every plan, Free included

WagePilot does not run payroll, on purpose. It takes a clean, approved period and hands the hours and estimated pay to the payroll you already run. On this screen (Payroll export, under Config) you pick a pay period, check the figures, and download a CSV arranged for your software. You keep your payroll setup and your accountant; your payroll software works out tax, NI and payslips.

Payroll close: what still blocks this pay period, each issue linked to its fix
Approved hours formatted for your payroll. Preview the batch, then download for Xero, Sage, BrightPay or QuickBooks.

Choose the pay period

Step 1, Period, drives every figure on the page. Arriving from Payroll close fills in the same dates. Presets anchor to today and your organisation’s pay cycle:

  • This pay period · Last pay period
  • This week · Last week
  • This month · Last month
  • Week to last Friday · Last 7 days · Last 30 days
  • Custom range: reveals From and To date fields for any window.

Check the figures

Step 2 is a table with one row per person: hours, overtime, holiday pay, the 12.07% rolled-up line, tips, SSP, gross and total pay. Search it, or Print it as a sheet to key from by hand. It counts approved hours only.

The per-person figures for the period: approved hours and every pay element, ready to read into payroll.

Download a provider batch

  1. 01

    Pick your provider

    Step 3 has a card for each of Xero, Sage, BrightPay and QuickBooks, showing when it was last prepared. Tap Preview batch.

  2. 02

    Check the preview

    A dialog shows every person’s hours, overtime, gross and any tips, holiday pay, rolled-up 12.07%, SSP and holiday on leaving, with totals. Columns only appear when there’s something to show.

  3. 03

    Download the CSV

    Download CSV arranges the figures into that provider’s own column layout and saves a file named for the provider and period.

  4. 04

    Import to payroll

    Map the columns in your payroll’s import step and run pay there as normal.

The batch preview: pay elements split out per person, with a running total, before you download.

Providers

Xero
Ordinary and overtime hours as separate lines, ready to map onto your Xero pay items.
Sage
Pay-ready timesheets for Sage Payroll.
BrightPay
Approved hours arranged for BrightPay.
QuickBooks
Hours arranged for QuickBooks payroll.

What’s in the batch

Pay elements, split out

Payroll ID
Each person’s payroll ID from their profile, under the name your software uses (for example Works Number or Employee ID). The column is always present, blank if not set.
Ordinary hours
Approved paid hours at the normal rate.
Overtime hours
Reconciled weekly overtime, kept on its own line.
Holiday pay
Pay for leave actually taken in the period.
Hol. 12.07%
The rolled-up holiday uplift for irregular-hours / part-year staff, itemised separately.
SSP
Statutory Sick Pay, worked out from the sick leave you have recorded: paid from day one, for each of their working days that falls in the period, at the statutory weekly rate in force on the day (the lower of the flat rate or 80% of their normal weekly earnings), and stopped at 28 weeks per period of sickness.
Tips (tronc)
Tronc / tips, split out from wages.
Gross & Total to pay
Estimated gross wages, and a ‘total to pay’ whenever tips, holiday pay, rolled-up or SSP make it differ from gross. Your payroll software works out tax and deductions.

Recent batches

Recent batches lists the last ten batches you prepared, with provider, period, when it ran and the total. A downloaded batch is kept exactly as it was, with a sha-256 fingerprint, so you can download the same file again later: the original comes back unchanged, even if figures have changed since.

Common questions

Does WagePilot integrate with my payroll?
WagePilot prepares a batch of approved hours and estimated pay and downloads it as a CSV arranged for Xero, Sage, BrightPay or QuickBooks, which you import into your payroll. It does not run payroll itself, and there is no live connection: you download the file and import it.
Can I download a past export again?
Yes. Recent batches keeps every downloaded batch exactly as it was. Download it again and you get the original file, unchanged.
Why is my export empty?
Only approved hours are exported. If there is nothing to download, open Timesheets, approve the shifts for that period, then preview the batch again.
Does the export include holiday pay and tips?
Yes. The batch splits out ordinary and overtime hours, holiday pay for leave taken, the 12.07% rolled-up line for irregular-hours staff, SSP and tips, then gives an estimated total to pay. You map those columns into your payroll on import.