Reports & analytics
Labour cost, hours and overtime for any period, broken down by site, department and person, with comparisons, CSV exports and a compliance pack.
Reports is where the live board’s real-time numbers settle into history you can analyse. See labour cost, hours and overtime over any period, broken down by site, department and person, compare one period against the last, and export the numbers for payroll or your accountant. Open it at Reports in the sidebar.
Choosing a period
The Period picker at the top drives everything on the page. Presets are ordered most-useful-first; the pay-period and pay-week options align to the cycle you set in Settings so overtime reconciles cleanly.
Preset windows
- This / Last pay period
- Your configured pay cycle. “This” runs to right now (period-to-date); “Last” is the whole previous period.
- This / Last week
- A pay week aligned to your week-ends-on day.
- This / Last month
- Calendar month, to-date or complete.
- Week to last Friday
- The seven days ending on the most recent working Friday (skips bank holidays), handy for Friday pay runs.
- Last 7 / Last 30 days
- Rolling windows for a quick ad-hoc earnings check.
- Custom range
- Reveals From and To date fields. To can’t be in the future and must be on or after From; the report waits until both are set.
The four headline metrics
- Total cost / Total to pay
- Gross wages for the period with a “vs last” change. When tips were pooled this period it becomes Total to pay = wages + tips, broken out underneath as “£X wages · £Y tips”.
- Hours
- Paid hours across the whole team for the period.
- Overtime
- Total overtime hours, noting “incl. £X weekly OT” when a weekly-threshold top-up applies.
- Flagged
- Shifts that need review. Turns amber with “need review” when there are any, or “all clean” at zero.
Labour cost by day
The bar chart plots cost across the period, bucketed by day, week or month depending on how long a range you picked. The most expensive bar is drawn darker so your peak stands out; hover any bar for the exact cost. The wages % beside the title (and each bar’s % on hover) only counts days that have takings entered, so today and any day without takings are left out; a line under the title says what was left out.
Breakdowns: site, department & person
- Cost by site and Cost by department: each row shows its share as a percentage bar and a pound figure, so you can see which venue or team runs hot.
- Hours & cost by employee (headed Pay by employee when tips are in play): per person you get shift count, average £/hr, any overtime hours in blue, paid hours and their total pay. Where tips were pooled the total breaks out as “£wages + £tip”.
- The per-employee list is searchable and paginated for big teams.
Exporting for payroll
The export band shows the approved total that is ready to export, and lists anything left out (flagged shifts or shifts awaiting approval) with a Review timesheets link. Both CSVs, like Payroll export, carry approved shifts only. WagePilot does not run payroll: it hands your own payroll clean hours and estimated figures.
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Summary CSV
One row per person, built by the same engine as the payroll batch: wages, holiday pay, rolled-up holiday, SSP, sleep-ins and tips where they apply, and a total. If nothing is payable you’ll see “Nothing payable in this period yet”.
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02
Hours CSV
One row per approved shift, for a detailed audit. If none are approved you’ll get “No approved hours in this period”.
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Import to payroll
Drop either file into Xero, Sage, BrightPay, QuickBooks or your bureau’s system. For a formatted, per-provider batch use the dedicated Payroll export.
| Summary CSV columns | Hours CSV columns |
|---|---|
| Employee | Employee |
| Payroll ID | Payroll ID |
| Pay basis | Date |
| Paid hours | Clock in / Clock out |
| Overtime hours | Paid hours |
| Gross (approved) | Rate |
| Holiday pay | Gross (est.), weekly overtime reconciled |
| Rolled-up holiday (12.07%), SSP (est.), Holiday pay on leaving, Sleep-ins, Tips (only when any apply) | Site |
| Total pay, Unapproved shifts | – |
Compliance evidence pack
At the foot of Reports, the Compliance evidence pack card assembles proof of the records WagePilot already keeps for the current calendar month, for a CQC inspection, an HMRC query or a tribunal, in one click.
What the pack evidences
- Minimum wage check
- How many staff are paid at or above their National Minimum Wage band, with any shortfall.
- Docs compliant
- How many staff have all mandatory documents in order (right-to-work, DBS and the like).
- Working-time flags
- Count of planned shifts that breach a Working Time rule.
- Audited changes
- How many recorded changes were made this month: every edit carries a reason and a trail.
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01
Download pack (JSON)
A machine-readable file with the full per-worker detail: the format to hand an inspector or auditor.
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Download CSV
The same evidence as a spreadsheet: rate, minimum wage, NMW met, document status and actual-vs-planned hours per person.