Using the detailed timesheet report for payroll and invoicing
Get one row per job, with booked and worked hours, breaks, approvals, rates and payroll details, for any date range.
Running payroll and backing up invoices usually means piecing information together from timesheets, rate cards and worker profiles. The new detailed timesheet export in your Reporting Suite puts it all in one file: one row per job, for the dates you choose.
Use it to check hours before you pay workers, send to your payroll provider, or answer a client's question about an invoice.
Before you begin
- You need access to the Reporting Suite.
- Decide the period you need, for example last week's shifts for this week's payroll.
Downloading the export
- Open the Reporting Suite.
- Choose the detailed timesheet export.
- Choose the date range you need.
- Download the report as a CSV file.
Each export has its own reference and shows the period it covers, so you can always tell which file is which.
What each row covers
| Area | What you'll find |
|---|---|
| The job and the client | The job ID and status, role, shift type, client and site, and the client's billing references, such as PO number, cost centre and finance codes. |
| The worker and how they're paid | The worker's ID and name, payroll reference, employment type (PAYE or umbrella), who they're paid to and their payroll entity. |
| Booked against worked | The booked times and hours, the actual times, clock in and clock out, paid and unpaid breaks, the completed hours and the difference from the booked hours. |
| Break changes | Whether the breaks were changed and authorised, with the original break times alongside. |
| Sleep-in and wake-in | Sleeping nights and hours, and wake-in hours and times. |
| The approval trail | Who submitted the timesheet and when, whether it was auto-approved, who approved it, the supervisor who signed, the proof document, and the reason when a timesheet was entered on the worker's behalf. |
| Rates | The rate applied, whether it was a bank holiday shift, and the hours in each rate period when a shift crosses more than one, such as a night shift running into a weekend rate. |
| External payroll references | References to match each row to an external payroll system. |
Please note: The export is a CSV file, so open it in a spreadsheet app such as Excel or Google Sheets. Times use the 24 hour clock and dates are day, month, year.
Good habits worth adopting
- Check the difference from the booked hours first. Sorting by it brings the shifts that need a closer look to the top, before you run payroll.
- Look for timesheets entered on a worker's behalf. The approval trail gives the reason, which is worth checking before you pay.
- Use the same date range as your pay period. It keeps each export matched to one payroll run.
If something looks wrong
- A shift is missing from the export. Check its date falls inside the date range you chose.
- A worker's payroll details are blank. Check the payroll details on the worker's profile, such as their payroll reference and who they're paid to.
- The hours don't match what you expected. Compare the booked and completed hours, then open the job's timesheet to see the breaks and any changes.
If you still need help, contact our Support Team.