How to send a payment via Payroll manually?

Hubstaff offers manual payment as an alternative to our automatic payments feature. This offers you the flexibility to pay for your team’s work anytime.

Before you are able to follow this guide, please ensure that you have first set up a payment gateway and that your members have been added to the payroll otherwise, you will only have the option to export payments. If no payment gateway is set up, you will not be able to submit the payment.
Payroll payments are only available on Premium and Enterprise plans. To upgrade, click here.

Please set up one of these payment gateways before continuing:

Step 1

To pay users manually via Hubstaff payroll, go to Financials > Send Payments section and click on the Pay for hours tab.

Sending payments

Step 2

Customize the date range and filter to specific projects or users that you’d like to pay. You can select dates for up to 30 days.

Calendar Customize Date Range

The date range picker supports 1 month (or 31 days) of coverage per transaction.
If you are required to pay for more than a month’s payment, you can stagger the payments into monthly periods.

You should see the Rate, Regular hours, ⁣ and Overtime for each team member. You can filter the payments by member or project (5). Furthermore, you can also view a detailed report showing the payment breakdown by date by clicking on Report Type (6). Hit Apply for these changes to take effect. After you hit Apply (7), you can edit the user’s pay rate by pressing the Edit Pay Rate button.

Send payments 2

Step 3

Then click on the Send Payment (9) button. After clicking the Send Payment button, a new window will pop up, and you’ll be able to confirm the payment amount, organization, and the users that are included in the payment. Once this is done, click on Mark as paid to continue.

Financials Send Payments Mark as Paid

Step 4

Next, choose the payment gateway that you want to use for this payment and click Send Payment.

Financials Send Payments Send Payment

Fixed Amount

If you’d like to make payments for anything outside your employee’s work hours, you can use our One-time payment feature. This sends a payment to your employee and keeps a record of the payment on the Financials > Past payments section.

Fixed amount payment is only available on accounts with Timesheet approval enabled.

Step 1

Navigate to Financials > Send payments.

Fixpay1

Step 2

Click on the APPROVED TIMESHEETS tab, select the date range, and members to pay, and click on “Apply“. You should see the Current Rate, Regular Hours, ⁣ and Overtime for each team member. You can also edit the user’s pay rate by clicking on “ActionsEdit Pay Rate button, or pay by clicking on Pay.

ApprovedTimesheets

Step 3

To process the payment, click on the Pay (9) button, and a new Payment window will appear. There, you’ll be able to confirm the payment amount, organization, and the users that are included in the payment. Once this is done, click on Mark as paid to continue.

Financials Send Payments Fixed Amount Mark as Paid

Step 4

Next, choose the payment gateway that you want to use for this payment and click Send Payment.

Financials Send Payments Send Payment 2

One-time payments

If you’d like to make payments for anything outside your employee’s work hours, you can use our One-time payment feature. This sends a payment to your employee and keeps a record of the payment on the Financials > Past payments section.

Step 1

Navigate to Financials > Send payments.

Fixpay1

Step 2

Click on the ONE-TIME AMOUNT tab, select the members, add the amount you want to pay, and add a note for the payment. Then click on Create Payment.

Financials Send Payments One Time Payment

Step 3

On the new window, click on Mark as paid.

Financials Send Payments One Time Payment Mark as Paid

Step 4

Finally, select the payment gateway to initiate the payment and click Send Payment.

Financials Send Payments Send Payment 1

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