15 minutes
Manually sending payments to team members
Make sure you’ve set up a payment integration and added your members to payroll first. Otherwise, you’ll only be able to export payments and won’t be able to submit payroll.
Starter and Grow plans have limited payroll payment options, while Team plans and up have advanced functionality. To upgrade, click here.
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.
Each member must also have a pay rate set and a payment integration connected. Members with a Ready (manual) or Ready (automatic) status on the Manage Payroll page are eligible to receive payment.
Paying for hours
The Pay for hours feature can only be used to pay team members that are not enabled for timesheet approvals.
Step 1
To pay users manually in Hubstaff, go to Financials → Create payments section and click on the Pay for hours tab.
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.
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 (4). Hit Apply filters for these changes to take effect. After you hit Apply, you can edit the user’s pay rate by pressing the Edit Pay Rate button.
Step 3
Then click on the Create Payment (5) button. After clicking the Create 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.
Step 4
Finally, the payment gateway you defined to be the primary one for the member will be selected by default. Click Send Payment.
Paying approved timesheets
Step 1
Navigate to Financials > Create payments.
Step 2
Click on the Approved timesheets tab, select the date range and the 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 the Actions → Edit Pay Rate button or pay by clicking on Actions → Pay.
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. 
Step 4
Finally, the payment gateway you defined to be the primary one for the member will be selected by default. Click Send Payment.
One-time amount payments
Use the One-time amount payment feature to pay team members for anything outside their tracked work hours. The payment is recorded under Financials → Payment records for future reference.
Step 1
Navigate to Financials → Create payments.
Step 2
Click on the One-time amount tab.
Step 3
Choose from either Manual (to choose members manually), or the Import CSV option (to bulk upload email addresses and amounts).
Manual
Import CSV
Step 4
On the new window, click on Create payment.
Step 5
Finally, the payment gateway you defined to be the primary one for the member will be selected by default. Click Send Payment.
Step 6
If you haven’t set up payroll, you can export payment details as a CSV file instead of sending payments through Hubstaff.
To export a payment:
- Go to Financials → Payment records, click Actions → Export next to the payment record, or
- Open the payment record and click Export payment.
Lastly, from the Export payment pop-up window, select your preferred payment system and click Download.
