This guide helps teams process payroll seamlessly using Hubstaff’s Wise integration (formerly TransferWise).

If you are a team member (User) within your organization and you need help setting up your Wise account to receive payments, please see our guide here.

For more information about how to pay your team, click here.

Required steps before setup

Note: If you are a U.S.-based company sending money to recipients in USD, please contact Wise support to unlock that feature. See the details here.

1. 1. Ensure the Wise account is set up as a business account.
   2. Enable two-factor authentication for the account.
   3. Add a balance to your Wise account in your organization’s currency.

Setting up Wise for Your Organization

Navigate to Financials > Manage payroll > Payment Workflow > Hubstaff payment providers > Click the + icon to the right of Wise from the list of available providers. A pop-up will show up for you to confirm if you want to connect a Wisee account, hit Yes.

Click the Yes, Connect account button if you already have a Wise account. If you do not please click No, create one.

If you have not created an account click the Go to Wise button and follow the steps to create an account. Once the account is created click Iv’e created my account.

Step 3

Make sure you meet the requirements for the setup and that you are logged in with your Wise account, then select Next.

After logging in, you’ll be asked to choose which account you’d like to connect. Please make sure to select your Wise business account – personal accounts cannot process payments.

Click the Give Access button to provide Hubstaff authority to access your Wise account.

Select your Wise business account on the Hubstaff integration page, then click Save.

Select the Wise account you wish to connect to your payroll. Please note that only business accounts are eligible to make payroll payments.

Once you have connected your Wise account, you should see the completion message and be taken back to the payment workflow page after pressing “Done”.

Finally, once Wise is connected, you can click the + option and configure whether the receiver or the sender pays the transfer fees.

Step 9

Adjust the user’s pay rate by selecting the user and then clicking the Edit pay rate option in the actions toolbar.

Once the pay rate dialogue box appears, please enter the pay rate, pay type, and effective date, and then click Save. You will see the adjustment in the user’s pay info on the Member level settings.

Step 10

Adjust the user’s pay period by selecting the user and then clicking the three vertical menu dots on the actions toolbar. Click Edit pay period.

Once the pay period dialogue box appears, choose a pay period and then click Save. You will see the adjustment in the user’s pay info on the Member level settings.

Invite Members To Connect Their Wise Accounts:

Once you have connected Wise, you can then follow the steps below to invite members to connect their Wise accounts to the integration.

Go to Financials > Manage Payroll > Member level settings.

Select the members you want to invite and then click Manage Integrations in the action toolbar.

In the Manage Primary Payout dialogue, select Wise as the provider and the primary payout method and click Save.

Members will receive an email from Hubstaff with a link to enter their Wise credentials. The integration status in the members table will update from invited to connected once they complete setup.

Enable an Interest-earning Account

US-based users can start earning interest on their USD, EUR, or GBP accounts that they have open with Wise.

1. Go to your USD, EUR, or GBP currencies. If you don’t have these currencies already, you can open a new currency
2. Under Options, select Start earning interest, and follow the steps to confirm.

Authorizing Your Wise Payments in Hubstaff

Wise now enforces Strong Customer Authentication (SCA), a regulatory requirement that requires account holders to verify and approve payments before sending funds.

We’ve introduced a solution that lets you complete this authorization directly within Hubstaff. It adds only a few quick steps to your current payment workflow and requires completion just once per payment batch.

Here’s how it works:

Before you begin

Only certain roles in your organization can complete the authorization step and receive the verification code, so make sure the right person handles this.

The person who authorizes payments is typically the same individual who set up the Wise connection to Hubstaff for your organization.

Also, ensure your Wise account includes a valid phone number to receive the verification code. Check this in Settings → Personal details in the Wise app.

Next, add your Phone number.

Make sure your Wise integration is authenticated

This incident may interrupt the integration and require you to re-authenticate it. Don’t worry—you can complete the process in just one click. See the details here.

Creating a payment

Complete this step only if you use the Manual Payments flow. If you use Automatic Payments, skip this step and proceed to Step 2 below.

Navigate to Financials > Create Payments in your Hubstaff account. Select the team members you want to pay, then click the Create Payment button in the top right corner.

For more details on creating manual payments, please see our support article.

A confirmation dialog will appear showing the total payment amount, your organization name, and the selected members. Review the details and click Create Payment to proceed.

Send the payment via Wise. After you create the payment, Hubstaff will prompt you to send it. Choose Wise as your payment method, then click Send Payment.

Authorize the payment – authorization is required for both manual and automatic payments.

Once payment is sent, you can view the payment information under Financials > Payment records. Clicking the team payment will give you all of the information.

Note: Only the Wise account holder can complete this step. If needed, share the payment link with the authorized person on your team.

Email notification – At the same time, Hubstaff owners receive an email with the subject line “Payment approval required.” The email includes a View Payment link that opens the payment page directly if you are not already there.

Enter Your Wise Password – A Wise pop-up will appear asking you to enter your Wise account password. Enter it and click Done.

Enter Your Verification Code — After your password is accepted, Wise may prompt you to choose a verification method; select SMS or a voice call — whichever you prefer. Wise will send a 6-digit verification code to the phone number associated with your Wise account. Enter the code in the dialog and click Done.

Once the code is accepted, your payment will be authorized and processed. No further action is needed.

Additional Notes

Account and Setup Requirements

• Accepts bank transfers for deposits into the Wise balance. Business accounts are required to make transfers.
• You need at least one business account on Wise to set up this payment account.
• For instructions on adding a member to payroll, see our guide here.

Fees

• Transfer fees vary per country and currency — typically less than 1% of the total transfer amount. Contact Wise support to learn more.

Transfer Restrictions

• Certain currencies may not support email transfers.
• Transfers from BRL, or transfers to PEN, BDT, COP, CNY, INR, UAH, or USD to a bank account outside the US cannot be sent to an email address or primary account.
• Some business transfers are restricted by Wise. Learn more.
• The Wise API only supports email transfers. Bank transfers are not supported.

EU and UK Compliance

• Companies based in the EU and UK must complete an authorization step before each payment is sent. This is known as SCA (Strong Customer Authentication) — a European regulatory requirement under PSD2 designed to reduce online payment fraud.