In our payroll feature, each team payment will result in multiple statuses. Below is a list of each payment status and what they mean.

Draft

This status means that the system is working out the data to add to the team payment. This can range from a few minutes to a few hours.

Pending

This status means that no funds have been sent to the team member through Hubstaff. The payment may have been made outside of Hubstaff, so check with the organization owner to confirm whether it was sent another way. If it wasn’t, an organization owner still needs to pay or export it.

Processing

If you are using automatic payments, you will see Processing when a payroll payment has just been initiated but is not complete yet. With our Wise integration, you will most often see “Processing” when the payment information has already been sent over to Wise, but the team members haven’t yet accepted the funds. This all needs to happen on Wise; Hubstaff cannot assist with those payments being accepted. Once we receive confirmation from Wise that all members in the payment have accepted the funds, we mark the payment “Paid” in Hubstaff.

Wise processing

Data has been received by Wise. Wise is processing the payment. When the member accepts the payment and funds are transferred, the status will change to Paid.

Error

This means the payment was not successful. To find out the reason for the error, click on Actions on the far right of the payment and click View. You may attempt to retry the payment or, alternatively, you may contact support at support@hubstaff.com, and we will be happy to assist you.

Partially Paid

If the payment you are trying to run is larger than $10,000, it will be broken down into smaller payments. You may also see Partial payment if you are paying multiple employees, but payment to 1 of the employees has failed.

Exported

This means that the time worked was exported to pay your team outside of Hubstaff using PayPal MassPay, Payoneer, QuickBooks, or CSV. You can learn more about Team payments exports here.

Paid

This means that your employee has been paid and actual funds were transferred to the payee account from the payer account.

What to do if a payment hasn’t arrived

Use the status to decide the next actions to take:

• Draft: Hubstaff is still preparing the payment data. This can take from a few minutes to a few hours. Wait for the status to change before taking any action.
• Pending: No funds have been sent through Hubstaff yet. If this is a Wise payroll payment and the team member has not received a Wise email or funds, an organization owner should go to Financials > Payment records, click Actions > View, and complete the payment action shown there. This appears as Pay or Export payment. In the legacy view, this appears as Actions > Export/Pay.
  
  
• Processing or Wise processing: Hubstaff has initiated the payment and is waiting for Wise to complete or confirm it. The team member may need to accept the funds in Wise. Once Wise confirms that all members in the payment have accepted the funds, Hubstaff marks the payment as Paid.
• Error: open Actions > View to see the reason for the error. If a retry option is shown, you can attempt the payment again after reviewing the error.
• Partially Paid: part of the payment went through, but not all of it. This happens when a payment over $10,000 is split into smaller payments, or when payment to one or more team members failed. Open Actions > View and scroll down to the Members section to see which payments failed. Then review the error and retry them.
  
  
• Exported: the time worked was exported so you can pay your team outside of Hubstaff using the selected export method. The organization owner who exported the payment should use the exported file and follow the payment steps for the application they are using.