Payroll

Rota and payroll software: pay from shifts, counted from the rota and the clock-ins

Per hour, per shift or a monthly salary, a price on a specific shift type, night and holiday premiums, a percentage of sales from the POS. “Payroll” shows what is accrued, paid and owed to each person for the period, and the person sees their own figure in the app.

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How InShift counts pay

Pay in InShift grows out of the rota. Every published shift has a type, a time and a person, so the hours for a period are known without a separate spreadsheet. On top of the hours come the person’s pay terms: a rate per hour, a fixed amount per shift or a monthly salary, and with time tracking on, the hours by clock-ins sit next to the planned ones. Then the organisation’s premiums apply: night hours, holiday work, hours over the daily norm, a per-shift bonus. With a POS connected, a percentage of the person’s own sales is added to the sum.

“Payroll” in the admin panel shows it as a table by person for the chosen period: shifts, hours by the rota and by clock-ins, rate, premiums, accrued, paid, owed. Payouts are recorded right there, the period is closed with a button, and the person sees their own figure on the “Stats” tab in the app. Every tab of the section is on real frames below.

Accruals

The period by person: shifts, hours, premiums, balance

The “Accruals” tab keeps the whole pay sheet on one screen. A person’s row unfolds into the shifts the sum is made of. Filters by location and job position, totals by department and for the whole organisation at the bottom. “Export to Excel” hands the same table to the books.

  • Columns: shifts, hours by the rota and by clock-ins, rate, premiums, accrued, paid, owed
  • A row unfolds into every shift with its hours and extras
  • The period of your choice: a month, half a month or any dates
  • “Close period”: the accrued amount is fixed, later edits to shifts do not change it
  • “Export to Excel” for the books or for a check
How to read the accruals

Pay

Per hour, per shift or a monthly salary

On the “Pay” tab everyone has their own terms under “Pay model”: how much, for what, and from which date. A new term never rewrites months already counted, so a rise from the first of the month leaves the last period as it was. A term can be set for the whole organisation, for a job position, or for one person.

  • Five kinds: “Per hour”, “Per shift”, “Monthly salary”, “Shift price” and “Unpaid” for the owner or a partner
  • A term applies from the chosen date, the previous one stays in the history
  • “By job position” sets one amount for everyone in that position, “Individual” for one person
  • “No payout details” until the person adds their own in the app
  • Who sees the rates is set by access rights: the accountant sees them, a shift lead does not
Set the rates

Premiums

Night, holiday, overtime and bonuses

The organisation’s rules on the “Premiums” tab work on top of everyone’s rate. Night hours in a window with a percentage, holiday work at a multiplier, hours over the daily norm at a coefficient, a per-shift bonus and a flat overtime amount. Every rule applies from a date, so a change never touches the past.

  • “Night hours”: your own window and percentage, for example +20% from 20:00 to 06:00
  • “Holiday work”: a multiplier for the days in the holiday calendar, for example ×2
  • “Over the daily norm”: a coefficient for the hours past the eighth
  • “Per-shift bonus” and “Flat overtime pay” for those paid by the shift
  • “Shift at another location”, “Nth day of the month”, “Second shift in a day” for the rarer cases, each its own column in the accruals
Set up the premiums

Shift price

A price on the shift type for those paid by the shift

When people are paid per shift worked, the price goes on the shift type in the location card: a morning 210, an evening 230. A person on the “Shift price” model gets what the shift is worth, with a fallback price for a type that has none; a person on “Per shift” gets their own fixed amount whatever the type. So one location can pay its cashiers by the shift and its kitchen by the hour.

  • A “Shift price” on every shift type under “General shifts” in the location
  • A personal “Per shift” amount is stronger than the type’s price
  • Different locations of a chain with different prices for the same shifts
Shift prices

The POS

A percentage of sales straight into pay

Connect the POS, link its cashiers to your people, and the sales of every closed cash shift arrive on their own; the “Percentage of sales” rule puts a share of the person’s own revenue into the accruals next to the rate. Poster connects with one button today; Square, Lightspeed, Loyverse, SumUp, Zettle and Shopify POS are connected on request.

  • A percentage of each cashier’s own sales, or of the location’s whole till
  • “Pay instead of the rate”: the person gets the rate or the percentage, whichever is larger
  • Tiers by the number of people on the shift: the percentage changes when the shift is shared
  • Several tills of one chain, each with its own cashiers
  • The sales per cashier for the window in “Payroll”, to check against the POS
POS integration: Poster and the tills on request

Payouts, advances and the balance

The “Payments” tab records what has already been paid and counts the balance owed to each person from the day the owner set.

A payout for the period

Everyone’s balance at the end of the period in one list. The amount can be edited if you pay part of it, or unticked if this person is not paid today.

An advance

A payout in the middle of the month is recorded as an advance and deducted from the sum at the end of the period.

The balance owed to each person

Earned minus paid from the day payroll starts. Earlier days are not counted: the money was kept elsewhere then.

Closing the period

The accrued amount for the month is fixed for good. Later edits to shifts, rates and rules do not change it; payouts can still be recorded.

Bonuses and deductions

A “Bonus” or a “Deduction” is recorded for a person on its own, with a date and “What it is for”, and sits in the accruals as its own line.

Who sees the money

“View payroll” and “Manage payroll” are separate rights of a role: for the accountant, the director, or the owner alone.

In the app

The person sees their own pay, the manager the location’s

On the “Stats” tab the employee sees their hours and the accrued amount for the period, so “how much have I earned” never reaches the manager. The manager’s app shows the location’s payroll with the same figures as the panel.

  • Hours for the period and the sum at their own rate in the employee’s app
  • Payout details the person adds themselves
  • The manager: accruals by person for their location from the phone
My pay in the app
The employee: own hours and the accrued amount for the period.
The manager: accruals by person for the location from the phone.

Set up pay in four steps

Done once; after that the sums come from the rota.

  1. 1

    Pay terms

    On the “Pay” tab, everyone gets a rate per hour, a fixed amount per shift or a monthly salary, with the date it applies from.

  2. 2

    Premiums

    Night, holiday, overtime and bonuses on the “Premiums” tab, if you have them.

  3. 3

    The POS, if there is one

    Connect the till, link the cashiers, set the percentage of sales.

  4. 4

    The period and the payouts

    At the end of the period check the accruals, record the payouts, close the period.

Pay in a spreadsheet and pay in InShift

The difference is where the hours come from: in a spreadsheet they are typed in, here they are already in the rota and the clock-ins.

Hours

A spreadsheet with formulas
Carried over from the rota by hand
“Payroll” in InShift
Taken from published shifts and from clock-ins

Night and holidays

A spreadsheet with formulas
A separate column with a formula per person
“Payroll” in InShift
One rule for the organisation from the chosen date

A percentage of the till

A spreadsheet with formulas
A report from the POS and a manual recount
“Payroll” in InShift
Sales arrive from the POS, the percentage sits in the accruals

Payouts and balance

A spreadsheet with formulas
Yet another sheet
“Payroll” in InShift
The “Payments” tab and the “owed” column in the same sheet

What the person sees

A spreadsheet with formulas
Asks the manager
“Payroll” in InShift
Their own hours and sum on the “Stats” tab in the app

Frequently asked questions

How does InShift count night hours and holidays?▾

With rules on the “Premiums” tab. “Night hours” has its own window, for example from 20:00 to 06:00, and a percentage on top of the rate. “Holiday work” is a multiplier, for example ×2, for the days in the holiday calendar. A rule applies from the chosen date to the whole organisation, and in the accruals every premium is its own column.

Can some people be paid by the hour and others by the shift?▾

Yes. The pay term is set per person: “Per hour”, “Per shift”, “Monthly salary” or “Shift price”. A price on a shift type is set in the location for those paid by the shift, and a personal “Per shift” amount is stronger than the type’s price.

What if we have our own pay formula?▾

Most formulas are made of the same parts: a rate, night hours, holidays, overtime, a per-shift bonus, a percentage of sales. If something is missing, write to support with an example of the calculation: that is how the tiers of the percentage and “Pay instead of the rate” appeared.

Does the employee see their own pay?▾

Yes, on the “Stats” tab in the app: hours for the period and the accrued amount at their own rate with premiums. Colleagues’ rates are not visible. A manager sees pay when their role has the “View payroll” right.

How do I record an advance or a partial payout?▾

On the “Payments” tab everyone has their balance at the end of the period. A payout in the middle of the month is recorded as an advance, a partial one by editing the amount, and if someone is not paid today, their tick is removed. The balance is recounted at once.

What does closing the period do?▾

The accrued amount for the month is fixed for good: later edits to shifts, rates and rules do not change it. Payouts for a closed period can still be recorded. That protects a sheet that has already gone to the books or been paid out.

Which export suits the books?▾

“Export to Excel” on the “Accruals” tab gives the table by person for the period with the same columns: shifts, hours, rate, premiums, accrued, paid, owed. The file opens in Excel, Numbers and Google Sheets. An accountant with an integrator reads the same figures through the API with the “Payroll” permission.

Does the percentage of sales work with a POS other than Poster?▾

Today the sales arrive from Poster. Square, Lightspeed, Loyverse, SumUp, Zettle, Shopify POS and other tills are connected on request: write to support with the name of your system. Until then the sum can be recorded for the person as a “Bonus” in the accruals.

Count the first month in InShift

The rates and premiums take an evening to set, then the sums come from the rota, with the whole team on board.

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