Pay records and pay day

Team keeps a record of what you pay each person: their pay rate and each payment, with its parts. It's a record of amounts you enter.

Only people with the permission Team: see and record pay see Team → Pay: Administrators, and other roles only when you tick it for them.

A person's pay rate and usual parts

Go to Team → Pay and click a person (or open their profile and go to Pay, then Open in Pay).

Pay rate (1)

1. Click Add the pay rate (or Change the pay rate).
2. Type the Amount, and choose Per (hour, day, week, month or year) and the Currency.
3. Choose when it Takes effect, and a Reason if you like, for example Annual raise.
4. Click Save the rate.

Every change is kept in the history, newest first.

Usual parts and payment details (2)

The usual parts are what a normal payment looks like, so the next payment starts from them:

1. Type each part's name, choose Addition or Deduction, and type the amount. For example Basic pay (addition), Federal income tax and Health plan share (deductions).
2. Type the Payment details (bank, GCash, PayPal…), for example "Direct deposit, account ending 2231". They're stored encrypted.
3. Click Save.

Record one payment

1. On the person's pay page, click Add a payment record (3).
2. Type the Pay period (name), for example October 2026, and the dates From and To if you like.
3. Choose Paid on, the Currency and, when Finances is on, the account it's Paid from (Finances account).
4. Check the Parts: they start from the usual parts. Change what's different this time, for example add Overtime.
5. Add a Note if you like (it's shown on the record).
6. Click Save the payment record.

Gross, Deductions and Net are added up from the parts. A net below zero is refused.

Pay day: everyone at once

1. Go to Team → Pay and click Pay day.
2. Type the Pay period (name) (1), and the dates.
3. Choose Paid on (2), the Finances account it's Paid from (3), and Paid by (for example Direct deposit).
4. Everyone active is listed with their usual parts. People with usual parts are ticked. Change what's different, tick anyone else you're paying (and fill in their amounts), and untick anyone you're not paying.
5. Tick Save the parts as each person's usual parts if this month's amounts should be the new normal.
6. Click Save the payment records.

A payment record is made for each ticked person. The list then shows the pay day, with a Total net, and Download Excel or CSV for your bank's bulk upload or your accountant.

The payment record

Click a payment's date to open it: the person, the period, the parts, Gross, Total deductions and Net pay, with your business name and the footer note. Click Download PDF to save it.

The title is Payment record. Change it in Team → Settings → Pay (Title on payment records), for example to "Pay statement".

Payments go to Finances

When Finances is on, each payment's net amount becomes a money-out record in Wages and salaries, from the account you chose. Change a payment in Team and its record changes too; delete it and the record goes to the Finances trash. See the Finances section.

What team members see

When Team members can see their own payment records is ticked (Team → Settings → Who sees what), each person sees their own records in Me → My payment records, and gets an email when one is added. The email never contains amounts.

Managers see their team's pay only when Managers with "see and record pay" can see their own team's pay is ticked and their role has the pay permission.

Every time someone opens a person's pay, it's written in Team → Settings → View log.

Pay reports

Team → Reports has Pay (totals by month, department and person) and Deductions by name: the total of each deduction you entered for a month, so you know what to pay to the government or other parties. Then record that payment in Finances.