From reviewed time
to a clear payroll handoff.

Know what you are preparing

TakeUrTime prepares gross-pay estimates from recorded time, rates and included earning categories. Saved runs preserve captured inputs, adjustments and review history.

Provider connections are a separate workflow under Company Settings → Integrations. Integrations are available on every plan. Their supported operations and access requirements vary by provider.

Enable payroll preparation

Open Company Settings → Payroll.

1. Turn on Use TakeUrTime payroll preparation.
2. Review whether to include approved shifts only, approved paid leave and leave credits, and holiday credits.
3. Check the currency label, display precision and money-rounding preferences.
4. Save the settings and confirm they were accepted.

Break and overtime calculations use the company policies. Excluding an earning category changes the estimate, not its underlying time or leave record. The currency code labels amounts; it does not convert currencies.

Review the source records first

• In Timesheet review, resolve open shifts, incorrect times and pending approvals relevant to the run.
• Check correction requests and required break reviews.
• Review approved leave and credits. Avoid counting the same paid leave as both an approved request and a separate manual credit.
• Check employee payment types and rates in Employees.
• Confirm the intended date range, employee selection and company overtime rules.

If your company uses timesheet submissions, review the relevant period as well. Entry approval, submission approval, period locking and payroll-run finalization are separate actions.

Create a saved payroll draft

Open Payroll preparation → Create a payroll draft.

1. Enter a descriptive Run title, Start date and End date. The end date is included.
2. Add a Reference pay date if useful. This is a reference, not a payment instruction.
3. Select the employees. Leaving the selection empty includes all current employees and former employees with relevant time.
4. Select Create draft, then open its checks and employee totals.

A saved run may cover up to 366 days and must end no later than today. Choose the actual payroll period rather than a broad range that mixes unrelated work.

Verify each employee's pay

1. Under Employee pay review, open the employee and read the review issues.
2. Inspect Saved earning lines and Captured shifts, breaks and paid credits. Check hours, category, base rate and multiplier.
3. For hourly pay, verify the captured profile rate. If historical rates need correction, start the rate list on the run's first day and add subsequent effective dates.
4. For non-hourly pay, enter the Reviewed fixed gross for this entire run. Supporting hours are separate from that fixed amount.
5. Add itemized adjustments where needed, enter a pay verification note and select Save employee pay.

Gross rounds once per employee after gross adjustments. Do not expect a total made by adding separately rounded display lines to always match the saved gross.

Check current sources before refreshing

If you need different captured payroll settings or a different employee selection, create a new draft with the intended setup and review any overlapping preparation before finalizing.

Mark reviewed, then finalize

1. Open Run checks and review notes. Resolve all blockers and review exclusions, rates, adjustments and gross amounts.
2. Check current sources and inspect any overlapping finalized payroll shown by the run.
3. Under Next action, choose Mark reviewed, enter a review note and confirm the review.
4. When the reviewed preparation is ready, choose Finalize this preparation and confirm.
5. Check the resulting status before generating the file intended for your accountant.

A Draft can still be edited. Reviewed records the review stage. Finalized freezes the preparation. Discarded closes an unfinished run without deleting history; it cannot be edited or finalized.

If the run changes in another window, reload its latest revision before continuing. Use the displayed blocker message rather than assuming a prior review is still current.

Correct a finalized run

1. Open the finalized run and choose Create a correction draft. Explain why the correction is needed.
2. Open the linked draft. It starts with the finalized contents for the same employees and dates.
3. Make the required changes. If underlying time or rates changed, check the sources and deliberately refresh when appropriate; remember that refreshing clears current pay adjustments and review.
4. Review the original amount, revised amount and displayed difference.
5. Review and finalize the correction, then generate the replacement export and clearly identify it in your handoff.

If a correction already exists, follow the linked run rather than creating another. If money has already been paid elsewhere, coordinate the adjustment with your accountant or provider.

Generate an accountant export

In the saved run, open Accountant exports. Check the selected run revision and status, choose a reusable layout and file format, then select Generate export.

Manage reusable layouts under Company Settings → Payroll. Choose columns, labels, order and supporting sections; add accountant instructions if useful. Layout choices do not change the run's captured payroll calculations.

Downloads appear under Generated files. Generated files stay unchanged and retain their status from generation time. They are not automatically sent to an accountant or submitted to a provider.

Common questions