Exporting to payroll (CSV / XLSX)

Clocknet gives payroll two kinds of file. The payroll file, payroll.csv, has the pay Clocknet calculated for each time entry. The reports give you hours by member, project or client, as CSV or XLSX, for payroll software that does its own calculation.

Before you export

• Approve the period first. Clocknet calculates pay for a week when the member submits it, so a week nobody submitted isn't in the payroll file yet. Approving the weeks before you export means the hours you pay are the hours someone checked. See Approving time.
• Set up pay. The pay figures come from your pay rule sets and each member's pay rate. A member with no pay rate still has their hours in the file, but their rate and gross pay read 0.
• Know what's left out. Rejected and deleted time entries aren't paid, so they're not in the file. Members whose account has since been deleted stay in it, because the hours they worked are still owed.

Download the payroll file

1. In the web admin, open Time off & pay, then Pay rule sets.
2. Click Export payroll. You see this button if you can manage pay. The workspace owner and HR admins can.
3. Pick the From and To dates. Both are included, both use your workspace's calendar, and they start on the current month.
4. Click Download to save payroll.csv, then import it into your payroll software.

The owner and HR admins get every member in the file. Anyone else who can manage pay gets themselves and the people who report to them.

Pay rule sets, and the payroll file with them, are part of the Enterprise plan. On other plans, export hours from the Reports page, as described below.

What is in payroll.csv

There's one row per time entry. The column names stay in English whatever language you use Clocknet in, so an import you set up once keeps working.

• user_id: the member's Clocknet ID.
• date: the day the time entry started, in your workspace's calendar.
• regular_hours, ot_hours, doubletime_hours: the hours at each rate.
• premiums: night, weekend and holiday premiums, each with its hours and multiplier.
• rate_cents and currency: the hourly rate applied, in cents, and its currency.
• cost_center_id: the cost center of the time entry, or the member's own.
• gross_cents: the gross pay for the time entry, in cents.
• rule_set_id: the pay rule set used.

Hours by member, project or client

Open Reports in the sidebar. Set From and To (the page starts on this month so far), and narrow with Project, Member, Group / department and Client if you need to. Group by adds a subtotal per member, project or client. Total tracked and Billable sum the time entries below them.

Then pick a file:

• Download time entries (CSV) and Time entries (XLSX): one row per time entry in the list below, with the member's name and ID in the last two columns. They use the same dates and filters as the list.
• Download project hours (CSV) and Project hours (XLSX): hours per project and member, added up from the time entries in the list below. Running and rejected entries don't count.
• Queue export: builds the file in the background with every filter applied. Pick Tracked time or Attendance insights, XLSX or CSV, and a Date format and Time format your payroll software reads. When it's ready, download it from Export queue, under Reports.

The project hours files, the XLSX files, Queue export and the Export queue come with the Pro and Enterprise plans. On Basic, use Download time entries (CSV).

Which export to use

• Your payroll software imports pay lines: payroll.csv.
• It imports hours and calculates pay itself: a time entries export from Reports, or a queued export with your filters and date format.
• You want a quick total per person to check by eye: Export CSV on the Timesheets page. Its column names are in your language, so don't use it for an import. See Reading timesheets.