How to Run Manual Payroll ?

In Workstatus, manual payroll is a process where employee timesheets and expenses are selected manually, and the corresponding amount transfers are processed manually instead of through automated payroll runs (like Stripe). This method is particularly useful when you need more control over which records to include, make adjustments, or handle special cases.

Please follow the steps to access and run manual payroll for your organization:

• Step 1: Go to Financials in left navigation menu and click on 'Payroll', you will be redirected to Payroll Management page.

• Step 2: Select Payroll Type, this field allows you to select the type of payroll you want to generate. You can choose between 'Month' or 'Week' based on your payroll cycle.

• Step 3: Select Period, this field lets you choose between Current or Previous payroll periods.

*If you select Current, it picks the latest completed week or month based on the chosen payroll type.

*If you select Previous, it picks the payroll date range for the previous week or month.

• Step 4: Select Transfer Type as "Manual" and click on "Run Payroll" button to generate the payroll.

• Step 5: At this step, you will be redirected to the generated payroll page, where all organization members are listed. You can use the checkboxes to select the employees you want to include in this payroll. Here, you will see Employee name, their Email, Total amount (in base currency of organization), and Action button.

• Step 6: Selecting the check-box will enable 'Action' button of individual user. Clicking on 'Action' icon will redirect user to Timesheet & Expense listing page of that user. Select the Timesheets and Expenses which you want to include under this payroll. Here, timesheet listing will be shown according to Payroll Settings.

The timesheet provides a detailed view of all the hours logged by users for the project under which the budget is created. It helps you track work, costs, and billing status at the task level. The timesheet includes the following columns:

*Project Name – Show the specific project name against which time has been logged.

*Task Details – Shows the specific task or activity against which time has been logged.

*Date – The date on which the timesheet is logged.

*Hours Logged By – Displays the user’s name along with their profile image to quickly identify who logged the time.

*Time Period – Captures the exact start and end timestamps for the logged work, ensuring complete transparency of working hours.

*Hours Logged – Indicates the total number of hours recorded for the given entry.

*Amount – The monetary value of the logged time, calculated as: Amount = Pay Rate x logged hours.

*Invoiced – Marks whether the logged time has already been invoiced to the client.

*Billable – Indicates whether the logged hours are considered billable under the budget.

*Status of Timesheet – Displays the current approval state of the timesheet entry (e.g., Pending, Approved, or Rejected).

The expenses section lists all the costs recorded by users for the project under which the budget is created. It helps you track, categorize, and manage project-related spending. The table includes the following columns:

*Project Name – Shows the specific project name against which expense has been made.

*Category – The type of expense incurred. Categorization helps in organizing and analyzing expenses.

*Task – The task or activity associated with the expense, linking costs directly to specific project work.

*Date – The date on which the expense was recorded or incurred.

*Reason – A short description or justification provided by the user explaining why the expense was made.

*Member – The team member who submitted or is associated with the expense entry. This typically shows the user’s name and their profile image.

*Amount – The monetary value of the expense. This represents the cost incurred for that particular entry.

*Invoiced – Indicates whether the expense has already been billed to the client. This helps in identifying pending expenses that still need to be invoiced.

• Step 7: After selecting the required timesheets and expenses, you will see "Total Selected Amount" on employee listing page. Now, click on "Proceed To Payroll Deduction".

• Step 8: You will be redirected to the Payroll Deductions page, where you can view the deduction summary. Here, you can apply a percentage-based deduction for employees or set a fixed amount deduction if needed. You can apply it globally as well as individually for each employee.

*Note:** After successfull Transfer after deductions, Payroll's Status is changed from "Draft" to "Locked".

• Step 9: Click on "Proceed to Transfer" button with the final amount of the payroll. You will be redirected to "Transfer Summary" page.

This page will contain following details of the generated payroll:

*Transfer Summary data: Number of employees in payroll, their original amount, deductions and their Transfer Amount.

*Employee Transfers: Employee name, their Email, Original Amount,Ddeductions, Transfer Amount, Status and Action.

• Step 10: Click the Action button to “Mark as Manually Complete” for individual employees. Once all employee statuses are marked complete, you can finalize the payroll by selecting “Mark as Complete” from the top-right corner of the page.

• Step 11: Here, you can attach proof of the successfull amount transfer and view or download the payslip from 3-dots action button.

Proofs: Add comment and Attach file and click on Save button.

Payslip: Here, you can view all the details of payroll of individual members and can download it by click on "Download" button.

Updated on: 22/09/2025