Employees & Payroll

Track who works for your business, what they earn, and what you've paid them — including advances, allowances and commissions. Run payroll once a month and the books will reflect everything automatically.

Add a staff member

Add an employee or a branch manager, give them a login, and choose their role and branch. The form has three short steps.

1. Open Settings & Management → Add Staff Member. First, who they are: their first and last name.
2. Add their phone number. This is what they sign in with. Email is optional.
3. Add their job title under Position, then tap Next.
4. Choose a role. A Branch Manager runs one branch and sees its reports. An Employee records sales and services, which fits a cashier.
5. Set their staff password. Give it to them privately; they can change it later. Then tap Next.
6. Choose the primary branch they work at. They only see that branch. If they also work at other branches, tap those under Also works at.
7. If you pay them a commission, set the payment type and commission rate here too. See Commissions.
8. Tap Create Employee. They can now sign in on their own phone.

Not sure which role to pick? See What each role can see. A branch manager can add staff too, but only with the Employee role.

Update or remove a staff member

Open Settings & Management → Staff Members. From the list you can:

• Tap Edit to change their details, role or branch, then tap Update Employee.
• Tap Deactivate to stop their login for now, and Activate to turn it back on.
• Tap Terminate when they leave. This ends their employment and stops their login.

Tap a name to open their page. It shows their sales, the services they provided and their activity. Tap Reset Password there if they forget their password, or Excel or PDF to download a staff report.

Set up salaries

Salaries are kept separate from the staff record, so you can see how pay changes over time.

1. Open Payroll and tap Salary Setup.
2. Tap New setup.
3. Choose the employee and type their monthly base salary.
4. Set the effective date: the day this salary starts.
5. Tap Save salary.

Change a salary

When you give a raise from a certain month, add a new setup instead of changing the old one.

1. Open Payroll → Salary Setup and tap New setup.
2. Choose the employee and type the new monthly amount.
3. Set the effective date to the day the new salary starts.
4. Tap Save salary. Months before that date keep the old amount.

To fix a mistake in a setup, tap the pencil next to it, make the change and tap Update salary.

Stop or resume a salary

When someone leaves or takes unpaid leave, tap Stop salary next to their setup, choose the last day the salary runs, and tap Stop salary again. Tap Resume to start it again later.

Run monthly payroll

You don't have to "run" payroll in a heavy sense. You record each payment as you make it, and the Payroll page shows who is owed what.

1. Open Payroll.
2. Choose the Month, and a Branch if you want one branch. Each employee shows their Net Pay, what is Paid, the Balance and a status: Unpaid, Partially paid or Paid.
3. Tap Record payment next to an employee.
4. Check the payroll month and the amount, choose the payment method (Cash, Mobile Money or Bank Transfer), add a reference if you want, and tap Record payment.
5. Repeat for each employee. The status changes to Paid once the balance is cleared.

Paying everyone at once? Tap Record payment at the top, choose Multiple employees, tap Add all employees, check the amounts, then tap Save all.

Recording salary advances

An advance is money paid to an employee against a month's salary.

1. Open Payroll and tap Record advance.
2. Choose the employee and the payroll month it comes out of.
3. Type the amount, the date, and a reason if you want.
4. Tap Record advance.

The advance is taken off that month's net pay straight away. To change or remove one, open Payroll → Advances and tap the pencil or the bin.

Allowances and bonuses

Use allowances for transport, lunch, airtime or any other one-off addition to pay.

1. Open Payroll → Allowances and tap Record allowance.
2. Choose the employee and the payroll month it applies to.
3. Type the amount and choose a type: Transport, Lunch, Airtime or Miscellaneous.
4. Tap Record allowance. It is added to that month's net pay.

Giving the same allowance to several people? Choose Multiple employees at the top of the form and save them all at once.

Commissions

A commission is a percentage of the services an employee does in a month. You set the rate once on their staff record, then work it out each month.

Set an employee's commission

1. Open Settings & Management → Staff Members and tap Edit next to the employee.
2. Go to the last step of the form.
3. Choose the payment type: Monthly Salary, Commission Only, or Salary + Commission.
4. Type the commission rate, for example 30%, and make sure Commission active is on.
5. Tap Update Employee.

Work out and pay commission for a month

1. Open Payroll → Commission.
2. Choose the month, and a branch if you want one branch.
3. Tap Generate payroll. Each employee shows the services they did, their rate and the commission they earned.
4. Tap Adjust if you need to change an amount.
5. Tap Pay, choose the payment method, then tap Confirm Payment to mark it as paid.

Payments and history

Open Payroll → Payments to see every salary payment, with the employee, month, amount and method.

• Tap the pencil to fix a payment, or the bin to delete one recorded by mistake.
• Tap Export to download the list.
• For one person's sales, services and activity, open them in Settings & Management → Staff Members and tap Excel or PDF for their staff report.