Payroll

Modified on Thu, 9 Apr at 4:52 PM

Payroll day doesn't have to be stressful — here's how

❖ Goal

Help you get organized, verify key data, and export or run payroll quickly and accurately from your approved timesheets.

❖ Overview

Payroll in NextCrew is the final step in a clean data chain: good crew records → accurate rates → approved timesheets → clean payroll. When everything upstream is set up correctly, running payroll becomes a fast review and export — not a stressful scramble. NextCrew supports direct exports to major payroll systems and integrates with partners for fully automated processing.

❖ Typical Challenges

Payroll errors that trace back to incorrect rates or unapproved timesheets — discovered too late to fix easily.
Double-entering data between NextCrew and your payroll system.
Not having a clear checklist of what needs to be done before running payroll.

✅ How to Do It in NextCrew

a) How to get ready for payroll — The Checklist

Before running payroll, work through this sequence in order:

(1) Confirm all timesheets for the period are approved (green status).

(2) Verify pay rates on any new crew or new positions.

(3) Review overtime entries and confirm they are correct.

(4) Check for any missing timesheets.

(5) Confirm all reimbursements are entered and attached to the correct pay codes.

(6) Export approved data to your payroll system.

⚡ Automation & AI — What Happens Automatically

Overtime is automatically calculated and reflected in payroll totals based on your configured rules — no manual calculation.
Rate configurations flow from HR profiles through timesheets into payroll automatically — change a rate once and it updates everywhere.
Approved timesheet data is instantly ready for export — no data manipulation needed.

❖ Integrations

Export directly to Paychex, QuickBooks, Xero, and other payroll/accounting systems.
NextCrew's integrated accounting module supports batch invoice creation, accounts receivable tracking, and expense management — all connected to payroll.

❖ Best Practice Guide

Lock your payroll period at the same time every week — consistency reduces errors and sets team expectations.
Always run a pre-payroll exceptions report to catch anything that looks wrong before you export.
Set rates at the crew profile level, not job by job — it is the most reliable way to prevent payroll errors.
Build your payroll export process as a documented checklist that anyone on your team can follow — not just one person.

❖ Measure Your Success — Key Reports & Dashboards

Payroll processing time from period close to export.
Number of payroll corrections or adjustments needed after initial run.
Overtime hours as a percentage of total hours — track trends to identify scheduling issues.

➡️ Next Best Actions

After payroll export, generate client invoices from the same approved timesheet data.
Review your pay code configuration if overtime or reimbursements are frequently incorrect.
Share a payroll summary report with your finance team or leadership.

➤ FAQ

Q: What if I discover a mistake after exporting payroll?

A: Correct the timesheet (if not yet locked), re-export, and update in your payroll system. Always document the reason for the correction.

Q: Can I export payroll for multiple offices or locations at once?

A: Yes — use filters to select the relevant date range, office, or group before exporting.

Q: Do I have to use NextCrew for payroll processing?

A: No. NextCrew exports to most major external payroll platforms, or you can use the integrated accounting module directly.

➤ Call to Action

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✅ Before You Move On — Confidence Check

Can you honestly check all three boxes? If not, re-read the relevant section before moving to the next topic.

☐ I can list the six steps of the pre-payroll checklist from memory — and I know which step is the most common source of payroll errors.

☐ I know where to find the payroll export function in NextCrew and which payroll systems it connects to.

☐ I understand that rates are set at the crew profile level and flow automatically into payroll — I do not need to re-enter them at export time.