How do I create a pay run?

On the Timesheets page, pick a pay period, tick the approved timesheets and click the blue Pay Run button.

Before you start

• Connect Xero or MYOB. The Pay Run button only appears once one is connected.
• Set up your pay period and pay items. See How do I set up a pay period?
• If you use Xero, link each worker in Map Employees.
• Approve the timesheets. See How do I approve or reject timesheets?

Steps

1. In the left menu, under Field Operations, click Timesheets.
2. Click the date button. On the Pay Period tab, pick the pay period and click Apply. Custom dates won't work.
3. If you use Xero, set the Employment Type filter to Employee. Xero pay runs are for employees only.
4. Set the Status filter to Approved.
5. Tick the timesheets you want to pay.
6. Click the blue Pay Run button. A message confirms the pay run was created.

Approved timesheets ticked and the blue Pay Run button showing how many are selected

Example

Your weekly pay period is 12–18 October and you pay through Xero.

1. You pick the 12–18 October pay period on the Pay Period tab and click Apply.
2. You set Employment Type to Employee and Status to Approved.
3. You tick the approved timesheets for Mia, Tom and Ravi. The number on the Pay Run button shows 3.
4. You click Pay Run. The pay run appears on the Pay Run tab as Ready to Send, ready to send to Xero.

Good to know

• Swift Checkin sends the pay run to Xero or MYOB, not single timesheets. See What is a pay run?
• The number on the Pay Run button shows how many approved timesheets you picked.
• Your pay runs are listed on the Pay Run tab, with Pay Period, No Of Workers, Total Hours, Amount, Status and Line Items.
• Next, send it to payroll. See How do I send a pay run to Xero? or How do I export a pay run to MYOB?

If something goes wrong

• No Pay Run button – connect Xero or MYOB. For Xero, also set Employment Type to Employee.
• Pay Run button is greyed out – tick at least one Approved timesheet.
• Only approved timesheets are allowed – untick any timesheet that isn't approved.
• Something is missing window (Xero) – some workers or pay items aren't linked to Xero. Click Go to Settings, finish Map Employees and Setup PayItems, then try again.
• For every reason with an example, see Why can't I create a pay run?

Related questions

• What are pay periods and pay runs?
• What is a pay run?
• How do I set up a pay period?
• Why can't I create a pay run?
• Why is a worker missing from my pay run?
• How do I delete a pay run?
• How do I export timesheets to Excel?

All timesheets, leave and payroll questions