Payroll and expenses

Two office modules close the money loop on the workforce side: Payroll (hours and pay) and Expenses (spending and reimbursements). Both feed from what drivers do in the app all day.

Payroll

Payroll (sidebar → Admin → Employees → Payroll) is organized into tabs: Today, Employee pay setup, Employee period entry, Hours Review, and Payroll Runs.

The Today view

The Daily payroll table shows every employee for the selected date: Shift status (Clocked in, On lunch, Clocked out, Not started, No record), Clock in / Clock out times, Odometer readings, Clocked hours, Trips completed, Trip hours, and the first-pickup-to-last-dropoff span. It's your morning answer to "who's actually on the road?" and your evening answer to "who forgot to clock out?".

The Save trip-based clock-outs button fills in missing clock-outs from each driver's last trip of the day (marked as estimated), so one forgetful driver doesn't hold up payroll.

From hours to pay

• Employee pay setup — per-employee pay configuration; payroll is enabled per employee.
• Employee period entry — manual period entry for office staff who don't clock in and out.
• Hours Review — review and correct the period's hours before committing.
• Payroll Runs — generate the payroll run for the period.

Payroll reports (driver payroll summary, hours detail, trip-based payroll, exceptions) are available under Reports — see Running reports.

Expenses

Expenses (sidebar → Finance & reports → Expenses) collects company spending: entries added by the office (Add expense) and submissions from drivers via the app, tagged with their Source.

Reviewing the list

KPI tiles show Listed, Total, and Pending for your filter. Filter by date range, Status, and under More filters by Category, Driver, Source (Web / Driver app), Payment method, Credit card, or Facility. Each row shows the merchant, category, amount, odometer, payment method, submitter, status, and a Receipt link.

Approving and reimbursing

Open an expense to review the receipt image and the automatically extracted details, then:

• Approve — accept it
• Reject — with a Rejection reason
• Mark reimbursed — once the driver has been paid back
• Edit or Set pending for corrections

Statuses run Pending → Submitted → Approved → Rejected / Reimbursed.

Company cards

The Credit cards button manages company cards, so card purchases can be tied to the right card and reconciled against statements.

Tip: Keep the merchant list current under Settings → Expense settings — when drivers can pick the right merchant instead of typing, your category reporting stays clean.