Who this is for
- Owners and finance managers approving pay runs and cutting salaries.
- HR administrators managing wages, deductions, and advances.
- Staff viewing their own pay slips, tips, and history on the Staff Earnings portal.
What Payroll automates
Wage calculation
Reads hours from Clock In/Out and applies the staff wage structure (hourly, daily, monthly, or commission) with overtime rules.
Tip distribution
Splits pooled tips by role or routes them directly to the assigned waiter, and appends them to the pay slip.
Statutory deductions
Applies Zambia PAYE (25%) and NAPSA (5%) presets, plus any custom or hospitality-specific deductions you configure.
Salary advances
Auto-deducts approved advances from the next payroll record and marks them settled.
The admin Payroll workspace
Open Staff → Payroll to see six tabs:
Admin Payroll page with the six tabs and period navigator.
The staff self-service view
Each staff member sees a My Earnings page on their dashboard with six tabs: Earnings, Wage, History, Tips, Deductions, Advance. See Staff Earnings Portal for the full breakdown.The typical pay run
1
Pick a period
The period navigator defaults to the current 7-day window. Use the arrows to move week-by-week or open the picker for a custom range.
2
Generate payroll
Click Generate Payroll to run bulk generation for every eligible staff member, or pick a single staff for a one-off record. See Generating Payroll.
3
Review draft records
Each record shows gross, tips, deductions, advances, and net pay. Open a record to inspect the pay slip breakdown.
4
Approve
Move records from Draft to Approved once you are satisfied. Approved records are locked to edits.
5
Mark as paid
Record the payment (bank transfer, mobile money, cash) and set the record to Paid. The staff member sees it instantly on their Earnings page.
Records that need investigation can be flagged as Disputed. See Payroll Records & Lifecycle for the full state machine.
Prerequisites before your first pay run
Tips and best practices
- Run payroll at the same day and time every period so staff know when to expect payment.
- Approve records in bulk once you have verified totals — approval is the audit-safe checkpoint.
- Use Reports → CSV Export to keep an offline archive for accounting.
- Enable Salary Advances with sensible limits (default K1,000/request, K2,000/month) to avoid cash requests mid-shift.
Common mistakes
- Skipping wage structures. Staff without an assigned wage generate a zero-gross record.
- Forgetting to clock out. Open shifts do not contribute hours to the current period.
- Approving before checking tips. Distribute tips first, then generate — otherwise the record excludes the pool.
- Editing an approved record. Approved and paid records are immutable. Revert to draft if a correction is needed and re-approve.