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Staff hours and your accounts

Staff clock in and out on the till. You see everyone’s hours in the back office, fix mistakes, and download timesheets for payroll. You can also download your daily takings for Xero, QuickFile or your accountant.

Clocking in and out

1Clock in and out on the till

  1. On the PIN screen of any till or waiter phone, type your PIN.
  2. Tap Clock in / out (under the number keys) instead of OK.
  3. The till shows, for example, Jade clocked in at 11:02. At the end of the shift do the same: Jade clocked out at 17:31 · worked 6 h 29 m.

Underneath, the PIN screen shows who is clocked in now. To clock out during service, lock the till first so the PIN screen shows.

Good to know
Once your shop has started clocking, anyone who logs in without being clocked in is asked Clock in now?, so nobody forgets.
Tip
You can clock in on one till and clock out on another: all tills share the clocking.

2Add pay rates (optional)

In the back office open Staff and type each person's pay per hour in Pay £/hour, then press Save staff.

The Staff page with a Pay per hour column

Pay rates are only used in the back office for estimated pay. They are never sent to the tills, so staff cannot see each other's pay.

3See and print the hours

Open Staff hours and choose a period, for example Last week. You see each person's shifts, hours and estimated pay.

The Staff hours page with a summary per person and their shifts

Press Print for a paper copy, ready to sign or file.

Good to know
Estimated pay is hours × pay rate. It does not include tax, National Insurance, holiday pay or unpaid breaks: your payroll works out the final pay.

4Fix mistakes

Shifts with a problem are marked in red, and the summary shows to check next to the person.

One person's shifts, with a missing clock-out in red and an add button
  • No clock-out: press add and enter the time they left.
  • A wrong time: press edit next to it.
  • A shift that should not be there: press remove.
  • Someone forgot to clock in and out completely: press + Add hours by hand.
Add hours by hand: staff member, clock in and clock out

Changes reach the tills within a minute.

5Timesheets for payroll

Press Download timesheet (CSV) for every shift (name, date, clock in, clock out, hours, pay) or Download summary (CSV) for one line per person with total hours and pay. Both open in Excel or Google Sheets.

Give the file to whoever runs your payroll, or type the hours into your payroll software. Xero Payroll and QuickFile can't import hours from a file, so the hours are entered in the pay run there.

Tip
The end of day report printed on the till also lists today's hours per person.

Takings for your accounts

6Download your daily takings

Open Takings export and choose a period, for example Last month. You see each day's takings, VAT, cash and card.

The Takings export page with daily takings and Xero, QuickFile and spreadsheet downloads

Tick My business is VAT registered if you are. It is ticked for you when your VAT number is filled in under Shop settings.

  • Spreadsheet: one row per day, for your accountant or bookkeeper.
  • Xero and QuickFile: one sales invoice per day, to a customer called Daily takings. Only paid orders count.

7Import into Xero

  1. Check the Sales account code (200 is Xero's standard Sales account) and press Download for Xero.
  2. In Xero, go to Sales (or Business → Invoices) and choose Import.
  3. Choose the file. When Xero asks, set Amounts are to Tax inclusive.
  4. The invoices arrive as drafts. Check them and press Approve.
  5. When you reconcile your bank, match your card payouts and cash deposits to these invoices.

8Import into QuickFile

  1. Check the Sales nominal code (4000 is QuickFile's standard sales code) and press Download for QuickFile.
  2. In QuickFile, open Account Settings → Data Import Wizard and choose Sales invoices.
  3. Upload the file. The column names match QuickFile's, so they are matched automatically. QuickFile takes up to 250 days at a time.
  4. Tag your card payouts and cash deposits in the bank to these invoices.
Important
Import each period only once. Each day has its own invoice number (for example POS-20261109), so you can spot a day that is already in.