Running Payroll from the Time Tracking App
With Payroll Advanced and Advanced Plus, you can now integrate your Housecall Pro Time Tracking app into your regular payroll workflows. We have streamlined the process to make running payroll as easy as possible for Pros who have employees who regularly fill out timesheets.
To get started, follow these steps to navigate to the Time Tracking tab:
Log in to your Housecall Pro account and click the Payroll tab in the navigation bar at the top of your screen.
Select the Time tools tab from the menu on the left, then select Time tracking.
Switch Between Grid and Table View
You can toggle between Grid View and Table View depending on how you prefer to review hours. This selection will persist next time you visit Time Tracking.
Grid View:
Displays all selected employees at once
Breaks down hours by date within the selected pay period
Best for reviewing daily activity across the team
Table View:
Displays an aggregated total per employee
Shows total hours for the selected pay period
Best for reviewing overall totals quickly
Select a Pay Schedule
Use the Time Range dropdown to select the pay schedule you want to review.
The default pay schedule is the Primary Pay Schedule selected on the Overview page.
Only active pay schedules appear in this dropdown. You can mark pay schedules as active or inactive from the Overview page.
Select the Custom range option if you want to view a specific timeframe outside of pay schedules.
Filter by Team Members
Use the Select Team dropdown to choose which employees you want to view.
Your employee selection is saved per pay schedule.
This allows you to show specific employees for specific pay schedules without reselecting them each time.
Review and Edit Time Cards
To review individual time entries:
Click View Timesheet
Expand a time card to review hours
Click the pencil icon to make adjustments
You can enter time using the following even types:
Regular
Overtime
Double time
Paid Time Off
Sick
Holiday
Review Clock-In and Clock-Out Locations with the Map
Each time card includes a map view that allows you to review clock-in and clock-out locations for a specific shift.
How to Use the Map
Open a time card by clicking View Timesheet
Expand the shift you’d like to review
Use the map to see the clock-in and clock-out locations for that shift
To highlight a specific shift route:
Hover over a row within the time card table
The corresponding route will automatically highlight on the map
Editing Hours with Overtime Rules Enabled
If you want to manually enter time, but overtime rules are enabled:
You can only select Hours Worked
The system will automatically calculate regular, overtime, and double time based on your organization’s rules
Paid Time Off, Sick, and Holiday Hours
If you have active PTO, Sick, or Holiday policies:
Hours shown will reflect approved requests only
Manual entries for PTO, Sick, or Holiday can only be added if there is no active policy for that time type.
Managing Time for Users Excluded from Payroll
You can manage time for users who are excluded from payroll.
For these users:
Overtime rules do not apply
Time off policies do not apply
Clock in and out entries can be adjusted
Manual hours can be entered as needed
Export Hours
Use the Export data button to download hours for selected employees.
❗ Important:
The export respects your Team dropdown selection
Only selected employees will be included in the export
Sync Hours and run Payroll
Use the Sync Hours to Payroll button to submit hours for payroll processing.
❗ Important:
This button respects the Team dropdown selection
Only selected employees will be synced
Submit Employee Time
Click Submit Employee Time
Assign a Workplace for each employee
Assign the appropriate Earning Rate
Make sure all required fields are completed before proceeding.
Preview and Submit Payroll
After assigning workplaces and earning rates:
Click Preview Payroll in the upper right corner
Review payroll details for accuracy
Click Submit Payroll to finalize
How to Set Up Overtime Rules for Payroll Time Tracking
Congratulations on completing your payroll onboarding process! As you embark on this journey of efficient payroll management, let's explore how you can further streamline your experience with time tracking and overtime rules.
Payroll Advance now allows you to automate your overtime rules under a new Settings page located on the Time Tracking tab.
Use this step-by-step guide to learn how to set up your overtime rules.
To set up overtime rules for Payroll time tracking:
Log into your Housecall Pro account and click the Payroll tab located in the navigation bar at the top of your screen.
Select Time tools > Time tracking from the left menu.
Select Overtime settings in the top right corner
Start by clicking Edit from the top right corner
Adjust your overtime rules applicable to your company’s policy.
Please note the following:
Start of work week: We suggest you start your work week on the same day as your pay period. If you pay your employees semi-monthly, we recommend you start your pay period on Sunday.
Scenarios for Multiple Rules Turned On at Once
To help you plan for your own overtime rules, let’s review a few scenarios on how they could be set up:
Start of work week: Monday
Weekly overtime: 40 hours
Daily overtime: 8 hours
Daily double time: 12 hours
7th consecutive day overtime: ON
If the daily overtime and weekly overtime rules are turned on at the same time, daily overtime hours are counted first. Then, if any overtime hours remain unaccounted for, those hours will be attributed to weekly overtime. If the 7th consecutive days overtime rule is ON, the first 8 hours are overtime, anything over 8 hours is double time, regardless of the hours worked that week.
Scenario 1
Let’s consider a new employee, Ben, who has worked the following schedule:
MON – 14 hours
TUE – 10 hours
WED – 10 hours
THR – 10 hours
FRI – 10 hours
SAT – 10 hours
SUN – 0 hours
In this scenario, here is how our rules will break down the hours Ben worked into the regular and overtime buckets:
Day | Regular Hours | Overtime | Double time |
Monday | 8 | 4 | 2 |
Tuesday | 8 | 2 | 0 |
Wednesday | 8 | 2 | 0 |
Thursday | 8 | 2 | 0 |
Friday | 8 | 2 | 0 |
Saturday | 0 | 10 | 0 |
Sunday | 0 | 0 | 0 |
Scenario 2
Let’s consider Ben, who worked the following schedule:
MON – 5 hours
TUE – 5 hours
WED – 5 hours
THR – 5 hours
FRI – 5 hours
SAT – 5 hours
SUN – 10 hours
In this scenario, here is how our rules will break down the hours Ben worked into the regular and overtime buckets:
Day | Regular Hours | Overtime | Double time |
Monday | 5 | 0 | 0 |
Tuesday | 5 | 0 | 0 |
Wednesday | 5 | 0 | 0 |
Thursday | 5 | 0 | 0 |
Friday | 5 | 0 | 0 |
Saturday | 5 | 0 | 0 |
Sunday | 0 | 8 | 2 |
Modifying Hours When Overtime Rules are ON/OFF
OT Rules are turned OFF
When you make adjustments to Time Tracking when the Overtime rules are off, you can adjust the following fields:
Regular
Overtime
Double-time
Paid time off
Sick
Holiday
OT Rules are turned ON
When you make adjustments to Time Tracking when the Overtime rules are on, you can adjust the following fields:
Hours worked
Paid time off
Sick
Holiday
The Hours worked will consist of regular, overtime and double time hours. The breakdown will automatically be calculated based on the rules you have set.
Once you've configured your overtime rules according to your requirements, remember to click on the blue Save button in the upper right-hand corner of your screen to apply the changes.
With your setup complete, you're now equipped to efficiently manage time tracking and overtime calculations within your payroll system!
Need help or have questions?
We're here for you! Chat with Support using the Blue Chat Bubble in your Housecall Pro account, or give us a call at (858) 842-5746.