Logging hours and running payroll

Team Pay (Pro) is Rowie's payroll calculator. It tracks staff hours, allocates tips, computes overtime, and produces a CSV you can hand to your accountant or upload to your existing payroll system (Gusto, ADP, QuickBooks, bank bill-pay).

Important: Rowie does not move money for staff payroll. The CSV is the deliverable. We don't process employer-to-staff transfers because that's a regulated activity (Money Transmitter License in most US states). You pay staff through your existing payroll provider.

The Team Pay page lives in the FINANCE group of the sidebar. Owners and admins see four tabs at the top: Tips, Team, Hours, Pay Runs. Staff users see a simplified "My Pay" view of their own history only.

Set hourly rates

Hourly rates are set per staff member from inside Team Pay (not from the Staff page):

1. Vendor portal → Team Pay → Team.
2. Pick a staff member from the list.
3. Set their Hourly rate in the detail modal.

Rates can be edited any time. New rates apply to future calculations. Pay runs that have already been calculated keep the rate they were calculated with.

Overtime is not configured per staff member. It's a single org-wide rule (see below).

Configure overtime and pay settings

Open the gear icon next to "Team Pay" in the page header to open Pay Settings:

• Overtime threshold (hours/week). Default 40 (US) or 48 (EU). Drives the amber warning banner on the Hours tab when a staff member crosses the line for the week.
• Overtime pay rules. Tiered multipliers used by the pay-run calculation. Two presets, plus "Clear" to wipe them:
  • US standard: 1.5× after 40 hrs/week.
  • California: 1.5× after 40, 2× after 50.
  • Or Add tier manually (up to 10).
• Pay schedule. Manual, Weekly, Biweekly, or Monthly. Informational. Rowie doesn't auto-run, so you still kick off pay runs yourself.
• Tip distribution. Proportional to hours or Equal split across staff with hours in the period.

Log hours

Team Pay → Hours. The view defaults to the current week with chevron buttons to navigate previous weeks (you can't navigate into future weeks).

Click Log hours to open the entry modal. Two modes:

• Bulk entry (default for new entries). Pick a date, then enter hours for any number of staff in one go. Use this for end-of-day shift logging.
• Single entry. Pick one staff member, set start time, end time, total hours, break minutes, and optional notes. Use this for detailed shifts or edits.

The Hours tab automatically surfaces two warnings:

• Overtime. Staff exceeding the configured weekly threshold (amber banner).
• Missing breaks. Any shift 5 hours or longer with 0 break minutes (subtle gray banner).

Owners and admins can edit or delete any entry. Staff see their own entries on the "My Pay" screen.

Create a pay run

Team Pay → Pay Runs → Create Pay Run. The wizard has four steps:

1. Period. Pay run name (optional) plus start and end date. Defaults to the current ISO week. Hit Calculate Amounts to advance.

2. Review Amounts. The wizard auto-calculates:

   • Hours × hourly rate
   • Overtime hours and overtime wages (per the Pay Settings rules)
   • Tip allocations (proportional or equal, per Pay Settings)
   • Per-staff totals

   You can delete the run from this step while it's still a draft. Click Approve & Continue to advance.

3. Confirm & Pay. Tick the "amounts are correct" checkbox, then the green Approve & Continue button finalises the run. This locks the calculation and marks each line as paid externally. The wizard does not charge anyone.

4. Pay run ready. Download CSV and hand it to your payroll tool. The run is now locked. You can still duplicate completed runs to seed the next period.

Run statuses you may see: draft, calculated, approved, processing, completed, failed, partial.

CSV exports

Three CSV exports are available:

• Per pay-run CSV (Pay Runs tab → click a run → CSV button, or auto-download at the end of the wizard). One row per staff member with columns: Staff member, Email, Hours, Regular hours, Overtime hours, Rate, Wages, Overtime wages, Tab tips, Total, Status. Includes a totals row.
• All pay runs CSV (Pay Runs tab → CSV button in the header). One row per pay run with name, period, status, staff count, wages, tips, total.
• Annual summary CSV (Pay Runs tab, expand the annual summary section for the year at the bottom of the page, then CSV). One row per staff member for the calendar year plus a journal-entry block (debit Wages Expense, debit Tips Expense, credit Bank/Cash) for your accountant.

Per-row currency is preserved on historical runs. If your org currency changes, old pay runs still display and export in the currency they were created in.

Tip pools

Tip pools are managed separately on Team Pay → Tips. Create a pool, set its period, assign shifts, and finalize. The pool's allocations show up as "Tab tips" on each staff member's next pay run.