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Payroll
Turn hours, task pay and salaries into pay stubs, export a PayPal payouts file and a payroll register for your accountant, and mark people paid.
What it's for
The Payroll tab works out what each person earned in a pay period — hourly, per task and salary pay, plus overtime and any bonuses — and the taxes to withhold for W-2 employees. You approve the period to create pay stubs, pay people yourself (for example with a PayPal payouts file), then mark them paid.
OrderPilot never sends money. Your accountant deposits the withheld taxes and files the tax forms.
Payroll is for admins only.
Where to find it
Sidebar → Team → ⚙ Manage team → Payroll.
The screen at a glance
- Pay period bar — the period dates and pay date, with ‹ Prev and Next ›.
- Payroll table:
- Member and their PayPal email.
- Type — W-2 with the work state (and NYC if they live there), or Contractor.
- Pay — each earning line (hourly, overtime, per task, salary, bonuses). Click × next to a bonus or adjustment to remove it.
- Hours — and overtime hours under it.
- Gross, Taxes withheld (W-2 only), Net · PayPal (what to pay them), Employer taxes (W-2 only).
- Stub — Draft, Approved or Paid.
- Totals row.
- For your accountant · this period — the tax amounts to deposit, grouped by form (federal 941 deposit, NY State + NYC withholding, NY SDI and Paid Family Leave, NJ withholding, NJ UI/TDI/FLI, FUTA, NY and NJ unemployment). Only lines with an amount show.
- How paying works — the five steps, in short.
If nobody has pay set up yet, the table tells you to open Members & settings and turn on hourly, per-task or salary pay for someone.
Buttons and actions
| Button | What it does |
|---|---|
| ‹ Prev / Next › | Shows the previous or next pay period. |
| Payroll register (CSV) | Downloads the period's payroll register for your accountant. |
| PayPal payouts file | Downloads a file you can upload in PayPal (Pay & Get Paid → Payouts) to pay everyone at once. |
| Payroll settings | Company details for the pay stubs, pay schedule and tax rates (below). |
| Approve pay stubs | Freezes the period into pay stubs. Each person can then see their stub. Asks first. You can undo until a stub is marked paid. |
| + Adj | Adds a bonus or adjustment for one person. Use a negative amount to deduct. |
| Pay stub | Opens the person's pay stub (a draft preview if not approved yet). |
| Undo | Sends an approved, unpaid stub back to draft. |
| Tick boxes + Mark selected paid | Marks the ticked approved stubs as paid. Asks first. Do this only after the money has been sent. |
Payroll settings
- Company on the pay stubs — legal name, address and EIN.
- Pay schedule — weekly, biweekly, semimonthly or monthly; a day a pay period starts on (for weekly and biweekly); and how many days after the period ends the pay date falls.
- Tax rates — the rates OrderPilot uses this year. Change only what your accountant tells you. Your change overrides the built-in rate for your company. Back to built-in rates throws away your changes (asks first).
- Save / Cancel.
How to run payroll
- Open Payroll. Use ‹ Prev / Next › to reach the period you want.
- Check the hours and amounts. Fix any time on the Timesheets tab first.
- Add any bonus with + Adj.
- Click Approve pay stubs and confirm. Each person can now see their stub on My work.
- Click PayPal payouts file and upload it in PayPal, or pay each person yourself.
- Tick the stubs you paid and click Mark selected paid.
- Click Payroll register (CSV) and send it to your accountant.
Tips and troubleshooting
- Changed an hour after approving? Click Undo on the stub, fix the time, then approve again. Paid stubs can't be undone.
- If the tax rates box won't save, the text has a typo — check commas and brackets, or use Back to built-in rates.
- Contractors have no taxes withheld. Their stub is a payment statement.
- Each person's pay, worker type and tax choices are set in Members & settings.
Still stuck? Email support@softavant.com and tell us what you were trying to do.