Timesheets & Payroll

Tracking employee user's time and generating payroll reports

The Timesheets feature helps you track employee work hours and generate payroll reports. This is available on the Service Company Employer Plan or with the Payroll add-on to the Service Company plan. The timeclock and payroll features are only available for employee users with their own login. Contract technicians do not have access to the timeclock and their time will be tracked on the Site Visit check in and check out forms.

How Timesheets Work

Timesheets can be populated in two ways:

• Clock In / Clock Out - From the Dashboard, the logged-in employee clicks Clock In or Clock Out and the system automatically detects their employee record. Employees just need to make sure the times match their actual work hours.

• Manual Entries - Missed or additional entries can be added from Accounting > Timesheets > New Timesheet: https://serviceenvoy.com/timesheets

• Edit Entries - Incorrect entries can be edited from Accounting > Timesheets > Click the row with the error and an edit dialog will open.

• All time-clock and timesheet entry/edit forms block overlapping times for the same employee on the same date, to reduce data-entry errors and time duplication.

Pay-period reminder. When a pay period closes, employees who clock in and out see a banner asking them to review their hours and Submit them for payroll — your notification email gets a confirmation for each one. The reminder appears only for employees who clocked in during that pay period or in the last 60 days, so owners and salaried staff who never punch in aren't asked. Owners and admins who never log hours can choose I don't log hours on the banner to stop it for good; to turn it back on, go to My Account → Payroll Reminder. Other employees can't switch it off.

GPS Location on Clock In & Clock Out

When an employee clocks in or out, Service Envoy captures a one-time GPS snapshot from their device and measures how far they were from your office. Like the site visit check-in, this is best-effort and never blocks the punch — if the employee's phone denies location access or can't get a fix, they still clock in and out and the location is simply not recorded.

Your office location is taken from your company's W-9 address, or your Owner's business address if no W-9 is on file. The captured distance shows up in two places:

• The Payroll Report. Under each clock-in and clock-out time, a small 📍 "N mi" badge shows how far the employee was from the office when they punched; hovering shows the exact distance and the phone's GPS accuracy. If a punch was more than 5 miles from the office, the badge turns amber so you can spot it at a glance and review it.

• The timesheet entry. The same distance — with a map link to the exact coordinates — appears on the individual timesheet record.

It's a single snapshot at the moment of each punch — Service Envoy does not track an employee's location at any other time. An employee who is legitimately clocking in from a remote job site will simply show a larger distance; the amber flag is an at-a-glance cue for review, not a restriction.

Payroll Reports

Video Tutorial: https://youtu.be/aaSsg4gCp_I

Generate payroll reports from Accounting → Payroll Report. https://serviceenvoy.com/payroll/report

• The date range automatically selects the most recent pay period, or you can choose a pay-period date manually.

• All employees with timesheet entries are included, or you can choose which employees to include.

  • Inactive employees still appear if they had a timesheet entry, so you can view terminated employees' hours and reports stay consistent over time.

  • Employees can view the payroll report for themselves only, to see their own hours.

• Time validation - Any site visit entries matching the employee, date, and time period appear in an expandable section under each day's timesheet entry, so you can quickly cross-reference billable site visit hours against employee reported timesheet hours.

• View total hours worked, overtime, and pay calculations.

• Print the report or save it as a PDF using your browser's print dialog or you can export the payroll report.

Payroll Settings

Configure payroll in Admin → Payroll Settings to set your Pay Frequency and Last Pay Period End Date — the benchmark date from which all pay-period dates are worked out. https://serviceenvoy.com/admin/payroll-settings