Find your way around
The menu runs down the left of the screen. Payroll Time, Project time and Pay Runs open out to show the pages under them. Settings and Log out sit at the bottom, under Administration.
The header runs along the top. It shows your logo once you've uploaded one, and the workspace you're in, such as Accounting workspace. A workspace is a set of menus for one kind of work.
On the right of the header:
- the bell opens your Alerts;
- the workspace switcher changes the menu (see "Switch workspaces" below);
- the company switcher appears when you belong to two or more businesses in PaySuiteTT. Choose a business to work in it.
On a phone, the menu is a bar along the bottom, with Overview, Staff, Payroll and More. Ledger joins them while the Books service is on. More lists every other page, and the company switcher if you have one.
Start on the Overview
Overview opens each time you sign in. Its page is headed Finance overview.
Finish setting up sits at the top. It lists the business details that appear on your payslips, NI forms and invoices, and counts how many are done.
- Press an item to open the page where you add that detail.
- Press Hide to put the list away on this browser.
- Once every item is done, the list goes away by itself.
Further down the page:
- Start pay run and Open payroll reports take you to payroll;
- Open the dashboard shows your sales, spending, profit, payroll and time month by month, for any dates. Dashboard is also in the menu, right under Overview;
- the figures across the middle cover this year, such as Sales posted and Payroll liabilities. Press a figure to see the records it's made from;
- Month-end review shows this month's net profit, the wages you haven't marked paid yet, and what you're owed and what you owe this year;
- Compliance agenda lists the filings due soon, with their dates;
- Guided actions has shortcuts such as Add employee and Review taxes.
Keep staff records in Employees and Leave
Employees holds a record for each person you pay, from their pay and NIS number to their bank details. Press New employee to add someone.
Leave, under it, shows each employee's leave for the year: what they're entitled to, what they've taken and what's left.
Collect hours in Payroll Time
Payroll Time gathers the hours you pay for. Press it to see three pages:
- Kiosks: for staff who clock in and out on a shared tablet, each with their own PIN.
- Payroll Time Readiness: hours that still need linking or approving before an hourly payroll.
- Employee Account Links: joins each person's login to their employee record. Until it's linked, their hours can't reach payroll and they can't see their payslips.
Kiosks and Payroll Time Readiness show when the Time service is on. Employee Account Links shows with Payroll or Time.
Follow project work in Project time
Project time, under Payroll Time, shows when the Time service is on. Press it to see three pages:
- Tracked time: the time your staff logged on projects, where you approve it.
- Time tracking settings: screen captures and the idle pause, for everyone in the business.
- Teams: who manages whom, and which projects and tasks each team can open.
Staff who log time on projects use the timer on the website. A manager approves that time in the Manager workspace.
Pay your staff in Pay Runs
A pay run is one payroll for one pay period. Press Pay Runs in the menu, then the first page under it, Pay runs. It opens the Payroll control center, with all your pay runs. Press New pay run to start one. PaySuiteTT works out NIS, PAYE and Health Surcharge for each person. Pay groups and Public holidays, on the same page, set who has NIS and BIR taken and which days pay time and a half.
When you press Finalize on a run and confirm, PaySuiteTT makes the payslips. The run's Exports page has your bank file and the files for your PAYE, NIS and Health Surcharge returns.
Two more pages sit under Pay Runs:
- NI184/NI187 Forms finds finalised pay runs missing their NI184 or NI187, your monthly NIS forms. You make these forms on each pay run's Exports page.
- Import data brings in employees from an Excel or CSV file, or what you've already paid each of them this year.
Find payslips in Payslips
Payslips keeps the PDF of each payslip from your finalised pay runs, newest first.
Staff who have an email address on their employee record get their payslip by email when you finalise the run. Payslip Outbox, at the bottom of the menu, shows those emails and each delivery attempt. It shows while the Payroll or Invoices & VAT service is on.
Keep your books
The pages from Purchases down to Audit Pack keep your books. They show when the Books service is on. Taxes & Forms and Reports also show with Payroll, for your payroll reports, tax forms and filing calendar.
- Purchases holds the bills your suppliers send you. Its page is headed Bills.
- Suppliers lists the businesses you buy from.
- Expenses records money you've already spent, with the receipt attached if you have it.
- Taxes & Forms shows your VAT summary, fillable tax forms and your filing calendar.
- Reports holds your payroll reports, such as Payroll Summary and Tax Summary.
- Accounting holds your profit and loss and your balance sheet, with the detailed records your accountant works from.
- Audit Pack puts your key reports and records into a ZIP file for an audit.
Change your details in Settings
Settings, at the bottom of the menu, has a tab for each part of your setup, such as Company profile, Services, Users & roles, Tax & NIS and VAT. See Your settings at a glance.
Switch workspaces
The switcher in the header holds your workspaces: Sales, Accounting, Manager and Employee. Manager shows while the Time service is on. You start in Accounting. Press another workspace to change the menu, and press Accounting to come back.
Sales
Press Sales and the Sales dashboard opens.
- Sales lists your invoices. Press New invoice to write one, and record payments on it as they come in.
- Customers holds your customer directory.
Manager
Manager shows what your team leads see. Hours, headed Team hours, is where they approve their team's finished time. Approved time goes to payroll. Projects and Clients are where they add the work their team logs time against, and Time Reports gives their team's hours as a PDF or CSV. Team, Screenshots and Feedback cover the rest of their work.
Employee
Employee shows what your staff see when they sign in. Overview, headed My time tracker, shows their time today and this week. Staff who log time on projects also have Projects, Work Sessions, My Tasks and Time Reports, for their own hours. Under Pay & leave, My payslips and Leave show their own payslips and leave. These fill in once their login is linked to their employee record.
Good to know
- People see only the workspaces their role allows. Staff who track time land in Employee, and team leads land in Manager. See Invite your team.
- To switch a service on, open Settings › Services, tick it and press Save services. Switching one off hides its pages from the menu; nothing you entered is deleted.
What's next
Read Set up your business to work through Finish setting up. Then read Invite your team and Run your payroll.