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How to Run Payroll in ZenMaid
How to Run Payroll in ZenMaid
Chris King avatar
Written by Chris King
Updated over a week ago

First, make sure that you’ve added all your cleaners and set up their pay rate. You choose/edit how you compensate your cleaner (hourly, revenue share, fixed flat rate, or variable flat rate) when you create them on the cleaner's page.

To run payroll:

  • Go to Payroll from your ZenMaid dashboard.

  • Set the dates using the From and To fields then hit the “Run Payroll” button.

  • Once you run the payroll, it is recommended to go ahead and click Reset and Recalculate located under the Actions tab first.

  • On the Payrolls page, you can view in detail and edit each payroll. Click on View and Edit.

  • You can edit each of your cleaner's payrolls. Click on Edit.

  • On the next page, a summary of your cleaner's payroll will be displayed. Here you will able to see Scheduled Hours, Clocked Hours, Rates, Wages, Extras, and the detail of their appointments as well.

  • You can adjust the cleaner's wage for each appointment, by clicking Edit on the desired appointment.

  • On the next pop-up window, you can adjust the Hourly Rate, Flat Rate, Extras, and hours worked for that specific appointment.

  • The Extras section is especially useful for things like tips, cleaning supplies, gas, etc.

  • Click on Update Pay to exit and apply your adjustments.

  • You can also edit the cleaner's default rate. Click on Edit Default Rate.

  • Here you can set the Pay Type and the Pay Rate. Once you're done, click on Update Pay.

  • You can also delete a cleaner's specific Payroll. Click on Delete Payroll under Actions.

  • Once you're done editing an individual cleaner's payroll, click on Payrolls located at the top left of the page.

  • Once everything looks good, click on Approve Payroll under Actions.

To Print, Export, and Send the Finalized Payroll:

  • After approving Payroll, you can now download, print, or send your cleaners a copy of Payroll by heading over the to top right-hand side of the approved-payroll page.

  • Using the "Print" option on the finalized payroll will create a PDF of each cleaner's payroll so that you can print it out. This, as an example, should look like this:

  • Using the Export Payroll as .csv option on the finalized payroll will download a .csv copy file of the approved-payroll

  • Using the Send to cleaners option on the finalized payroll will provide you a prompt to select which cleaners you'd like to receive the approved payroll via email. This, as an example, looks like this:

PAYROLL TIPS:

  • You can run payroll at any time for any length of time you wish.

  • Cleaners on revenue share are paid on the discounted prices and not the original service price before the discount.

  • Overcharges and taxes on appointments are not included in the payroll.

  • Tips are listed but not automatically added to the payroll. You can manually add them as an extra.

  • Once payroll is finalized, it cannot be changed. It can be deleted and run again.

  • The emailed payroll and the printable PDF have different ways to present payroll data and can be used also for reporting.

  • Another way to edit payroll if you see inconsistencies is to 'Recalculate' or 'Reset and Recalculate'. This usually resolves an error in the calculations.

Hourly Rate Pay

  • Zenmaid calculates the hours on the cleaners' payroll in two ways.

    If hourly-paid cleaners clocks in/out, the payroll will be based on the clocked times. If hourly-paid cleaners do not clock in/out, the payroll will be based on the scheduled appointment times.

  • Payroll calculates seconds and is not shown on the payroll. For example, if a clocked time is 2.10 x $15 = $31.50 but ZM takes seconds in the math so if payroll says $31.58, then it is including 56 seconds in the pay.

Calculations:

You will need to convert the minutes of 6.42 to the actual decimal time which would be 6.70.

Example: 6.70 at the rate of $17.5 is $117.29.

Variable Rate Pay:

  • When using the variable rate for paying cleaners, the amount entered for payroll has to be entered every time for each appointment.

  • Variable Pay Rates can use Appointment Custom Fields to notate the cleaner assigned pay rate (this can be public or hidden).

  • To view the data from the Appointment Custom Fields, you can use any calendar view and click through appointments using split-screen or dual tabs open with ZenMaid. Or.. you can export this data into a raw data file (.csv)

Training Rates:

Since there is no way to include in one payroll both flat rate and revenue share for one cleaner; to include training and their first official week, it would be recommended to:

1) Set the cleaner profile for the base rate (for example, $10/hr for training)
2) Run payroll ONLY for the week (or days) of training. Do not include appointments that are paid in the revenue share. Finalize, then pay the cleaner.
3) Change the cleaner's pay rate to revenue share. Run payroll with the real appointments that pay a revenue share.

Dual Pay Rates:

Since there is no way to include in one payroll both an hourly rate and revenue share for one cleaner; here are two options:

In the first option you would need to select one rate to start and for jobs that paid a different rate, adjust them manually to reflect the correct payment amount. For example, you pay mostly hourly so you set a cleaner at $15/hour. They cleaned one home that was a deep clean and they should have been paid $40 based on the revenue. You would need to manually adjust their hourly wage to calculate the $40.

A second option is to run two different payrolls.

1) Set the cleaner profile for the base rate (for example, $15/hr)
2) Run payroll only for the regular cleans, deleting any deep cleaning appointments from the payroll.

3) Finalize then pay the cleaner
3) Change the cleaner's pay rate to revenue share. Run payroll with the remaining appointments that pay a revenue share. The ones that were deleted during the first payroll would show up now and be automatically calculated.

Adding Bonus/Deductions:

You can add or subtract an amount from a cleaner's Payroll by adding a Deduction or a Bonus in the Summary of the Payroll.

This is useful if you need to adjust the amount from an already approved payroll. You can add a tip that came after the previous payroll was approved, you can deduct from the total pay in case there was an error in the previous payroll, and many other cases.

Just click where it says Deductions or Bonus to add the desired amount


Keywords:
Payroll, run payroll, create payroll, edit cleaner payroll, adjust payroll

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