This article explains how to run and edit payroll in ZenMaid, from setting up cleaners and adjusting rates to approving, exporting, and sending payroll summaries. It covers special pay scenarios such as dual pay types, variable rates, and training wages, and highlights key tips for accuracy and troubleshooting. Important notes and warnings are provided upfront to help avoid common mistakes.

First, add all your cleaners and set their pay rates. When creating a cleaner on their profile page, you can choose or edit how they are paid: hourly, revenue share, fixed flat rate, or variable flat rate.

It's recommended to always click "Reset and Recalculate" before making edits. This ensures all your hours, rates, and extras are up to date.

Be cautious when deleting a payroll. Once removed, you’ll need to recreate them manually.

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

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

Zenmaid calculates the hours on the cleaners' payroll in two ways: For hourly-paid cleaners, payroll is based on clocked times if they clock in and out. If they do not, payroll is based on scheduled appointment times.

Payroll calculations include seconds, though they are not displayed. For example, if the clocked time is 2.10 hours at $15, you might expect $31.50. If payroll shows $31.58, it means 56 seconds were included in the calculation.

Cleaners on a revenue share are paid based on the original appointment price, not on the total appointment amount after discounts, taxes, overcharges, and tips.

Cleaners on revenue share will see the job cost to ensure transparency. Even if it were hidden, they could calculate it by dividing their pay by their percentage. For example, if they earned $40 at 20%, they would know the job cost $200.

On the Payroll Settings page, you can choose whether cleaners can view their payrolls. If enabled, they can log into the ZenMaid web app and access their own approved payroll records. Payroll notes will be visible to them inside their payroll entry when this access is turned on. If you want to hide notes, disable payroll access.

Go to Payroll from your ZenMaid Dashboard.

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

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

You can edit each of your cleaners' payrolls. Click on Edit.

On the next page, a summary of your cleaner's payroll will be displayed.

Here you will be able to see Scheduled Hours, Clocked Hours, Rates, Wages, Extras, and the details 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 ideal for adding items such as tips, cleaning supplies, or gas.

Click on Update Pay to exit and apply your adjustments.

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

Set the Pay Type and Pay Rate here, then click 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.

When everything is correct, click Approve Payroll under the Actions tab.

After approving payroll, you can download, print, or send a copy to your cleaners from the top right corner of the approved payroll page.

Using the Print option on the finalized payroll will generate a PDF for each cleaner’s payroll, which you can then print. For example, it will 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 prompt you to choose which cleaners should receive the approved payroll by email. For example, it will look like this:

Convert minutes to decimal time. For example, 6 hours and 42 minutes becomes 6.70. At a rate of $17.50, 6.70 hours equals $117.25.

When using the variable rate to pay cleaners, the amount must be entered for each appointment.

Variable pay rates can use Appointment Custom Fields to record the assigned pay rate, either public or hidden.

To view this data, use any calendar view and click through appointments in split screen or with dual tabs in ZenMaid. You can also export the data into a raw CSV file.

Since a single payroll cannot include both flat rate and revenue share for one cleaner, use this process for training and the first official week:

Since one payroll cannot include both an hourly rate and revenue share for a cleaner, there are two options:

Select one rate as the default and manually adjust jobs that pay differently. For example, if a cleaner is set at $15/hour but a deep clean should pay $40 by revenue share, adjust their hourly wage for that job to equal $40.

Run two payrolls.

You can adjust a cleaner’s payroll by adding a deduction or a bonus in the Payroll Summary.

This is useful for changes after payroll has been approved, such as adding a late tip, correcting an error, or handling other adjustments.

Click Deductions or Bonus to enter the amount.

You can run payroll at any time for any time period you choose. For the best experience, we recommend keeping the date range short.

The emailed payroll and the printable PDF display payroll data differently and can also be used 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.

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