Generating Payroll Reports from Time Entries in Kwilio Scheduling

Every minute your employees clock is a time entry. Kwilio Scheduling turns those entries — with breaks, overtime, and per-employee pay rates — into clean payroll reports you can export at the end of each pay period.

How Time Entries Work

A time entry is created the moment an employee clocks in. It records:

Clock-in timestamp (and GPS location if geofencing is enabled)
Breaks — each break has its own start and end time, so unpaid break deductions are calculated precisely
Clock-out timestamp
Total worked hours (gross time minus unpaid breaks)

Employees manage their own entries from the iOS app. Managers can review, edit, or add entries from the Mac app — useful for correcting missed clock-outs or manual shifts.

Setting Up Payroll Settings

Before running your first report, configure Payroll Settings on Mac:

Overtime threshold — the number of daily or weekly hours after which overtime rates apply (commonly 8 hours/day or 40 hours/week, depending on your jurisdiction)
Overtime multiplier — typically 1.5× for standard overtime, 2× for double time
Pay period — weekly, bi-weekly, or semi-monthly
Late clock-in threshold — how many minutes late before an entry is flagged for review

These settings apply organization-wide. Individual employees can have their own pay rates set in their employee profile.

Running a Payroll Report

To generate a report:

Open Reports in the Mac sidebar.
Select the pay period date range.
Choose which employees to include (or select all).
Tap Generate Report.

Kwilio calculates:

Regular hours at each employee's base rate
Overtime hours above the threshold at the configured multiplier
Gross pay per employee
Total payroll cost for the period

The report breaks down hours by day, making it easy to verify individual entries before processing payroll.

Exporting

Reports can be exported in formats compatible with common payroll processors. The export includes:

Employee name and ID
Regular and overtime hours
Gross pay
Pay period dates

Import the export file into your payroll software, or hand it to your accountant. Kwilio doesn't process payments — it gives you the accurate data you need to do so.

Reviewing Flagged Entries

Kwilio flags time entries that fall outside your configured thresholds:

Late arrivals — clocked in more than N minutes after shift start
Missed clock-outs — shift ended but no clock-out was recorded
Short shifts — clocked fewer hours than scheduled

Flagged entries appear in the Review section of the time tracking view. You can approve them as-is, edit them, or contact the employee for clarification.

Break Tracking

Breaks are a first-class concept in Kwilio. During an active shift, employees tap Start Break on their iPhone. When they return, they tap End Break. Each break is recorded with its own timestamps.

At report time, breaks are categorized:

Unpaid breaks (meal breaks, typically 30+ minutes) — deducted from worked hours
Paid breaks (rest breaks, typically under 20 minutes) — counted as worked time

Configure which break durations are unpaid in Payroll Settings. Kwilio applies the rule automatically to every entry.

Accurate time tracking doesn't require expensive hardware, proprietary time clocks, or a dedicated HR platform. With an iPhone in every employee's pocket and Kwilio Scheduling installed, your payroll data is always current, always in your iCloud, and always ready to export.