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Expenses, payroll and timesheets

Three pages under "Finances" in the menu show together what it costs to run the shop. "Expenses" keeps rent, utilities and other bills, "Payroll" works out what each person is owed, and "Timesheets" shows the hours counted by the mechanics' timers. These figures also feed the profit report.

Who it is for:Owner; the manager also sees expenses and timesheets
  • Owner
  • Manager

Steps

  1. Step 1: Open expenses

    In the left menu, under "Finances", choose "Expenses". On the left you see the month's total and bars by category, on the right the list of entries. At the top are the "Period" and "Category" filters.

  2. Step 2: Add an expense

    Click "Add expense", enter the "Amount", choose the "Category", "Date" and "Branch", add a "Description" and, if you have one, a "Receipt photo". For costs like rent or internet turn on "Repeats every month": it will be added by itself every month. Then click "Save expense".

    Add an expense: screenshot

  3. Step 3: Download and manage categories

    "Export" downloads the month's expenses as a CSV file. The owner also has a "Categories" button to add or delete categories. Expenses of a deleted category move to "Other".

  4. Step 4: Open payroll

    Choose "Payroll" and pick the month at the top. The cards show "Total to pay", "Earned", "Advances" and "Status". The table has one row per staff member; click a row to see which jobs their share came from.

    Open payroll: screenshot

  5. Step 5: Set the pay scheme

    In a staff member's row click "Change scheme" and choose "Share of labour", "Fixed salary", "Fixed and share" or "Hourly". Enter the percentage or amount and click "Save scheme". The new scheme also applies to the current month's figures.

  6. Step 6: Record an advance

    If you paid someone during the month, click "Record advance", choose the staff member and enter the amount and date. The advance is subtracted from this month's pay.

  7. Step 7: Mark the month as paid

    Once you have paid the salaries, click "Mark as paid" and confirm. The month closes for every branch, and an expense "Salaries" with the month's total is added automatically.

  8. Step 8: Check the timesheets

    Choose "Timesheets". The grid has one row per mechanic and a column per day; "Previous week" and "Next week" change the week. A red mark means a job ran much longer than planned.

    Check the timesheets: screenshot

  9. Step 9: Correct an entry

    Click a cell to see that day's entries. "Edit" changes the start and end time, "End at 18:30" closes a timer left running overnight, and "Add entry" adds work that was forgotten. The mechanic sees the change too.

Tips

  • Only the owner sees payroll. The manager sees and adds expenses and corrects timesheets, but cannot change the categories. Receptionists do not see these pages.
  • The share counts only finished and delivered orders. Parts are not included.
  • The "Hourly" scheme uses the mechanic's timer, so check the timesheets before you mark the month as paid. A closed month cannot be reopened.
  • If these pages are missing from the menu, check that the "Expenses and payroll" module is on.

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