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Payroll and Administration — Data Ready for Those Who Need It ​

The payroll administrator is the bridge between the system and the outside world: the payroll accountant, the external accountant, social security authorities. If the data is not in the right format, if attendance records are incomplete, or if leave balances don't add up, the problem falls on whoever produces the exports — and the pressure to revert to spreadsheets builds quickly.

With RevasOS, attendance, hours, leave, and expenses are collected throughout the month by the team and their managers. Your job is to verify completeness, export in the right format, and send the files to whoever needs them. This guide walks you through the entire process.

Important recommendation:

Before making the flow permanent, validate your first export together with your payroll accountant. Every accountant has their own preferences for format, grouping, and field order. An initial 15-minute test prevents months of adjustments.

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Export attendance

Attendance by employee, period, and site: the file for your payroll accountant.

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⏱️

Export hours and leave

Timesheets, leave balances, and absence data for payslip processing.

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Export expense reports

Approved expenses by period, in a format ready for accounting.

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Monthly routine

The export calendar: when to verify, when to export, when to send.

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Export attendance for payroll ​

Attendance records — clock-in and clock-out timestamps with site, time, and certifications — are the primary data your payroll accountant receives each month to process payslips.

What the export contains ​

The attendance export from RevasOS includes for each record:

FieldDescription
CollaboratorFull name
DateDay of the attendance
Start timeRecorded clock-in time
End timeRecorded clock-out time
DurationTotal hours for the entry
WorkplaceThe site or job location where the timestamp was recorded
TypeAttendance or absence
Task / ProjectIf linked

How to export ​

  1. Open the Timesheets app.
  2. Go to My time entries → More → Export time entries.
  3. Choose the format: CSV, Excel, or JSON.
  4. Set the filters:
    • Date range: the payroll period (biweekly or monthly).
    • Contact: leave empty to export all collaborators, or select a specific name.
  5. Confirm. The file is sent via email.

Note:

To export data for all collaborators, you need a role with management permissions (typically manager or admin). If you can only see your own data, contact the Admin to verify your permissions.

Verify completeness before sending ​

Before sending the file to the payroll accountant, check for gaps:

IssueHow to identify itAction
Collaborator with no timestampsAbsent from the export for the periodVerify whether they were on leave, sick, or forgot to clock in
Day with clock-in but no clock-outRecord with missing end timeContact the collaborator to add the missing clock-out
Unexpected workplaceThe "Workplace" field does not match the assigned siteVerify whether there was an unannounced transfer

Export hours and leave ​

Beyond raw attendance, the payroll accountant and external accountant often need aggregated data: actual hours worked per collaborator, updated leave balances, and absences broken down by type (vacation, sick leave, paid leave, etc.).

Timesheet report by employee and period ​

The monthly Timesheets report groups data by collaborator and shows:

  • Actual hours worked in the period.
  • Absence hours broken down by type.
  • Total hours compared to contractual hours.

To generate it:

  1. Open the Timesheets app.
  2. Go to Report → View the monthly report.
  3. Select the period and the collaborator (or leave empty for all).
  4. Review the report on screen or export it.

Leave balances ​

The leave balance shows how many days (or hours) of vacation and leave remain for each collaborator. This is critical data for payslip processing and workforce planning.

In RevasOS, the balance is calculated from the difference between contractual hours and actual hours worked, accounting for absences registered with the correct type (billable or non-billable).

To verify it:

  1. Open the Monthly report and check the hours balance column for each collaborator.
  2. If a balance does not add up, the most common cause is a work schedule missing or not correctly assigned to the collaborator in the Workforce app.

Export expense reports ​

Approved expense reports from the month need to be exported for accounting — both to process reimbursements and for bookkeeping reconciliation.

Export approved expenses by period ​

  1. Open the Reimbursements app.
  2. Click on Operations in the lower part of the sidebar.
  3. Select Export expenses.
  4. Filter by:
    • Type: select "Reimbursed" for already-approved expenses, or "To be reimbursed" for those still pending.
    • Time frame: enter the date range.
  5. Choose the format: XLS, CSV, or JSON.

To export expense reports as a single document (PDF):

  1. Still in Operations, select Export expense reports.
  2. Filter by type and time frame.
  3. Choose the desired format.

Reconciliation with accounting ​

The expense export contains amount, date, category, collaborator, and linked engagement. This data can be used to:

A structured calendar prevents last-minute rushes and lets you identify problems before they become urgent.

WhenWhat to doDetails
25th of the monthVerify attendance completenessCheck that all collaborators have their timestamps recorded. Flag missing data to team managers.
28th of the monthFinal reminderIf gaps remain, contact the affected collaborators directly.
1st–2nd of the following monthExport attendance + hoursExport attendance and the hours report for the payroll accountant. Verify leave balances.
1st–2nd of the following monthExport expense reportsExport approved expenses for accounting.
3rd–5th of the following monthSend to payroll accountantSend the files. If this is the first month, schedule a short call to validate the format.

TIP

Set a recurring reminder in your calendar for the 25th ("Verify attendance") and the 1st ("Export for payroll"). These two fixed dates are enough to keep the flow running smoothly.

Troubleshooting ​

Missing data: collaborators with incomplete timestamps or hours ​

The most frequent issue is a collaborator who has not recorded attendance for one or more days. To identify it:

  1. Open the Monthly report and compare actual hours against contractual hours.
  2. If a collaborator has a strongly negative hours balance (far fewer hours than expected) and no absences are recorded, timestamps or entries are likely missing.
  3. Use the multi-contact calendar view to pinpoint the empty days.

Action: contact the collaborator or their manager. Hours can be entered retroactively in Timesheets.

Format not accepted by the payroll accountant ​

If the payroll accountant requires a format different from those available (CSV, Excel, JSON):

  1. Export in Excel — it is the most flexible format for further transformations.
  2. Open the file and rearrange columns in the order required by the accountant.
  3. If the accountant has a specific template, you can copy the data from the RevasOS export into their template.

After the first month, the process becomes mechanical. Document the required changes so you don't have to remember them each time.

Discrepancies in leave balances ​

If a collaborator's leave balance does not match expectations:

  1. Verify that the collaborator has a work schedule assigned in the Workforce app. Without a work-hours contract, the system cannot calculate the balance.
  2. Check that absences were recorded with the correct type (billable vs non-billable). An absence logged as "non-billable" is not counted towards working hours.
  3. Verify that the holiday calendar is configured correctly — unregistered holidays can alter balances.

Quick reference ​

Key concepts ​

Roles and permissions ​