Enable the salaries module and manage employees

The Salaries module lets employees report hours from the app and lets you manage employee records and shifts. SmartBill enables the module for your business; if it is missing from the menu, contact support. Only business admins and the connected accounting office can see payroll data.

On a phone, Salaries opens full screen without the account bar or bottom navigation. Switch pages with the tabs at the top, and leave the module with the Back arrow.

Add employees

Desktop

1. Open Salaries → Employees.
2. Choose Add employee, then Invite by email so the employee signs up and reports hours themselves, Employee without a login for a record only, or Import from Excel for several employees at once.
3. For Excel import, first choose records only or email invitations (email is required on every row in invitation mode). Choose an Excel file and drag fields onto the matching columns (full name or first+last name required). You can also download a sample file. Only valid rows are saved or invited.
4. The Pending registration tab lists invitations that have not been accepted yet. You can resend the join email or cancel an invitation.
5. People who already signed up with the Employee role appear on the Employees tab after Sync from team members.
6. The employees table shows status, phone, employee number, contract, hourly wage and app access. Use the search field, and sort by name, status or employee number by clicking the column header.
7. Click a row to open the employee record in a side panel and edit the name, national ID, payroll employee number and hourly wage, or to change the status.

Mobile app

1. Tap the account picture, choose Plugins, open Salaries, and choose Employees. The module opens full screen.
2. Tap Add employee and pick an email invitation, a record without a login, or Import from Excel.
3. Use the Pending registration tab to track invitations that are still open, and resend the join email if needed.
4. Tap an employee to edit the record or change the status.
5. To return to Plugins, tap the Back arrow at the top.

Workplace QR

Salaries → Settings shows the workplace QR. Choose Print and post it at the entrance. Turn on Require QR scan so employees can only clock in by scanning it on site. Replace QR invalidates every code printed before.

Hour contracts

Under Salaries → Hour contracts choose New hour contract or an existing contract to open it in a wide side panel. In the grid you set, for each weekday and for holiday eves, up to how many hours a group of employees is paid at 100%, 125%, 150% and 175% (leave 150% empty to pay everything after 125% at 150%; otherwise hours after the last band you set are paid at 200%), how many break minutes are deducted each day, regular hours per week and a monthly quota. Assign each employee a contract from their record; without one no breaks are deducted.

Absences

Salaries → Absences lists the employees’ vacation and sick-leave requests. Approve or reject (with a reason) pending requests, or choose Record an absence for an employee to record an approved absence yourself. Only approved absences enter the attendance journal and the payroll calculation.

Attendance journal

Under Salaries → Attendance journal on desktop the employee list sits beside the selected employee’s journal; on a phone pick an employee first. Move between months with the arrows. The summary shows work days (days the employee actually worked), gross/net hours, and hours at 100% / 125% / 150% / 175% / 200%. Each day shows the shifts (an overnight shift is split at midnight), the break deduction from the contract, net hours and an approved absence if any.

Hours approval

In Salaries → Hours approval pick a month and tap Recompute. Each employee employed during the selected month gets a monthly sheet built from closed shifts, approved absences and the hours contract: each day shows hours at 100%, 125%, 150%, 175% and 200% according to the contract’s daily thresholds, and beyond the weekly cap the first two hours are paid at 125% and the rest at 150%. Holidays and holiday eves come from the Israeli holiday calendar automatically; if the calendar is unavailable the computation stops and the month cannot be approved.

The table shows each employee’s status, work days, total hours and the percentage split. Click an employee to open their monthly sheet in a side panel, and click a day there to correct it by hand (net hours, break, or turn it into an absence day). Hand-edited days are marked Manual and survive a recompute; Back to automatic drops the correction. You can record an hourly wage and month notes, then approve one employee with Approve month (on the table row or in the panel) or everyone with Approve all employees. An approved month is locked until you tap Reopen for edits; the employee sees the approved sheet in the employee workspace and can confirm they reviewed it.

Export to Michpal

In Salaries → Settings, in the Michpal export card, enter your company number in Michpal (up to 3 digits; it is also the file extension) and the Michpal component number for every value you want to export: work days, standard days, standard hours, hours at 100%, 125%, 150%, 175% and 200%, and sick, vacation, holiday, maternity, unpaid and reserve days. A component without a number is not exported. Every employee needs a Michpal employee number on their employee card; the national ID is recommended but optional.

In Salaries → Hours approval tap Export to Michpal. The panel shows who will be in the file and who will not, and why (sheet not computed or not approved, employee number missing). Only employees whose hours sheet for the month is approved are exported. Tap Download file to save the QDIV quantity file (for example QDIV0926.013) and load it in Michpal. Every export is recorded, and each employee shows when they were last exported.

Shifts

Salaries → Shifts is a daily board of every active employee. It opens on today, with arrows to move between days and a Today button to jump back. At the top, Working now shows how many employees currently have an open shift. Employees who are working appear at the top of the list in green, with the hours running for that day.

On the current day you can tap Start shift or Stop shift next to an employee (for example someone without an app login). On past days you can review hours and tap a row to edit an existing shift. Add shift still lets you record a manual shift with a start and end time. If an open shift runs longer than 15 hours, the app shows a warning and highlights the row — it does not stop the shift automatically.

Summaries

Salaries → Summaries shows one month across all employees: work days, total hours, the 100%/125%/150% split, absence days by type and an estimated cost (hourly wage × weighted hours, for employees with an hourly wage only). Sort by name, hours or cost by clicking the column header, and tap an employee to see their twelve months, or Export CSV to download the table for Excel.

The summary includes computed sheets that have not yet been approved. Check each employee’s status; the summary and CSV do not approve hours and are separate from the Michpal export file.

Accounting office

Office staff managing the client (manager or staff, not viewer) see all of the client’s salaries screens and can approve hours and export to Michpal on its behalf. Office → Payroll lists every client with the salaries module, with the number of employees, computed and approved sheets and the latest export for the chosen month; Open hours approval jumps straight into that client’s hours approval screen.

Next steps

Hours reporting for employees · Invite someone to your business