Employees & Payroll

Track who works for your business, what they earn, and what you've paid them — including advances, allowances and commissions. Run payroll once a month and the books will reflect everything automatically.

Add an employee

1. Open Employees → Add Employee.
2. Enter full name, phone number, and email (optional but recommended).
3. Choose the branch they work at.
4. Pick a job title (e.g. Cashier, Manager, Cleaner).
5. Tick Create login if they need to use the app — set a role (Manager / Cashier) and a temporary password.
6. Click Save.

Employees who don't need a login (e.g. cleaners, security guards) can still appear on the payroll without an account.

Update or remove an employee

Open Employees, click the employee, and:

• Edit any of their details and click Save.
• Move them to a different branch using the Branch dropdown.
• Click Mark as left when they leave. This stops them from appearing on future payrolls but keeps their history. Their login (if any) is also disabled.

Set up salaries

Salaries are stored separately from the employee record so you can track changes over time.

1. Open the employee, then click the Salary tab.
2. Click Set salary.
3. Enter the monthly amount and the effective date (the first month this salary applies).
4. Click Save.

Change a salary

When you give a raise (or cut), don't edit the existing salary — add a new one.

1. Open the employee → Salary tab.
2. Click Add new salary.
3. Enter the new monthly amount and the effective date (e.g. "1 June 2026").
4. Click Save. The system uses the most recent salary that's already in effect when calculating each month's payroll.

Run monthly payroll

You don't have to "run" payroll in a heavy sense — payments are recorded one by one as you make them. The Payroll page shows you who is owed what.

1. Open Payroll.
2. Choose the month you're paying for. The page lists every employee with their salary, plus any commissions earned and allowances added, less any advances already taken — giving the net amount due.
3. Click Pay next to an employee.
4. Confirm the amount, choose the payment method (Cash, Mobile Money, Bank), add a note if you want, and click Record payment.
5. Repeat for each employee. The "Net due" column will turn green when an employee is fully paid for the month.

Recording salary advances

An advance is money paid to an employee against an upcoming month's salary.

1. Open Payroll → Advances (or the employee's Salary tab).
2. Click Record advance.
3. Pick the employee, enter the amount, the date, and the payment method.
4. Click Save.

The next time you run payroll for that employee, the advance is automatically deducted from the net due.

Allowances and bonuses

Use allowances for transport, lunch, performance bonuses or any one-off addition to pay.

1. Open the employee or go to Payroll → Allowances.
2. Click Add allowance.
3. Enter the amount, choose a type (Transport, Lunch, Bonus, Other), and pick the month it applies to.
4. Click Save. The allowance is added to that month's payslip.

Commissions

Commissions reward staff for what they sell — a percentage of revenue, or a fixed amount per sale or job. They can be set to apply automatically, or added by hand for one-off cases.

Set up a commission rule

1. Open the employee → Commission tab (or Payroll → Commissions → Add Rule).
2. Choose the basis: Percentage of sale value or Fixed amount per sale / service.
3. Enter the rate (e.g. 5%) or the fixed amount.
4. Pick the scope — all sales the employee records, or only specific products / services / categories.
5. Set the effective date.
6. Click Save. From now on, every qualifying sale automatically generates a commission line for that employee.

Add a one-off commission

For a bonus that isn't tied to a rule (e.g. closing a big deal):

1. Open Payroll → Commissions → Add.
2. Pick the employee and the month it should apply to.
3. Enter the amount and a short reason (e.g. "Wholesale order — ABC Ltd").
4. Click Save. The commission is added to that month's payslip.

Review commissions for a month

Open Payroll → Commissions and pick a month. You'll see each employee, every qualifying sale, and the commission earned per line. Use this to verify before paying.

Payslips and history

Every payment generates a payslip you can print or share.

• One payslip — open Payroll → History, find the payment, click Payslip.
• All employees, one month — open Payroll, choose the month, click Export for a single PDF or Excel of the whole month's payroll.