Find your way around
The menu runs down the left of the screen in the order of a month's work: Overview and Dashboard first, then Employees, Payroll, Time for payroll, Purchases, Tax & filing, Books & reports, and Setup at the bottom for pages you set up once. Press a group to see its pages. The button beside the PaySuiteTT logo folds the menu down to a row of icons.
At the foot of the menu is your account button, with your email and your role. Press it to open Settings, switch between light and dark mode, or Log out.
The header runs along the top. It shows your logo once you've uploaded one, and the workspace you're in, such as Accounting workspace. A workspace is a set of menus for one kind of work.
On the right of the header:
- Guide opens the guide for the page you're on, in a new tab;
- the bell opens your Alerts;
- the workspace switcher changes the menu (see "Switch workspaces" below);
- the company switcher appears when you belong to two or more businesses in PaySuiteTT. Choose a business to work in it.
The round button at the bottom right opens Ask PaySuiteTT, a help chat that answers questions about using PaySuiteTT from these guides.
On a phone, the menu is a bar along the bottom, with Overview, Staff, Payroll and More. Ledger joins them while the Books service is on. More lists every other page, and the company switcher if you have one.
Start on the Overview
Overview opens each time you sign in. Its page is headed Finance overview.
Finish setting up sits at the top. It lists the business details that appear on your payslips, NI forms and invoices, and counts how many are done.
- Press an item to open the page where you add that detail.
- Press Hide to put the list away on this browser.
- Once every item is done, the list goes away by itself.
Under the page title, Start pay run, Payroll forms and exports and Audit pack take you straight to them. Owners and accountants also get shortcuts beside the title: Approve time (with how many finished entries are waiting), Current pay run, Payslip Outbox, Filings due, New invoice and Record expense.
Below that, owners and accountants have a search box and an Add row. Search for any employee, pay run, customer, supplier, invoice, bill, expense or journal: after two letters, matches show under the box, and you can click one or pick it with the arrow keys and Enter. The search boxes on Employees, Payslips, Customers, Invoices, Bills, Expenses, Journals and Projects do the same for their own records. Add opens a new Employee, Leave, Bill, Expense or Journal.
Further down the page:
- Open the dashboard shows your sales, spending, profit, payroll and time month by month, for any dates. Dashboard is also in the menu, right under Overview;
- Where you stand shows your books as they are today: Bank and cash, what Customers owe you, what You owe suppliers, the Statutory due to the BIR and NIB, and Wages to pay;
- Statutory due lists PAYE, NIS, Health Surcharge and VAT still owing, each with its next due date. Recording a payment on a filing brings it down;
- Compliance agenda lists the filings that aren't filed yet, earliest first;
- This month shows income, expenses and profit so far this month, the same figures as the Profit and loss report.
Keep staff records in Employees and Leave
Employees holds a record for each person you pay, from their pay and NIS number to their bank details. Press New employee to add someone.
Leave, under Payroll, shows each employee's leave for the year: what they're entitled to, what they've taken and what's left.
Pay your staff in Payroll
Payroll holds a month's payroll work. Press it to see its pages:
- Pay runs opens the Payroll control center, with all your pay runs, the ones still open first. A pay run is one payroll for one pay period. Press New pay run to start one. PaySuiteTT works out NIS, PAYE and Health Surcharge for each person. Pay groups and Public holidays, on the same page, set who has NIS and BIR taken and which days pay time and a half.
- Payslips keeps the PDF of each payslip from your finalised pay runs, newest first.
- Payslip Outbox shows the payslip emails and each delivery attempt. Staff who have an email address on their employee record get their payslip by email when you finalise the run. It shows while the Payroll or Invoices & VAT service is on.
- NI184/NI187 Forms has your NIS forms for each month, ready to download once that month's pay runs are finalised.
- Leave, as above.
When you press Finalize on a run and confirm, PaySuiteTT makes the payslips. The run's Exports page has your bank file and the files for your PAYE, NIS and Health Surcharge returns. A finalised run links to Check payslips sent → and NIS forms for this period →.
Check hours in Time for payroll
Time for payroll gathers the hours you pay for. It shows when the Time service is on. Press it to see its pages:
- Time Reports: time by client, project and person, opening on last month.
- Before you run payroll: a checklist of hours that still need linking or approving before an hourly payroll, with Start the pay run when it's clear.
- Kiosk shifts: the shifts staff clocked at a kiosk, to correct and approve. It shows once your business has a kiosk.
Staff who log time on projects use the timer on the website. A manager approves that time under Hours in the Manager workspace; the Approve time shortcut on the Overview opens the same list.
Keep your books
These groups keep your books. They show when the Books service is on. Tax & filing and Books & reports also show with Payroll, for your payroll reports, tax forms and filing calendar.
- Purchases: Suppliers lists the businesses you buy from, Bills holds the bills they send you, and Expenses records money you've already spent, with its receipts. Receipts keeps receipts you haven't matched to an expense yet, gives your business an address to email receipts to, and sets when a receipt is required. Import on the Expenses page brings in expenses from a spreadsheet or bank statement.
- Tax & filing: VAT, PAYE & NIS filings shows your VAT summary, fillable tax forms and your filing calendar. Compliance sets which filings you make and the reminder emails. Audit Pack puts your key reports and records into a ZIP file for an audit.
- Books & reports: Ledger & journals holds your profit and loss and your balance sheet, with the detailed records your accountant works from. Reports holds your payroll reports, such as Payroll Summary and Tax Summary.
Set things up once in Setup
Setup, at the bottom of the menu, holds Employee Account Links (joins each person's login to their employee record, so their hours reach payroll and they can see their payslips) and Import data (employees from an Excel or CSV file, or what you've already paid each of them this year).
Setting up time tracking is in the Manager workspace: Projects, Clients, Kiosks, and Setup for Teams, Tracker users, Time tracking settings and Task management. Accountants don't see these.
Change your details in Settings
Press your account button at the foot of the menu, then Settings. It has a tab for each part of your setup, such as Company profile, Services, Users & roles, Locations, Tax & NIS and VAT. See Your settings at a glance.
Switch workspaces
The switcher in the header holds your workspaces: Sales, Accounting, Manager and Employee. Manager shows while the Time service is on. You start in Accounting. Press another workspace to change the menu, and press Accounting to come back.
Sales
Press Sales and the Sales dashboard opens.
- Invoices lists your invoices, with Customers, Recurring charges, Time billing and Sales Outbox in the tabs at the top. Press New invoice to write one, and record payments on it as they come in. Import brings in invoices from a spreadsheet or Zoho.
- Time billing turns your team's tracked time into invoices for each customer. Owners and accountants see it.
- Customers holds your customer directory.
- Recurring charges adds a regular charge, such as a monthly fee, to a customer's next invoice on each due date.
Manager
Manager shows what your team leads see. Hours, headed Team hours, is where they approve their team's finished time, and Unapprove takes an approval back. Approved time goes to payroll. Projects and Clients are where they add the work their team logs time against, and Time Reports gives their team's hours as a PDF or CSV. Team, Screenshots and Feedback cover the rest of their work.
As the owner, you also have Kiosks, where you set up kiosks and give out PINs, and Shifts once your business has a kiosk. Setup, at the bottom, holds Teams, Tracker users, Time tracking settings and Task management.
Employee
Employee shows what your staff see when they sign in. Staff who log time on projects have a Time Tracker group for their own hours. Its Overview, headed My time tracker, shows their time today and this week, and its other pages include Projects, Work Sessions, Screenshots and Time Reports. Under Pay & leave, My payslips and Leave show their own payslips and leave. These fill in once their login is linked to their employee record. Their Profile and Settings are in their account button.
Good to know
- People see only the workspaces their role allows. Staff who track time land in Employee, and team leads land in Manager. See Invite your team.
- To switch a service on, open Settings › Services from your account button, tick it and press Save services. Switching one off hides its pages from the menu; nothing you entered is deleted.
What's next
Read Set up your business to work through Finish setting up. Then read Invite your team and Run your payroll.