Export a pay run to a third-party payroll system

Follow this guide to process, review and export pay run data from Humanforce WFM to your third-party payroll system. You can export pay runs to a wide range of supported systems using a formatted file.

Part 1: Process the pay run

1. Go to Management > Timesheets > Payroll.
2. Use the drop-downs to select your pay company and pay period.
   • The top-listed period is the current open one.
   • Use History to access previous periods.
3. Click Create New > Standard.
4. In the Payroll Processing Settings pop-up:
   • Select whether to Extend shifts shorter than Award Profile minimum shift length
   • Select whether to Pay rostered time when working less than Rostered Hours
   • Choose whether to include specific employees or all.
   • Exclude employees based on start date if needed.
   • Add comments (optional).
5. Click OK to process the pay run.

When the status changes to Completed, the award interpreter has finished processing and you can move on to reviewing the results.

Part 2: Review the pay run

1. Click the Open icon to view the completed pay run.
2. Check key data for accuracy:
   • Confirm expected hours and units per pay type.
   • Use filters to customise the display.
3. Click the alert bell icon to view payroll alerts.
   • Refer to this article for a full list: Payroll warning messages.
4. Review potential issues, especially:
   • Employees with False in the Export Pays column.
   • Blank or incorrect Payroll Code values.
   • Incomplete timesheets or missing roster data.
5. Expand employee rows to view detailed day-level breakdowns.
6. Download any relevant reports using the Reports button.

Once the data has been reviewed and validated, you're ready to export the file.

Part 3: Export the pay run

1. Click the Export drop-down and choose your payroll system.
   • The export file will download automatically.
2. Open your third-party payroll platform and import the file.
3. Return to Humanforce and tick the Finalised checkbox to mark the pay run as complete.

Once finalised, the pay run cannot be exported again, make sure the file is saved first.

Additional information

• Payroll integration setup is required before exporting pay runs.
  This is usually completed during implementation.
  • For systems integrated via Humanforce Web, use Integration Central:
    View supported integrations
  • If your system isn’t listed, refer to the Back Office integration library:
    Access the integration library
• Menu visibility for Payroll is managed via [Admin > Admin Config > Nav Manager].
• Some systems support API-based exports (e.g. Xero, Humanforce Payroll), while others require manual file imports.
• If you need to reprocess a pay run, do so before ticking Finalised.