Payroll preparation for small teams
Approved hours, a pay period you can see as pending or closed, and a file your payroll service can use. HexaPiper does not calculate tax, deposit pay, or file with the government.
What It Does
HEXA PIPER turns approved timesheet hours into a payroll package for the people who actually pay your team. Set a pay rate, review the hours, process a run, and download one row per person for your payroll service. The same hours stay linked to the run, and the labor cost can post next to Accounting.
How a pay period moves
- Clock out saves the shift as Submitted and waits for approval. A shift typed in by hand stays a draft until that person submits it.
- A manager, the company admin, or the accountant approves the submitted hours. The payroll login does not approve the team.
- Pay period shows Pending while a shift is still on the clock, still a draft, waiting on approval, ready but not on a processed run, or sitting on a draft run.
- Process the run when the lines look right. The period is Closed when every approved hour in that period is on a processed run.
- The default schedule is every two weeks. You can set weekly, twice a month, or monthly, and how many days ahead the reminder starts.
What You Can Achieve
- Pay rates per person, with the date the rate starts
- Hourly pay from the hours on the run. A salary uses the full salary amount on each run. A bonus saved on the rate is added on each run.
- One manual deductions amount on the run, entered by the office
- An office pay slip you can print: gross, the deductions line, hours, and net
- A payroll reconciliation view that compares linked hours to the run
- A handoff file with email, name, period, regular hours, and branch — one row per person
Reminders and the handoff
At 8:00 each morning, while a period is still open inside the reminder window, the company admin and anyone in the payroll role get an email. When the period closes, those same people get the download link, and each person on the processed run gets an email that the period is closed. That employee email is not a pay stub and it is not a tax document. Sample demo companies are not emailed.
What stays with your payroll service
- Federal and state tax, withholding, and deposits
- Direct deposit and bank payment files
- W-2 and 1099 forms, and filing with the government
Match people in the downloaded file by email. Your payroll service calculates tax and sends pay.
Works with
- Timesheets — approved hours feed the run
- Accounting — the processed net can leave the bank account you pick and land as an expense
- HIPAA Compliance — audit-friendly controls on every plan
A clear handoff
Hours for Payroll is the review before you run. It lists approved hours and subtracts unpaid breaks. The payroll run and the hours file use those same paid hours. Download the file after the period is closed and send it to the service that pays your team.
All HEXA PIPER features include HIPAA-grade security — encryption, 2FA, and audit trails on every plan. Learn about our HIPAA compliance.