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Timesheets

Track staff working hours, approve timesheets, and export data for payroll processing (calculate in Praxi, finalise pay and STP in Xero).

Overview​

Praxi's timesheet system supports multiple tracking methods:

MethodDescriptionBest For
Clock in/outReal-time attendance with break trackingAll staff
Manual entryStaff enter start/end times for correctionsMissed clock-ins, admin
Break trackingStart and end breaks during an active shiftStaff with scheduled breaks

Getting Started​

Timesheets are managed under Staff → Timesheets. Each timesheet entry records a clock-in time, clock-out time, break duration, total hours, and status.

Manual Time Entry​

For corrections or missed clock-ins, staff can create manual timesheet entries:

  1. Go to Staff → Timesheets
  2. Click Manual Entry
  3. Enter:
    • Staff member (if creating for someone else)
    • Clock-in date and time
    • Clock-out date and time (optional -- can be left open)
    • Break duration
    • Notes explaining the manual entry
  4. Save the entry

Manual entries are created with Pending status and require manager approval.

Clock In/Out​

Real-Time Tracking​

  1. Click Clock In when you arrive -- the system records the exact start time
  2. Click Start Break to begin a break, and End Break to resume work
  3. Click Clock Out when you finish -- the system calculates total hours and creates a timesheet entry

The clock in operation is idempotent: if you accidentally click it twice, the system returns your existing active shift rather than creating a duplicate.

Active Shifts​

Managers can view who is currently on site:

  1. Go to Staff → Timesheets → Active Shifts
  2. See all staff members currently clocked in
  3. Click on a staff member to view their current shift details

Break Tracking​

During an active shift, staff can log breaks:

  1. Click Start Break to pause the clock
  2. Click End Break to resume
  3. Break duration is automatically deducted from total hours

Timesheet Approval​

Submission Workflow​

Timesheet entries start with Pending status and follow this flow:

Staff clocks out / creates entry → Pending → Manager approves or rejects → Payroll

Reviewing Timesheets​

  1. Go to Staff → Timesheets
  2. Filter by status Pending
  3. Review each entry:
    • Clock in/out times
    • Break duration
    • Total hours
    • Notes
  4. Click Approve or Reject (with reason)
Only Pending Entries Only timesheets with Pending status can be

modified. Once a timesheet is approved, it is locked and cannot be changed. :::

Approval Actions​

ActionEffect
ApproveTimesheet locked, ready for payroll
RejectReturns to staff with rejection reason

Bulk Approval​

For efficient processing:

  1. Select multiple pending timesheets
  2. Click Approve All
  3. Confirm the action
  4. All selected entries are approved in one step

Timesheet Reports​

Available Reports​

ReportContents
Hours SummaryTotal hours by staff member
Activity BreakdownHours by activity type
Overtime ReportHours exceeding thresholds
Variance ReportActual vs scheduled
Attendance ReportClock in/out times

Running Reports​

  1. Go to Reports → Payroll → Timesheets
  2. Select report type
  3. Set date range
  4. Filter by:
    • Staff member(s)
    • Location
    • Activity type
  5. Run report
  6. Export if needed

Payroll Export​

Supported Formats​

FormatDescription
XeroExport in Xero Payroll-compatible format
CSVDownload as CSV for any payroll system

Export Process​

  1. Go to Staff → Timesheets
  2. Click Export
  3. Select the date range
  4. Choose Xero Format or CSV
  5. Only approved timesheets are included in the export

Payroll export with format selection and Xero integration

Xero Integration​

Praxi includes a dedicated Xero integration for payroll:

  1. Connect Xero from Integrations in the Practice menu (OAuth authorisation)
  2. Map Praxi staff members to Xero employees
  3. Export approved timesheets as draft Xero Payroll pay runs
  4. Monitor export status for each batch
  5. Disconnect the integration at any time if no longer needed

For details, see Xero Integration.

Payroll scope — calculate and push to Xero

Praxi calculates pay figures from approved timesheets and pushes draft pay runs to Xero. It does not:

  • Lodge Single Touch Payroll (STP) Phase 2 events with the ATO
  • Generate ABA bank payment files for employee pays

Finalise pay, STP lodgement, and bank payments in Xero (or your external payroll provider). Building native STP is a separate product decision, not part of the current payroll surface.

Fair Work Compliance​

Praxi includes built-in Australian Fair Work compliance features:

Penalty Rates​

The system automatically calculates penalty rates based on the Health Services Award:

  • Weekend rates (Saturday and Sunday)
  • Public holiday rates
  • Evening and night shift penalties

Overtime​

Overtime is tracked automatically when staff exceed configured thresholds:

  • Daily overtime (hours exceeding threshold per day)
  • Weekly overtime (hours exceeding threshold per week)

Staff Self-Service​

Staff can access their own timesheets to:

  • Clock in and out
  • Start and end breaks
  • View their timesheet history and approval status
  • Create manual entries for missed clock-ins

Best Practices​

For Practice Owners​

  1. Set clear policies - Document timesheet expectations
  2. Review regularly - Don't let approvals pile up
  3. Spot-check entries - Verify against calendar
  4. Train staff - Ensure everyone knows the process
  5. Automate where possible - Reduce manual entry

For Staff​

  1. Submit on time - Meet the deadline each period
  2. Be accurate - Check entries before submitting
  3. Add notes - Explain unusual entries
  4. Track as you go - Don't wait until period end
  5. Review before submit - Catch errors early

Troubleshooting​

Hours Not Matching Calendar​

  1. Check appointment status (must be Completed)
  2. Verify no-show settings
  3. Look for cancelled appointments
  4. Check date filters

Timesheet Won't Submit​

  1. Ensure all required fields are filled
  2. Check for negative hours
  3. Verify entries are within pay period
  4. Look for validation errors

Export Failing​

  1. Verify all timesheets approved
  2. Check integration connection
  3. Ensure staff mapped correctly
  4. Review export format settings

Who can manage timesheets​

All staff can clock in and out, create manual entries for missed clock-ins, and view their own timesheet history and approval status. Practice owners and practice managers view timesheets across the practice, approve or reject submissions, and export payroll data to Xero or CSV.

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