How payroll works in Noto

Noto's payroll module aggregates attendance and pay-rate data into a summary of each staff member's work and total earnings over a time period — it does not pay staff directly. From there, admins can export the data into an external payroll system such as Gusto, QuickBooks, ADP, or similar. This article walks through where the numbers come from, how to adjust them, how to submit, and how to export the results.

You'll find payroll on the Payroll page, which is organized into four tabs: Unsubmitted, Payout History, and Pay Rates.

Attendance drives the calculation

Payroll is built from session and attendance data. For the date range you select, Noto pulls each staff member's sessions and resolves what they earned per session, then rolls those amounts up into a per-staff total.

A few things to know:

• Only staff who had a session in the selected period appear on the payroll page.

• Unsubmitted sessions are listed with the most recent session first.

• Once payroll is submitted, later corrections to attendance do not change pay that has already been submitted. Make attendance corrections before you submit.

How pay per session is calculated

For each session, Noto resolves the pay rate using the following logic: if you've set up a pay rate override for that staff member or service, that rate is used; otherwise, it defaults to the staff member's default hourly rate.

Rate types include flat rates and tiered rates, and the table surfaces status badges so you can see at a glance how a line was calculated. Displayed amounts are rounded to two decimal places.

Pay rates themselves are managed per staff and per service on the Pay Rates tab, where admins can add, edit, or delete overrides. The Pay Rates tab is admin-only.

Adjusting and adding line items

You can add manual line items to a payroll run for anything that isn't covered by the automatic calculation — bonuses, one-off pay, corrections, or an override on a specific session.

There are two kinds of adjustment line items:

• Standalone line items — not tied to a session. Use these for non-session pay, exceptions, or ad-hoc additions.

• Session-linked line items — attached to a specific session, used to override what that session would otherwise pay.

To add a line item, open the add line item dialog from the staff member's earnings, fill in the details, and save. If the line item's date falls outside your current date range, Noto automatically extends the date range so the item is visible. To edit or delete an existing line item, open it from the earnings table and use the edit dialog; delete is available inline from that dialog.

Staff can see their own adjustment items. Admins can see all of them.

Submitting payroll

On the Unsubmitted tab, set the date range and any filters (these are saved in the page URL, so you can share or bookmark a view), review each staff member's earnings and line items, then select the staff you want to pay and submit.

A few things to keep in mind before you submit:

• There is no in-app undo for a submitted payroll. Review carefully before submitting — reversing a submission requires manual intervention outside the dashboard.

• Make sure any attendance corrections are in place first, since those won't flow through after submission.

Payout history and exporting

Once submitted, each payroll run appears on the Payout History page. You can click into a submission to see its line items and, if your organization has QuickBooks connected and accounts mapped, see and manage the QuickBooks sync status for that submission.

From the export dropdown on a submission, you can choose one of three formats:

• Itemized — every session as its own row, for full session-level detail.

• Summary — totals aggregated per staff member.

• By Pay Rate — one row per staff member per unique pay rate used, with hours and payout summed for that rate. This is useful when a single staff member was paid at multiple rates in the period and you need to see each rate's contribution.

Payout history supports sorting by submission date and is paginated, so older runs remain easy to find.

Limits and gotchas

• No in-app undo. Submitted payroll cannot be reversed from the dashboard. Double-check before submitting.

• Attendance changes after submission don't update pay. Fix attendance first, then submit.

• Staff with no sessions don't appear. If a staff member had no sessions in the selected period, they won't show on the payroll page, which means ad-hoc pay can't currently be added to them from this view.