Fieldworker Payroll Management & Reconciliation

OctopusPro makes field‑service payroll a push‑button process. Every booking is logged, each worker’s share is calculated at the correct rate (hourly, commission, or a hybrid), and unpaid jobs are flagged automatically. Two purpose‑built reports—Fieldworker Bookings Summary (per‑job earnings) and Payment to Fieldworkers (payout ledger)—give you a real‑time view of what’s owed, what’s paid, and what still needs action.

From those screens you can:

• Filter and batch‑select the exact jobs ready for payout.
• Edit payout invoices, assign batch references, or email remittance advice without leaving the report page.
• Export bank‑ready files—CSV/Excel plus ABA, NACHA, BACS, SEPA XML, and CPA‑005—for bulk transfers, or sync the same data straight into Xero or QuickBooks for downstream payroll processing.
• Automate payouts with Stripe Connect so platform fees and worker shares land in the right bank accounts automatically, yet still appear in your ledger for audit.

Need flexibility? Customise the commission on a single booking, split revenue among multiple fieldworkers, or apply a post‑job bonus—changes are logged instantly and visible to staff in the My Earnings dashboard, cutting “Where’s my money?” queries.

In short, OctopusPro delivers enterprise‑grade accuracy with the convenience of one dashboard: automate when you want, batch‑pay when you need, and keep your accounting platform in perfect sync at every step.

Why use OctopusPro payroll?

• Efficiency – Automates calculations and admin, freeing staff hours for revenue work.
• Flexibility – Supports hourly, commission, and mixed pay structures to fit any service model.
• Transparency – Fieldworkers see real‑time earnings in the app, boosting trust and retention.
• Accuracy – Pre‑set rates and product shares remove manual errors; bookings can still be adjusted when exceptions arise.
• Flexible multi‑worker splits — allocate different percentages per job and edit them later if roles change.
• Post‑completion adjustments — add bonuses or deductions after a job is closed; OctopusPro logs every change for audit.
• Per‑worker profile agreements — set a default hourly or commission rate for each fieldworker, and add service‑specific overrides inside the same profile for specialists who command higher pay on certain jobs.

More day‑to‑day functions

• Invoice‑page visibility — admins can view (and, if needed, edit) each fieldworker’s share directly on the invoice screen, simplifying last‑minute adjustments before payout.
• Product‑share logic — define a default commission or markup split for parts and retail items at the service or worker level; OctopusPro automatically applies different rules when the product is supplied by the company versus the fieldworker.
• On‑the‑fly product entry — admins can add parts while creating a booking, and (if permissioned) fieldworkers can add products when they check in or mark a job complete; the system recalculates shares instantly.
• Company margin tracking — OctopusPro calculates your profit on every product by comparing cost, markup, and supplier, giving finance teams an accurate picture of job‑level profitability.

Setting up how field‑workers get paid

OctopusPro lets you layer pay rules so the most specific rate always wins.
Use the three steps below to cover every scenario—from a universal company rate to a one‑off specialist override.

#	Pay‑rule layer	When to use it	How to set it
1	Per‑worker payment agreement (profile‑level)	One fieldworker’s overall rate differs from the company default.	Fieldworkers → [Name] → Profile → Payment Agreement. Pick Hourly, Commission, or Hybrid, enter the base rates (e.g. $40/hr or 60 % commission) and Save.
2	Service‑level default pay rate	Every worker should earn the same rate on a specific service.	Settings → Services → Edit the service → Cost & Payrate → Service Pay Rates. Choose Hourly or Commission, set the rate (e.g. 50 % or $30/hr + OT) and Save.
3	Worker‑specific rate for a single service (profile × service override)	A specialist needs a unique rate on just one service (e.g. senior HVAC installer gets 60 % on “Install”).	Fieldworkers → [Name] → Profile → Job Settings → Services  Provided → Pay  Rate & Commission. Click the service row, enter the custom % or $ (or switch to hourly) and Save.

Hierarchy – OctopusPro checks for rates in this order:
Booking override → Worker × Service override → Worker Payment Agreement → Service default.
Set the layers you need, and OctopusPro calculates the correct share every time.

Viewing field‑worker earnings

OctopusPro surfaces a worker’s share wherever it makes sense in your workflow:

Where you’re working	Navigation	What you see
Booking details (during or after the job)	Bookings → All Bookings → View the job	Payment to Fieldworker panel shows service share, product share, and total
Quote details (pre‑service)	Quotes → All Quotes → View Quote	Field‑worker share is calculated from the draft service price so you know the cost of labour before approval
Invoice view (post‑service)	Invoices → All Invoices → View Invoice	Final payout figures appear alongside customer totals for quick reconciliation
Fieldworker App	Menu → My Earnings	Workers see weekly / monthly / yearly charts and can tap any booking for a line‑item breakdown

Permission reminder – make sure Settings → General Settings → Fieldworker Permissions → “Display fieldworker earnings for bookings” is enabled so technicians can access their figures in the app.

Product‑share calculation

OctopusPro can pay commission on parts or retail items and handles two scenarios automatically:

e.g. “Cleaner supplies $15 air‑freshener, markup $5 → earns $15 + 40 % of $5”

Who supplied the product?	Worker earns on…	Typical use‑case
Fieldworker	Cost + Markup commission	Tech carries spare thermostats; keeps cost plus % of markup
Company	Markup commission only	Company supplies cleaning chemicals; tech gets % of profit

• You set default product‑share rules (percentage or flat) at Service Pay Rates or inside a worker’s profile.

• Admins (or, if permitted, field‑workers) can add products to a booking at creation, check‑in, or completion; OctopusPro recalculates the service price and each share instantly.

• Need a one‑off tweak? Edit the share in the booking’s Payment to Fieldworker drawer—every override is time‑stamped for audit.

Where the numbers roll up

All earnings—service, products, bonuses—feed straight into:

1. Fieldworker Bookings Summary – job‑level view to spot unpaid items.

2. Payment to Fieldworkers – ledger of every payout, ready for bulk export or Stripe Connect confirmation.

Use these reports (see previous section) to batch‑pay, export ABA/NACHA/BACS files, or sync with Xero/QuickBooks. That keeps finance, ops, and field staff on the same page—every cent tracked, every payout transparent.

Fieldworker Bookings Summary Report

This report lists each fieldworker’s individual jobs and earnings. It is accessed from the OctopusPro menu under Reports > Fieldworker Reports > Fieldworker Bookings Summary. You can filter the data to focus on exactly the jobs you need to review or pay:

• Filters: Choose trading name (for multi-brand setups), fieldworker status (active/inactive), fieldworker name, payment status (Unpaid vs. Paid), customer payment status, booking status (Completed/In Progress/Failed), invoice number, or a date range. For example, to prepare payroll you might filter for a specific week, only Completed bookings, and Unpaid to fieldworker to see pending jobs for that period.

• Batch Actions: Once filtered, select one or more rows (jobs) to perform batch actions:

  • Save as Paid – After transferring money, select those jobs and click Save as Paid to mark them paid. This updates the payment status in OctopusPro so you won’t pay them again.

  • Assign Invoice – Use this action when a subcontractor must submit their own invoice before you release payment.

    • Field‑worker side (mobile app) – A contractor opens a job (or selects several jobs), taps Assign Invoice, and uploads a PDF or camera image of their invoice. OctopusPro bundles the selected jobs under that invoice number.

    • Office side – If a subcontractor e‑mails an invoice instead, an admin can select the same jobs in Fieldworker Bookings Summary, click Assign Invoice, and attach the file on the worker’s behalf.

    The invoice now appears in the Payment to Fieldworkers ledger. Finance can review it, process the payment externally, and then click Save as Paid to mark the invoice settled. This keeps contractor billing, document storage, and payout status all in one workflow.

  • Calculate Selected Invoices – Use this to sum only chosen jobs, helping you create partial payouts or confirm totals before payment.

  • Modify Invoice Reference – Change the auto-generated payout reference number for clarity (e.g. to match your payroll cycle ID).

The Bookings Summary also breaks down any product sales or commissions per job, so you can verify each worker’s full earnings. By filtering and using these tools, you ensure accuracy and avoid duplicate payments.

Payment to Fieldworkers Report

Think of this as your payout ledger. Every time you pay a fieldworker (individually or in a batch), OctopusPro creates a record (an “invoice” in the system) shown here. Access it via Reports > Payment Reports > Payment to Fieldworkers. Each row corresponds to one payment event (a single job payout, a grouped invoice, or an automated Stripe transfer).

• Filters: Narrow the payout records by fieldworker (name/status), location/state, or date range (preset ranges like Today, This Month, or custom dates). For example, filter by a particular fieldworker and the current month to see all payments made to that person.

• Columns: Key columns include:

  • INV# (Payout Reference) – The system’s ID for this payment.

  • Bookings Count – How many jobs are included in this payout.

  • Fieldworker – Who was paid.

  • Payment Date – When the payment was made.

  • Invoice Total Amount – Sum of all invoiced services/products for this payout.

  • Payment Method/Ref – e.g. bank batch file ID, Stripe payout ID, cheque number, etc.

  • Reference# – The specific reference number associated with the payment.

  • Cash Received by Fieldworker – The amount received by the fieldworker in cash.

  • Bank Transfer To Fieldworker – The total amount transferred to the fieldworker’s bank account.

  • Amount Paid / Amount Due – Shows if partial payments exist; normally the Amount Due becomes zero after full payment.

  • Notes – Any memos or comments about the payout (e.g. “Week 3 Payout”).

Clicking any INV# lets you drill into the invoice and see all jobs included in that payout. This is useful for auditing exactly which bookings were paid.

• Saving Payments: After exporting and making payments (see below), you should mark payouts as Paid in OctopusPro. In the Payment report, use the Save as Paid button to close out those lines. Even with Stripe Connect, after a transfer completes you should click “Save as Paid” so the system updates its audit trail.

• Email & Records: Use the Email Report action to send payment summaries or remittance advice (PDF/CSV) to workers or finance managers in one click. You can also attach files (e.g. bank remittance confirmations) to a payout record for full auditability.

• Edit a paid‑out invoice: Use Edit for genuine corrections (e.g., typo in reference, attaching proof). All edits are time‑stamped for audit. In either payroll report, click Actions > Edit. You’ll open the full payout record where you can: Update the paid amount or payment date. Attach a bank‑remittance PDF or Stripe payout receipt. Correct reference numbers or notes. 

• Delete a payout invoice: Only delete if the payout was created in error. For normal reversals, create an adjusting entry or mark the invoice Void to preserve the audit trail. Select the line and choose Actions > Delete. The invoice is permanently removed.

Exporting Payroll Data (Bulk Payments)

OctopusPro lets you export payroll data in bank-ready formats for global use. From the Payment to Fieldworkers report (or Booking Summary), click the Export button (top right) and choose the format. Supported formats include:

• CSV / Excel – Universal report export for analysis or importing into QuickBooks/Xero.

• .ABA (Australia) – BECS batch file for direct credit to Australian bank accounts.

• .NACHA (USA) – ACH file format for the US banking network.

• .BACS (UK) – Standard UK format for bank transfers.

• SEPA XML (Europe) – Credit transfer format for Eurozone countries.

• .005 (Canada) – CPA-005 format for Canadian electronic payments.

For example, an Australian HVAC company could export an .ABA file and upload it to their bank’s portal to pay all field fieldworkers in one go. A UK plumbing firm would use BACS, and a US pest-control company would choose NACHA (ACH). The CSV/Excel option is handy for importing into accounting software or keeping an offline backup.

Export Steps: In the report, click Export, pick your format, and save the file to your computer. For batch payments, upload the file to your banking portal and complete the transfers. Then return to OctopusPro and mark those payouts Paid (via “Save as Paid”), unless you already used Stripe Connect (which records them automatically).

Manual vs. Automated Reconciliation

• Manual Payroll Runs: If you pay fieldworkers yourself (e.g. via your company bank), use the above export procedure. After payment, use the report filters and Save as Paid actions to close each invoice. Reconcile the sums in OctopusPro against your bank statement to ensure no jobs are missed. You can also attach bank remittance PDFs or notes to each payout record for audit trail.

• Stripe Connect (Automated Payouts): With Stripe Connect enabled, OctopusPro sends each worker’s share of a customer payment directly to their bank account. No separate batch file is needed – Stripe does the split in real-time. However, OctopusPro still records the payout (showing a Stripe payout ID in Payment to Fieldworkers), and you should click Save as Paid to finalize it in the system. This creates a tamper-proof audit trail of each payment.

Whether manual or automated, both reports ensure full transparency. You can always filter to view “Unpaid” jobs and confirm that no invoices or payments are overlooked.

Industry Use Cases

Different service businesses benefit from these payroll features:

• HVAC & Trades: Technicians often earn hourly and sell parts. The Bookings Summary lets managers see each tech’s hours, completed jobs, and parts commissions. Using filters for Completed/Unpaid jobs, a manager can quickly prepare a weekly payout. The export to ABA or BACS means paying dozens of technicians in one bank file. Any parts or bonus pay are clearly itemized in the reports.

• Mobile Beauty & Wellness: Stylists or therapists earn per appointment plus product commissions. The reports break out service vs. product earnings per booking. An admin can filter by stylist and week, then combine small home-visit jobs into a single payout. Exporting NACHA or SEPA lets the salon chain pay all freelancers at once, and the staff can see their “My Earnings” chart in the app for transparency.

• Pet Care & Home Services: Dog walkers, cleaners or repair-persons may do many short jobs. Grouping multiple small jobs into one invoice reduces bank fees. The Payment to Fieldworkers report shows each worker’s daily or weekly totals, making reconciliation simple. Exports (e.g. BACS or SEPA) streamline paying part-time workers en masse.

• Other Fields (e.g. Landscaping, Plumbing, IT Services): Any company with field staff (employees or subcontractors) can use these tools. For instance, a landscape company with crews in different states can filter the report by region before exporting. A tutoring agency could enable Stripe Connect so each tutor’s share is paid immediately when a parent pays online.

These examples show how OctopusPro’s payroll reports adapt to various business models, ensuring accurate commissions and wages across industries.

Best Practices for Accuracy

To avoid duplicate or missed payments, follow these tips (as recommended by OctopusPro):

• Reconcile Regularly: Run payroll on a consistent schedule (e.g. weekly or bi-weekly). Frequent reconciliation catches errors early and reduces “Where’s my money?” inquiries.

• Use the Unpaid Filter: Always filter the Booking Summary and Payment reports for “Unpaid” first. This shows only the jobs or invoices still outstanding, preventing double-paying someone who’s already been paid.

• Group Small Jobs: Combine multiple micro-jobs into a single payout. One payout ID and one bank transaction per worker is simpler than many tiny payments.

• Back Up Data: Export the reports (especially CSV/Excel) each cycle and save them externally. These backups can be imported into Xero/QuickBooks or kept for audit, giving an extra layer of safety.

• Hold for Disputes: If a booking has a complaint or issue, use the Withhold Payment feature. This pauses payment for that job until the problem is resolved. Once cleared, use Release Payment to include it in the next payroll run.

• Enable Worker Transparency: Let fieldworkers access their own My Earnings in the mobile app. When workers can see upcoming vs. paid amounts, they’re less likely to question payroll, reducing admin follow-up. (Enable this under Settings > Fieldworker Permissions: “Display fieldworker earnings for bookings”.)

By following these practices and using the reports diligently, you’ll minimize errors and build trust with your team.

Related Resources

For details on setting up payment structures or automating payouts, see OctopusPro’s integration guides:

• Stripe & OctopusPro Integration: Instructions for configuring Stripe Connect for direct fieldworker payouts.

• Fieldworker Compensation Setup: How to define each worker’s commission or hourly rates at the service or individual level.

• Payment Partners & Import: Information on other payment integrations and importing bank statements for reconciliation.

These resources complement the reports above, helping you move from setup to payout. Together, OctopusPro’s reporting and export features give you an audit-ready payroll system that works across industries – from HVAC and beauty to pet care and beyond.

References: OctopusPro Help Center (Fieldworker Payroll Reports and FAQ). Each cited section provides guidance on using the reports and export features described above.

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