--- title: Janitorial Payroll Reporting System --- [![swept\_RGB\_Primary Blue](https://sweptworks.com/hubfs/swept_RGB_Primary%20Blue.png)](https://www.sweptworks.com/?hsLang=en) [Login](https://app.sweptworks.com/) [![calendar icon](https://sweptworks.com/hubfs/2024%20Files%20(Sorted)/Swept%20Website/All%20Icons/icons/scheduled%20event.svg) Get Demo](https://sweptworks.com/product-demo-form?hsLang=en) [![swept\_RGB\_Primary Blue](https://sweptworks.com/hubfs/swept_RGB_Primary%20Blue.png)](https://www.sweptworks.com/?hsLang=en) Solutions ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) Compare Plans ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Optimize Icon](https://sweptworks.com/hubfs/Swept%20Icons/Optimize%20Icon.svg) Optimize Win and retain more contracts with stronger quality control and team visibility.](https://sweptworks.com/optimize?hsLang=en) [![Scale Icon](https://sweptworks.com/hubfs/Swept%20Icons/Scale%20Icon.svg) Scale Grow profitably with better client communication, supply workflows, and cost control.](https://sweptworks.com/scale?hsLang=en) [![Messages GIF\_v2](https://sweptworks.com/hubfs/Product%20Images/Messages%20GIF_v2.gif) Client & Cleaner Messaging Stop drowning in emails and WhatsApp messages Learn more →](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) [![Inspections](https://sweptworks.com/hubfs/Inspections.jpg) Quality Assurance Keep quality consistent and clients informed →](https://sweptworks.com/janitorial-inspection-software?hsLang=en) [![profitability](https://sweptworks.com/hubfs/profitability.gif) Profitability Report Make pricing decisions with confidence →](https://sweptworks.com/features/janitorial-profitability-tracking-software?hsLang=en) Find out which plan is right for your business [Compare Plans](https://sweptworks.com/compare-plans?hsLang=en) Resources ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Resources Icon](https://sweptworks.com/hubfs/Swept%20Icons/Resources%20Icon.svg) Resources Proven guides, templates, and powerful tools for janitorial businesses.](https://sweptworks.com/resources?hsLang=en) [![Free Tools icon](https://sweptworks.com/hubfs/Swept%20Icons/Free%20Tools%20icon.svg) Free Tools Interactive calculators & tools to help you make better business decisions.](https://sweptworks.com/resources/tools?hsLang=en) [![Blog Icon](https://sweptworks.com/hubfs/Swept%20Icons/Blog%20Icon.svg) Blogs Learn about latest trends and tools in commercial cleaning industry.](https://learn.sweptworks.com/?hsLang=en) [![Success Stories Icon](https://sweptworks.com/hubfs/Swept%20Icons/Success%20Stories%20Icon.svg) Success Stories Successful janitorial businesses that run on Swept.](https://sweptworks.com/resources/success-stories?hsLang=en) [![Job Costing tool](https://sweptworks.com/hubfs/Hubspot%20Blog%20Headers%20(1).gif) Free Job Costing Calculator Bid confidently based on accurate job costs & target profit margin Use for free →](https://sweptworks.com/features/cleaning-job-costing-software?hsLang=en) Get support resources & attend weekly training [Support Hub](https://sweptworks.com/resources/support?hsLang=en) [About](https://sweptworks.com/about?hsLang=en) [Login](https://app.sweptworks.com/) [![calendar icon](https://sweptworks.com/hubfs/2024%20Files%20(Sorted)/Swept%20Website/All%20Icons/icons/scheduled%20event.svg) Get Demo →](https://sweptworks.com/product-demo-form?hsLang=en) Run Operations Make shifts clearer and day-to-day work easier for your team. [![Time Tracking Icon](https://sweptworks.com/hubfs/Swept%20Icons/Time%20Tracking%20Icon.svg) Time Tracking Track hours and GPS check-ins with easy clock in and out.](https://sweptworks.com/cleaning-company-time-tracking-app?hsLang=en) [![Shift Icon](https://sweptworks.com/hubfs/Swept%20Icons/Shift%20Icon.svg) Scheduling Assign shifts clearly and keep teams on track.](https://sweptworks.com/scheduling-software-for-janitors?hsLang=en) [![Work Order Icon](https://sweptworks.com/hubfs/Swept%20Icons/Work%20Order%20Icon.svg) One-Time Job Work Orders Create and manage one-off jobs without the chaos.](https://sweptworks.com/features/janitorial-work-order-software?hsLang=en) [View All Features →](https://sweptworks.com/features?hsLang=en) Prove Quality Show consistent service with clear proof and communication. [![Inspection Icon](https://sweptworks.com/hubfs/Swept%20Icons/Inspection%20Icon.svg) Inspections Popular Capture proof of work with photos, notes, and reports.](https://sweptworks.com/janitorial-inspection-software?hsLang=en) [![Checklist Icon](https://sweptworks.com/hubfs/Swept%20Icons/Checklist%20Icon.svg) Cleaner Checklist Create clear, consistent checklists with translation in 100+ languages.](https://sweptworks.com/features/janitorial-checklist-software?hsLang=en) [![Messaging Icon](https://sweptworks.com/hubfs/Swept%20Icons/Messaging%20Icon.svg) Team & Client Messaging Popular Keep conversations with cleaners and clients in one place for faster updates.](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) Control Costs Track job costs, supplies, and margins. [![Job Costing Icon](https://sweptworks.com/hubfs/Swept%20Icons/Job%20Costing%20Icon.svg) QuickBooks Online Payroll Integration New Send approved hours to QuickBooks and simplify payroll.](https://sweptworks.com/features/integrations/payroll/quickbooks?hsLang=en) [![Profitability Reports](https://sweptworks.com/hubfs/Swept%20Icons/Profitability%20Reports.svg) Profitability Report See which jobs are making money and which are not.](https://sweptworks.com/features/janitorial-profitability-tracking-software?hsLang=en) [![Supplies Icon](https://sweptworks.com/hubfs/Swept%20Icons/Supplies%20Icon.svg) Supply Management Track supply usage and avoid over-ordering.](https://sweptworks.com/features/janitorial-supply-inventory-management-system?hsLang=en) Not sure where to start? Watch our interactive demo to learn more. Interactive demo Video [![GPS Update Dec 18](https://sweptworks.com/hubfs/Product%20Images/GPS%20Update%20Dec%2018.png) ▶](https://sweptworks.com/product-demo?hsLang=en#tour) ✕ [Login](https://app.sweptworks.com/) Solutions ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) Run Operations Make shifts clearer and day-to-day work easier for your team. ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Time Tracking Icon](https://sweptworks.com/hubfs/Swept%20Icons/Time%20Tracking%20Icon.svg) Time Tracking Track hours and GPS check-ins with easy clock in and out.](https://sweptworks.com/cleaning-company-time-tracking-app?hsLang=en) [![Shift Icon](https://sweptworks.com/hubfs/Swept%20Icons/Shift%20Icon.svg) Scheduling Assign shifts clearly and keep teams on track.](https://sweptworks.com/scheduling-software-for-janitors?hsLang=en) [![Work Order Icon](https://sweptworks.com/hubfs/Swept%20Icons/Work%20Order%20Icon.svg) One-Time Job Work Orders Create and manage one-off jobs without the chaos.](https://sweptworks.com/features/janitorial-work-order-software?hsLang=en) Prove Quality Show consistent service with clear proof and communication. ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Inspection Icon](https://sweptworks.com/hubfs/Swept%20Icons/Inspection%20Icon.svg) Inspections Popular Capture proof of work with photos, notes, and reports.](https://sweptworks.com/janitorial-inspection-software?hsLang=en) [![Checklist Icon](https://sweptworks.com/hubfs/Swept%20Icons/Checklist%20Icon.svg) Cleaner Checklist Create clear, consistent checklists with translation in 100+ languages.](https://sweptworks.com/features/janitorial-checklist-software?hsLang=en) [![Messaging Icon](https://sweptworks.com/hubfs/Swept%20Icons/Messaging%20Icon.svg) Team & Client Messaging Popular Keep conversations with cleaners and clients in one place for faster updates.](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) Control Costs Track job costs, supplies, and margins. ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Job Costing Icon](https://sweptworks.com/hubfs/Swept%20Icons/Job%20Costing%20Icon.svg) QuickBooks Online Payroll Integration New Send approved hours to QuickBooks and simplify payroll.](https://sweptworks.com/features/integrations/payroll/quickbooks?hsLang=en) [![Profitability Reports](https://sweptworks.com/hubfs/Swept%20Icons/Profitability%20Reports.svg) Profitability Report See which jobs are making money and which are not.](https://sweptworks.com/features/janitorial-profitability-tracking-software?hsLang=en) [![Supplies Icon](https://sweptworks.com/hubfs/Swept%20Icons/Supplies%20Icon.svg) Supply Management Track supply usage and avoid over-ordering.](https://sweptworks.com/features/janitorial-supply-inventory-management-system?hsLang=en) Not sure where to start? Watch our interactive demo to learn more. [View All Features →](https://sweptworks.com/features?hsLang=en) Compare Plans ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Optimize Icon](https://sweptworks.com/hubfs/Swept%20Icons/Optimize%20Icon.svg) Optimize Win and retain more contracts with stronger quality control and team visibility.](https://sweptworks.com/optimize?hsLang=en) [![Scale Icon](https://sweptworks.com/hubfs/Swept%20Icons/Scale%20Icon.svg) Scale Grow profitably with better client communication, supply workflows, and cost control.](https://sweptworks.com/scale?hsLang=en) [![Messages GIF\_v2](https://sweptworks.com/hubfs/Product%20Images/Messages%20GIF_v2.gif) Client & Cleaner Messaging Stop drowning in emails and WhatsApp messages Learn more →](https://sweptworks.com/features/cleaning-business-communication-system?hsLang=en) Find out which plan is right for your business [Compare Plans](https://sweptworks.com/compare-plans?hsLang=en) Resources ![](https://sweptworks.com/hubfs/raw_assets/public/Swept%20Website%20-%20Theme/images/svg/Icons/Chevron.svg) [![Resources Icon](https://sweptworks.com/hubfs/Swept%20Icons/Resources%20Icon.svg) Resources Proven guides, templates, and powerful tools for janitorial businesses.](https://sweptworks.com/resources?hsLang=en) [![Free Tools icon](https://sweptworks.com/hubfs/Swept%20Icons/Free%20Tools%20icon.svg) Free Tools Interactive calculators & tools to help you make better business decisions.](https://sweptworks.com/resources/tools?hsLang=en) [![Blog Icon](https://sweptworks.com/hubfs/Swept%20Icons/Blog%20Icon.svg) Blogs Learn about latest trends and tools in commercial cleaning industry.](https://learn.sweptworks.com/?hsLang=en) [![Success Stories Icon](https://sweptworks.com/hubfs/Swept%20Icons/Success%20Stories%20Icon.svg) Success Stories Successful janitorial businesses that run on Swept.](https://sweptworks.com/resources/success-stories?hsLang=en) [![Job Costing tool](https://sweptworks.com/hubfs/Hubspot%20Blog%20Headers%20(1).gif) Free Job Costing Calculator Bid confidently based on accurate job costs & target profit margin Use for free →](https://sweptworks.com/features/cleaning-job-costing-software?hsLang=en) Get support resources & attend weekly training [Support Hub](https://sweptworks.com/resources/support?hsLang=en) [About →](https://sweptworks.com/about?hsLang=en) Ready to see Swept? Get a quick walkthrough tailored to your janitorial operation. [Get Demo](https://sweptworks.com/product-demo-form?hsLang=en) JANITORIAL PAYROLL REPORTING # Payroll Reporting Built for Cleaning Businesses Built for busy cleaning business owners and office teams, Swept’s Payroll Report makes it easier to filter, review, approve, and export payroll with confidence. ### Why this update matters - Review with fewer clicks Get to the right view quickly. - Spot issues instantly Focus on entries that need attention. - Keep payroll moving Review, approve, and export with less friction. Your browser does not support embedded video. Why It Matters How It Works Warnings & Troubleshooting ## A Faster, Clearer Way to Review Payroll Swept’s Payroll Report is designed to help cleaning businesses review payroll more efficiently before export. From clearer filters to built-in warning visibility, every part of the experience is built to reduce friction during payroll review. ### Clearer filters Set the right view more quickly with Search & Filters grouped in one place. ### Faster experience Move through payroll more smoothly with a faster-loading page. ![Updated Payroll Report screen in Swept](https://sweptworks.com/hubfs/Product%20Images%20(2026)/New%20Payroll%20Report%20Page.png) ### Variance filtering Quickly spot differences between scheduled and clocked time. ### Warnings Only Surface entries that need attention without scanning the full report. ## How Payroll Reporting Works in Swept Use this section to find, filter, review, approve, and download payroll entries in the updated Payroll Report. How to use the payroll report in Swept? ▾ 1 #### Open Payroll Report In the Swept web app: - Go to **Reports** on the left navigation - Click **Payroll Report** ![Swept Payroll report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20Report%20Nav.png) 2 #### Set your filters Use **Search & Filters** to narrow your results: - Timeframe - Start Date - End Date - Locations - Users - Approval Status **Note:** You can use a preset pay period or choose exact dates. ![Payroll Report Search and Filters](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20Filters.png) 3 #### Review results Use the table controls to adjust your view: - Sort By - Per Page - Variance - Warnings Only ![Payroll Report table controls](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20Page%20Controls.png) How do warnings and variance filters work? ▾ #### Warnings Only Turn on **Warnings Only** to show only entries that may need attention. - Shifts over 24 hours - Negative values - Other flagged payroll issues ![Warnings Only filter in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20warnings%20only.png) #### Variance Use **Variance \> (min)** to find entries where scheduled time and clocked time do not match. This is helpful when reviewing time differences before payroll is finalized. ![Variance filter in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20Variance%20Warnings.png) How approvals and downloads work? ▾ #### Approvals The approval workflow has **not changed** in the updated Payroll Report. **You can still:** - Approve one shift at a time - Un-approve one shift at a time - Bulk approve shifts where supported in your view ![Approvals in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll-%20Approve%20and%20Unapprove.png) #### Downloads The download process has **not changed**. **Important:** Shifts must be approved to appear in the downloaded report. - Review and approve the shifts you want included - Click **Download** - Choose **CSV** or **PDF** ![Download options in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20Download.png) ## Payroll Report Warnings and Troubleshooting Open a topic below to get more detailed help with warnings, time calculations, and common payroll report questions. What information is displayed for each shift? ▾ #### Shift details shown in the report - Scheduled Time - The shift length based on the scheduled job. - Onsite Time - The full time from clock in to clock out. - Work Time - The working time recorded for the shift. - Break Time - Break duration for the shift, if breaks are enabled for that location. - Lunch Time - Lunch duration for the shift, if lunch is enabled for that location. - Paid Time - The total paid time for the shift. - Travel Time - Travel time, if it is enabled in your account settings. - Approval Status - Whether the shift is approved or un-approved. - Warnings or issues - Any flagged payroll issues shown in the report. #### Notes - Break and lunch fields only appear if those settings are enabled for the location - Time entries are rounded down to the minute on each line - Travel Time is not included in Total Work Time or Total Paid Time - IVR/SMS Time Entry does not allow breaks ![Shift details in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20screen.png) What is Scheduled Hours vs Recorded Hours? ▾ #### Scheduled Hours Use **Scheduled Hours** when you pay staff based on the time they were scheduled for. **Example:** A shift was scheduled from 9:00 PM to 1:00 AM, which is 4 hours. If the cleaner worked from 9:30 PM to 12:30 AM, you may still approve 4 hours if you pay based on the scheduled shift. #### Recorded Hours Use **Recorded Hours** when you pay staff based on the time they actually worked. **Example:** A shift was scheduled from 9:00 PM to 1:00 AM, which is 4 hours. If the cleaner worked from 9:30 PM to 12:30 AM, you may approve 3 hours if you pay based on recorded time. ![Scheduled Time vs Recorded Time in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll-%20ScheduledVSRecorded.png) How to find inactive or deleted users? ▾ ![Inactive or deleted users in Payroll Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20Inactive%20users.png) 1 #### Open the Payroll Report Go to the Payroll Report in the Swept web app. 2 #### Click the Users filter Open the Users filter to search the user list. 3 #### Select the inactive or deleted user Scroll to the bottom of the user list and select the inactive or deleted user, then apply any other filters you need. Why is a payroll entry showing a warning? ▾ Warnings help you spot entries that may need attention before payroll is finalized. #### Common Warning Examples - A shift over 24 hours - A value that cannot be negative - Other flagged payroll issues shown directly in the report You can use the **Warnings Only** toggle in the Payroll Report to show just these entries. ![Payroll warning examples](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20Warnings.png) How to fix payroll issues? ▾ One common issue is a shift exceeding 24 hours, which often means the user forgot to clock out. This entry must be corrected before it can be approved for payroll. **Here’s how to fix it:** 1. Go to **Reports** 2. Open the **Time Entry Report** 3. Search the same date range as your Payroll Report 4. Find the affected entry 5. Update the arrival and departure dates and times 6. Save the change 7. Return to the Payroll Report and review the entry again ![Fixing payroll issues in Time Entry Report](https://sweptworks.com/hubfs/Product%20Images%20(2026)/Payroll%20-%20Edit%20Time%20Entry.png) Why is a shift missing from my downloaded report? ▾ Only approved shifts appear in the downloaded Payroll Report. **Check the following:** - Is the shift approved? - Are the correct filters selected? - Are the date range and user filters correct? - Are you looking at the correct location? ## Have questions about the new Payroll Report? Read through the update details above, or reach out if you’d like help getting familiar with the new experience. 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