BrightPay Cloud Payroll Integration MW
BrightPay Payroll Integration
The TimeKeeper + BrightPay integration enables users to send each employee’s hours directly to BrightPay (Cloud). This eliminates manual data entry, reduces errors, and helps ensure staff are paid correctly for all hours worked, including overtime.
Connecting TimeKeeper to your BrightPay account
Click your account icon at the bottom left of the screen, then Account > Integrations > Payroll Integrations. Press "Set up" next to the BrightPay Cloud integration.
Next, click "Connect to BrightPay" - you'll be redirected to BrightID to log in.
Please note that TimeKeeper never has access to your BrightPay login details.Once the connection has been authorised, you'll be directed back to TimeKeeper to confirm the Employer you'd like to connect to.
Finally, under "Actions", you can choose to import employees and configure mappings for rates and employees.
Sending Timesheet Data from TimeKeeper to BrightPay
To send hours from TimeKeeper to BrightPay, head to Reports > Payroll Integrations > Export to BrightPay Cloud. This opens a wizard that guides you through a four-step process. Steps 1 to 3 are typically one-time actions.
Step 1. BrightPay Connection Status
This step is to confirm you’re connected to the correct BrightPay employer and user before proceeding.
Click "Next step" once you're ready to continue.
Step 2. Check BrightPay Employee Mappings
This step ensures the correct TimeKeeper employees are matched to their BrightPay counterparts. Only matched employees’ timesheets will be sent to BrightPay.
TimeKeeper will automatically map employees to those in BrightPay, so most matches should already be set. If a match can’t be found or you wish to change one, simply use the dropdown on the right to override the mapping between the two systems.
You can also undo a mapping by clicking the ‘×’ icon on the dropdown if you want to exclude a mapped employee from being sent.
When you’re ready to proceed, click the “Next step” button.
Step 3. Override BrightPay Hourly Rate Mappings (Optional)
This step is optional and can be skipped. It lets you override your TimeKeeper rate mappings with those in BrightPay.
By default, Regular Hours should map to “Standard Rate”. You don’t need to map the others, but you can if you want to specify exact mappings.
Map Leave Hours to Hourly Rate
You can map Paid Leave Hours to a separate hourly rate within BrightPay. This enables you to separate out Leave Hrs into another payslip line item. The default is Leave Hours if sent will be added onto regular hours.
When you’re ready to proceed, click the “Next step” button.
Step 4. Configure Export Dates
This is the step you’ll use regularly. Simply select the dates for the timesheets you want to calculate, along with the payroll date you wish to send them to.
Note: you need to click “Include Paid Leave Time in Timesheet Export to BrightPay” for your paid leave to flow through.
In this example, I’m exporting timesheets from 1st August to 31st August and sending them to the 31st August payroll period in BrightPay. Here, TimeKeeper shows it’s ready to export the timesheets for 5 employees.
Once you click the “Export to BrightPay” button, you’ll be asked to confirm you want to proceed. TimeKeeper will then calculate timesheets for all employees, breaking down regular and overtime hours, and attempt to send this to BrightPay.
Step 5. Exporting to BrightPay
That’s it! Now if you refresh BrightPay, you should see those hours present for Michael.
Whether you have 1 or 100 employees, the process repeats for each one. If an employee’s export fails, an error message will appear for that employee, but the sync will continue for the others.
All being well, it’s just a matter of selecting the timesheet date range, the payroll date, and clicking “Export”.
Common Errors
Not Current Payslip on BrightPay
Currently, you can only send data to the employee’s current payslip. In this example, the payroll date chosen falls outside the employee’s payroll period.
Check out our BrightPay Integration FAQs.