> ## Documentation Index
> Fetch the complete documentation index at: https://q.odontox.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Payroll & Payslips for Dental Clinic Staff

> Manage clinic employee records, run monthly payroll periods, generate branded payslips, and feed staff salary costs into your Profit & Loss statement.

# Payroll

The platform includes built-in payroll management so you can track employee compensation alongside your clinic's other financial data. Payroll totals flow directly into the Profit & Loss statement as operating expenses, giving you an accurate view of your clinic's profitability.

<Note>
  **Admin only** — all payroll features are restricted to admin users.
</Note>

***

## Employee management

Before running payroll, you need to set up your employee records.

### Adding an employee

<Steps>
  ### Open the employee form

  Navigate to **Finance > Payroll > Employees** and click **Add Employee**.

  ### Enter employee details

  | Field                         | Description                                                  |
  | ----------------------------- | ------------------------------------------------------------ |
  | **Name**                      | Full name of the employee                                    |
  | **Role**                      | Job title or position (e.g., Dental Hygienist, Receptionist) |
  | **Email**                     | Employee's email address                                     |
  | **Phone**                     | Contact phone number                                         |
  | **Employment Type**           | Full-time, Part-time, or Contract                            |
  | **Base Salary / Hourly Rate** | The employee's standard compensation                         |

  ### Set status

  New employees default to **Active**. You can set an employee to **Inactive** if they leave or go on extended leave — inactive employees are excluded from new payroll runs.

  ### Save

  Click **Save** to add the employee to your roster.
</Steps>

<Tip>
  Keep employee records up to date. When an employee's salary changes, update their base rate before the next payroll run so that the correct amount is pre-filled.
</Tip>

***

## Payroll periods

A payroll period defines the date range you are paying employees for — typically a month, but it can be any range that fits your clinic's pay cycle.

### Creating a payroll period

1. Go to **Finance > Payroll > Periods** and click **New Period**.
2. Set the **Start Date** and **End Date** (e.g., April 1 to April 30).
3. Save the period. You can now create a payroll run within it.

***

## Payroll runs

A payroll run is where you calculate and record actual compensation for each employee in a period.

<Steps>
  ### Create a new run

  Open a payroll period and click **New Payroll Run**.

  ### Add entries for each employee

  For every employee included in this run, enter:

  | Field                  | Description                                              |
  | ---------------------- | -------------------------------------------------------- |
  | **Employee**           | Select from active employees                             |
  | **Gross Amount**       | Total compensation before deductions                     |
  | **Allowances**         | Additional pay — housing, transport, bonuses, etc.       |
  | **Deductions**         | Amounts withheld — tax, insurance, loan repayments, etc. |
  | **Notes** *(optional)* | Context for any unusual adjustments                      |

  The **Net Amount** is calculated automatically:

  ```
  Net Amount = Gross Amount + Allowances - Deductions
  ```

  ### Review run totals

  The system aggregates all employee entries to show the total payroll cost for this run — total gross, total allowances, total deductions, and total net.

  ### Finalize the run

  Once you have reviewed all entries, save the payroll run. The totals are now reflected in your financial reports.
</Steps>

***

## Payslips

After a payroll run is finalized, the platform generates a **payslip** for each employee in the run.

Each payslip includes:

* Employee name and role
* Pay date
* Gross amount
* Itemized allowances
* Itemized deductions
* Net amount (take-home pay)

<CardGroup cols={2}>
  <Card title="View payslip" icon="eye">
    Open any payslip from the payroll run detail page to review the breakdown.
  </Card>

  <Card title="Download PDF" icon="file-pdf">
    Generate a printable payslip PDF for employee records or distribution.
  </Card>
</CardGroup>

***

## Payroll in financial reports

Payroll totals are included in the **Profit & Loss** statement as **operating expenses**, alongside other expenses tracked in [Expense Tracking](/finance/expenses).

This means your P\&L report gives you a complete picture:

* **Revenue** — from patient payments (receipts)
* **Direct Costs** — cost of treatments delivered
* **Gross Profit** — revenue minus direct costs
* **Operating Expenses** — payroll + other expenses (rent, supplies, etc.)
* **Net Profit** — gross profit minus operating expenses

<Note>
  Payroll appears as its own line item in the operating expenses section, separate from other expense categories. This makes it easy to see exactly how much of your overhead goes to staff compensation.
</Note>

***

## Managing payroll over time

### Monthly workflow

1. At the start of each pay cycle, create a new **payroll period** with the correct date range.
2. Create a **payroll run** within that period.
3. Add entries for each active employee, adjusting gross amounts, allowances, and deductions as needed.
4. Review and finalize the run.
5. Distribute payslips to employees.
6. Check the **Profit & Loss** report to see the impact on your clinic's bottom line.

### Handling changes mid-cycle

* **New hire** — add the employee to the roster, then include them in the next payroll run with a prorated amount if applicable.
* **Salary adjustment** — update the employee's base rate, then use the new amount in the next payroll run.
* **Termination** — set the employee to **Inactive** after their final payroll run. They will not appear in future runs.

***

<AccordionGroup>
  <Accordion title="Can I run payroll for different frequencies (weekly, bi-weekly)?">
    Yes. Payroll periods can cover any date range. While the most common setup is monthly, you can create weekly or bi-weekly periods by adjusting the start and end dates accordingly.
  </Accordion>

  <Accordion title="Can I edit a payroll run after finalizing it?">
    Finalized payroll runs can be edited by an admin if corrections are needed. Any changes will update the run totals and the linked payslips.
  </Accordion>

  <Accordion title="Does the platform handle tax calculations automatically?">
    the platform records the deduction amounts you enter — it does not automatically calculate income tax or social contributions. Work with your accountant to determine the correct deduction amounts for each employee.
  </Accordion>

  <Accordion title="Can employees view their own payslips?">
    Payslips are currently managed by admins. You can download PDF payslips and share them with employees via email or print.
  </Accordion>
</AccordionGroup>

***

## Related articles

* [Expense Tracking](/finance/expenses) — track other operating costs alongside payroll
* [Financial Reports](/finance/reports) — payroll totals feed into the Profit & Loss statement
* [Invoices](/finance/invoices) — revenue side of your clinic's financial picture