⏱️ Syncing with Time Tracking

FlexPay allows seamless integration between your payroll system and third-party time tracking tools, giving admins and payroll managers real-time visibility into employee hours, overtime, PTO, and more. This reduces errors, increases automation, and helps ensure accurate payroll without jumping between disconnected platforms. Whether you're using Clockify, Toggl, Harvest, or another system, this step-by-step recipe will walk you through syncing that time data into FlexPay—accurately, securely, and automatically.

If you’ve already followed our onboarding steps, your Employee Roles, Departments, and Pay Schedules are already structured—making it much easier to map imported time data correctly into FlexPay.

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🧠 Why Time Tracking Integration Matters

Integrating your time tracking software with FlexPay eliminates a critical point of manual entry, reducing the risk of underpayments, duplicate hours, or misclassified overtime. Every payroll cycle, especially with hourly workers or part-timers, depends on accurate hour logs. By syncing your tool with FlexPay, we can autofill timesheets, suggest payroll previews, and automatically calculate compliance-based earnings (like meal breaks, double-time, etc.).

This isn’t just about convenience. It’s about accountability. Time tracking integrations ensure each hour worked is verified, auditable, and matched to your cost centers or job codes, making your payroll bulletproof come audit season.

🟢 Pro Tip: Use project tags or client-based time logging in your time tracker to automatically split payroll costs by department or team.

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Figure 1. FlexPay's Time Tracking Sync Interface

🔄 Step-by-Step: Syncing with Your Time Tracker

Here's how to set it up for the first time:

Step	Description
1. Connect App	Navigate to Integrations > Time Tracking in the FlexPay Admin Panel and click Connect New Tool. Select your time tracking provider from the list.
2. Authenticate	Log into your tool using OAuth or API Key. We use secure, encrypted storage—your credentials are never exposed.
3. Field Mapping	You'll see a side-by-side table of your time tracker fields and FlexPay's internal fields. Drag, match, or auto-map to complete.
4. Schedule Syncs	Choose how often FlexPay should pull time data—hourly, daily, or custom intervals.
5. Review Preview	See a sandbox preview of how time data would affect your current payroll schedule.
6. Save and Activate	Enable the integration. You’ll see a green ✅ under Active Integrations once live.

If your time tracking data includes custom tags or non-standard formats, double-check the mappings and make sure they align with your pay rules in FlexPay.

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🧾 Sample JSON Time Record (Post-Sync)

jsonCopyEdit{
  "employee_id": "E1234",
  "date": "2025-06-01",
  "hours_worked": 8.5,
  "job_code": "Marketing",
  "pay_type": "Hourly",
  "pto": false,
  "overtime": 0.5,
  "notes": "Weekly sync - FlexPay import"
}

✅ Summary

FlexPay’s time tracking integration makes your payroll smarter, leaner, and automated. Instead of waiting on CSVs or manually checking each employee’s hours, the platform brings data directly into your payroll engine and applies the appropriate logic—overtime rules, role-based pay, and scheduled payouts—all automatically. You’ll save time, avoid errors, and provide your employees with accurate, timely pay.

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🚀 What’s Next?

Up next is 🔁 Re-running Failed Payroll, a powerful feature for when things don’t go according to plan. Whether you had an incorrect tax setting, missing hours, or a rejected bank file, FlexPay gives you tools to fix and rerun your payroll securely and transparently, without redoing everything from scratch.

We’ll build on what you’ve already done here, so make sure your time tracking data is clean and flowing properly before moving on.