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How to Build a Custom Payroll Report

The Custom Report Builder lets you create tailored payroll export files for providers that don't have a direct API integration, or for custom reporting needs.

Step 1: Create or Select a Custom Report Provider

  • From the Payroll page, select or create a custom report provider.
  • You'll see a side navigation with sections for Pay Code Mapping, Job Item Mapping, Configure Format, and Download.

Step 2: Map Pay Codes

  1. Navigate to Pay Code Mapping in the report builder side menu.
  2. Map each award's pay rates and leave types to the correct payroll codes, grouped by employment type.
  3. Click Save to store your mappings.

Step 3: Map Job Items

  1. Go to Job Item Mapping.
  2. Select the job layer you want to map.
  3. Map each job item to the corresponding payroll category.
  4. Click Save.

Step 4: Configure the Export Format

  1. Go to Configure Format.
  2. Edit the report name by clicking the Edit icon next to the title.
  3. Set up Data Grouping to control how rows are grouped in the output.
  4. Configure Field Mapping to define header rows, data rows, footer rows, and group label rows.
  5. Use Add Header, Add Footer, or Add Group Label to add custom rows.
  6. Set the Output File Name to customise the downloaded file name.
  7. Choose the Output Format (e.g., CSV) and configure options like excluding leave, public holidays, or employees with blank payroll codes.
  8. Click Save to finalise.

Formatting Time Fields

When you add a Start Time or End Time field to your data rows, you can choose how times are displayed in the exported report.

  • Click the settings icon next to the Start Time or End Time column.
  • In the Format Field dialog, select your preferred format:
    • Timecode (HH:MM) — displays times in hours and minutes (e.g., 08:00, 17:00). This is the default.
    • Minutes — displays times as total minutes past midnight (e.g., 480 for 08:00, 1020 for 17:00).
  • Click Save to apply.

The preview row updates immediately so you can verify the format before saving your report configuration.

Formatting Quantity Fields

When you add a Quantity field, a similar settings icon lets you choose between Timecode (HH:MM) and Numeric formats.

Step 5: Download the Report

  1. Go to Download in the report builder side menu.
  2. Select the Pay Period:
    • Choose a Start Date.
    • Select the period type: Weekly, Fortnightly, Monthly, or Four Weekly.
    • Set a multiplier if you want to cover multiple periods at once.
  3. Choose the Approval Status to include (e.g., Approved, Pending).
  4. Filter and select Employees by award, department, contract type, or role. Use the checkbox column to include or exclude individuals.
  5. Click Download to generate and save the report file.

Download Confirmation Email

Once your report is generated, Timecloud sends you an email with a download link. This email also includes a summary of the filters you applied, so you can easily confirm what data is in the report:

  • Date Range — the pay period covered
  • Approval Status — which attendance statuses were included (e.g., Approved, Awaiting Approval)
  • Awards — if you filtered by specific awards
  • Departments — if you filtered by department
  • Contract Types — if you filtered by contract type
  • Roles — if you filtered by role

The download link expires after 24 hours. If the link has expired, simply generate the report again from the Download page.