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Running payroll in RouteNio follows a structured, lock-step process that prevents double-payment and ensures every driver is paid correctly. The cycle begins after all timesheets for the pay period are approved.

ℹ️ Before You Start

All timesheets for the pay period must be Approved before a pay run can be finalised. See Approve Timesheets if you have pending entries.

Step 1 - Open a New Pay Run

  1. Navigate to Payroll in the left sidebar.
  2. Click New Pay Run in the top-right corner.
  3. Select the Pay Period type: Weekly, Fortnightly, or Monthly.
  4. Set the Period Start Date and Period End Date - the system auto-suggests the next logical period based on your last completed run.
  5. Click Create Pay Run to continue.
💡 First Pay Run?

Before your first pay run, go to Settings → Pay Settings to configure base rates, overtime thresholds, and allowance types. These settings drive all automatic calculations.

Step 2 - Review Calculated Pay

The pay run summary shows every fleet operator with approved timesheets in the period:

ColumnWhat It Means
Ordinary HoursRegular hours at base rate
OvertimeHours beyond your configured overtime threshold
PenaltiesWeekend, public holiday, or late-night loadings
AllowancesMeal, travel, and any custom allowances from Pay Settings
DeductionsSalary sacrifice or deduction types on the driver's profile
Gross PayTotal before tax

Click any driver row to expand the full line-item breakdown. You can edit individual entries at this stage - for example, to add a one-off bonus or manually adjust hours.

⚠️ Approve Lock

Once you click Approve Pay Run, no further changes can be made. This protects payroll integrity. Double-check all entries before approving.

Step 3 - Approve the Pay Run

  1. Review the total payroll figure in the summary footer (gross total across all employees).
  2. Click Approve Pay Run.
  3. Confirm the dialogue - the pay run is now locked and moves to Approved status.

Step 4 - Generate Payslips

  1. Click Generate Payslips.
  2. RouteNio creates a PDF payslip for each fleet operator.
  3. Payslips are emailed directly to each operator's email address on file.
  4. Operators can also view their payslips in Fleet Operator Portal → Payslips.
💡 What's on Each Payslip?

Pay period dates, hours breakdown by category, gross pay, deductions, net pay, and your company's ABN/tax registration number. Compliant with AU Fair Work, US FLSA, and EU payroll disclosure requirements.

Step 5 - Export the Bank File

  1. Click Export Bank File.
  2. Select your banking format:
  • ABA - Australian banks (CBA, ANZ, NAB, Westpac, etc.)
  • NACHA - US banks (ACH direct deposit)
  • SEPA - European banks (EU/EEA countries)
3. The file downloads to your computer automatically.
  1. Log in to your business banking platform and upload to the bulk payments section.
  2. Authorise the payment batch - funds transfer on the next banking business day.
ℹ️ Bank Details Required

Ensure each driver's BSB/routing number and account number are saved in their driver profile before export. Drivers with missing details are excluded and flagged with a warning icon in the pay run.

After the Export

  • Pay run status updates to Paid with a timestamp.
  • Timesheets linked to this pay run are locked as Included in Pay Run - they cannot be edited.
  • The complete pay run appears in Payroll History with a full audit trail.

Troubleshooting

IssueSolution
Driver missing from pay runVerify their timesheets are Approved for the period
Pay calculation seems wrongReview Settings → Pay Settings for their employment type
Bank file rejected by bankCheck BSB/routing numbers in driver profiles
Can't generate payslipsConfirm company ABN/tax number is saved in Company Info

See the full Payroll module documentation for superannuation, leave accruals, and accounting export topics.

Last updated: 2026-03-13