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Owner / Admin quick reference

One-page cheat sheet for shop owners running their own payroll. Print it, post it on the wall.

Sunday-night payroll workflow (15 minutes)

  • Open Team → Pending approvals. Approve the week's shifts.
  • Open Export. Set date range to the past week. Click CSV.
  • Open QuickBooks (or your payroll provider) → Run Payroll → Import time.
  • Upload the CSV. Review the import preview. Submit.
  • Save the PDF export for records (workers' comp + DOL retention).

Monthly tasks

  • Reconcile time-tracking export against QuickBooks payroll register.
  • Save the monthly PDF in your records folder.
  • Review classifications — anyone whose duties changed this month?
  • 1099 subs: check that every sub paid has a current Certificate of Insurance.

Quarterly + yearly

  • Form 941 (federal payroll taxes, quarterly).
  • Workers' comp audit prep: pull annual report, OT premium broken out.
  • Year-end: W-2s by Jan 31. 1099-NECs by Jan 31. Form 940 annual.
  • Annual: bid vs actual labor analysis by job category.

Settings to review

  • Settings → Shift behavior: overtime threshold (40 weekly, 8 daily if CA), lunch deduction, auto-clock-out.
  • Settings → Notifications: weekly summary, missed clock-out reminders, approval requests.
  • Settings → Subscription: seat count matches actual employees? Annual plan saves 20%.

Support

  • Email: support@getclox.com
  • Docs: getclox.com/docs
  • Blog: getclox.com/blog — practical guides on overtime, audits, payroll
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