Export timesheets for payroll
Download a week’s approved timesheets as a CSV file to pass to whoever runs your payroll, and how it differs from the Payroll page’s CSV.
On this page
Yes Chef does not connect to any payroll software. What it gives you is a CSV file: you download it and send or upload it yourself. Exporting is on the web only.
On the web
Go to Rota & team, then Timesheets
- Pick the location in the sidebar, and the week you are paying.
- Approve what is waiting. Only approved timesheets go into the file.
- Press Export. Before you choose, read the notes at the foot of the menu:
- not approved · left out, with a count: timesheets still waiting, or people still on shift.
- without a payroll number: people in the file who have no payroll number on record.
- changed since last export: timesheets that have changed since they last went out.
- Nothing approved this week: there is nothing to export yet.
- Choose a layout:
- Payroll export (totals): one line per person, with a second line for their paid holiday.
- Payroll export (weekdays): one line per person, with their hours day by day.
- Payroll export (Nory): one line per shift, with the rota times, the clock times, the breaks and the pay.
- Payroll export (Hastee): one line per shift, in a six-column layout. If you have salaried staff they come as a second file.
- The file downloads and it says Export downloaded. Its name has the location, the week and the layout, for example “Harbour Timecards Week 2026-10-05 (totals).csv”.
What is in the file
- The week’s approved timesheets for that location: start, end and break as approved.
- Approved paid holiday that falls in the week, as its own lines.
- Paid trial shifts in the week whose outcome has been recorded, under the candidate’s name.
- Pay figures only if you can see pay yourself (the “See and edit staff pay rates” or “See payroll and tips” permission). Without it the pay columns are empty.
What happens next
Every timesheet that went into the file is marked Exported in the Payroll column, and its history gains an Exported line. If one is edited, un-approved or discarded afterwards, the mark turns to Changed since export. Export the week again to send payroll the hours as they now stand.
The Payroll page’s CSV is a different file
Rota & team, then Payroll, shows the week’s pay per person: hours, rate, holiday, gross, tronc and total. Its Export CSV button downloads those figures as one file, named “payroll-” and the week’s date, and says Payroll downloaded.
If it doesn’t work
- There is no Export button on Timesheets
- You do not have the “Export timesheets” permission, or the sidebar is set to all locations. Pick one location; an Admin can give you the permission.
- The layouts in the menu are greyed out
- Nothing in that week is approved, so there is nothing to put in a file.
- Someone is missing from the file
- Their timesheets for the week are not approved, or were discarded. Only approved ones are exported.
- The pay columns are empty
- You can export but cannot see pay. Ask an Admin for the pay permission, or have someone who has it run the export.
- The payroll number column is empty for someone
- They have no payroll number on record. The menu counts these before you export.
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