Once a run is finalised you can hand it to your payroll system. Each run in the Runs list on the Payroll page has export buttons. There are three formats.
CSV and Sage 50
CSV — a generic file with one row per line: staff name, payroll ID, bucket, hours and gross pay in pounds.
Sage 50 — a slimmer file (reference, hours, amount) shaped for import into Sage 50 Payroll.
Both CSV exports are only available after a run is finalised — the Finalise step is the sign-off and lock. Exporting a finalised run marks it exported in the list, so you can see at a glance which runs have already been sent to payroll.
Branded PDF summary
The PDF button produces a branded, human-readable run summary — one row per person with their bucket breakdown and the run totals, carrying your organisation's colour (and logo on white-label plans).
Unlike the CSV exports, the PDF is available for a run in any status, including a draft. That makes it handy for circulating figures for review before you finalise. Producing a PDF does not change the run's status.
- 1Open Rota overview from the Admin menu, choose Payroll from its More menu, then find the run in the Runs list
- 2Finalise the run first if you need a CSV or Sage 50 file
- 3Select CSV for a generic file or Sage 50 for a Sage import file
- 4Select PDF at any time for a branded summary to review or share
- CSV and Sage 50 are greyed out until a run is finalised — that's the deliberate sign-off gate.
- Use the PDF on a draft run to circulate figures for approval before locking it.
- After export, the run shows as 'exported' so you don't accidentally send it to payroll twice.