Labour is the biggest cost in any cleaning business, and payroll is where it is most likely to go wrong. Many cleaning companies track hours in one system and run payroll in another, such as Sage Payroll. In between sits a manual process: exporting time logs, adjusting spreadsheets and typing figures into Sage. It is slow, and every typing error means someone is paid wrongly.
ProCleanerUK integrates with Sage Payroll so that hours recorded in the field flow through to your pay run without double entry. This guide explains how it works and why it matters.
The problem with disconnected payroll
- Double entry: hours are recorded once and typed again into payroll.
- Errors: a single typo underpays or overpays someone.
- Time: supervisors and office staff spend hours each pay period moving figures around.
- Disputes: when cleaners query pay, the trail is hard to follow.
How the integration works
The flow is simple:
- Cleaners record time: they clock in and out in the staff app, using GPS with an adjustable geofence or NFC tags at large sites. The app works offline and syncs later.
- Hours are checked: the office reviews hours in ProCleanerUK, correcting anything unusual, such as a forgotten clock-out.
- Data goes to Sage Payroll: approved timesheet data is passed to Sage Payroll, ready for the pay run.
- You run payroll in Sage: as you normally would, with the hours already in place.
Why it matters
One source of truth
Hours are recorded once, at the job, and used everywhere. Operations, payroll and management all work from the same figures.
Accurate pay
Real clock-in times mean cleaners are paid for the time they actually work.
Time saved
No more exporting, spreadsheet adjustments and retyping each pay period.
A clear trail
When a cleaner queries their pay, you can see exactly when they clocked in and out, at which job.
Happier staff
Accurate, on-time pay is one of the most important things for keeping good cleaners.
Before you connect
- Make sure each cleaner’s pay type is set correctly in ProCleanerUK.
- Check staff details match between ProCleanerUK and Sage.
- Set geofence radiuses and add NFC tags at large sites, so clock-ins are reliable.
- Agree a simple process for correcting forgotten clock-outs.
- Talk to your accountant or payroll adviser about the change before your first integrated pay run.
Mileage, expenses and tips
Cleaners log mileage and expenses in the staff app with receipt photos, and customer card tips are split between the staff on the job. Make sure your process includes these in pay where appropriate.
A pay run before and after
Before integration, a supervisor exports time logs, adjusts a spreadsheet for breaks and missed clock-outs, checks it against the rota and types each cleaner’s hours into Sage. It takes most of an afternoon, and a typo means a cleaner is underpaid and has to be corrected next month. After integration, the office reviews hours in ProCleanerUK, fixes the one forgotten clock-out and sends approved data to Sage. The pay run starts with the right hours already in place, and the afternoon is free for other work.
Explaining the change to cleaners
Let your team know that their hours now go straight from the app to payroll. Remind them to clock in and out on every job, and to tell the office if they forget. Most cleaners welcome the change, because it means their pay matches the hours they actually worked.
If you use other accounting software
ProCleanerUK also integrates with Xero and QuickBooks for accounts, and payroll can be built from clock-in times within ProCleanerUK. Our guide to accounting software for cleaners explains how the systems fit together.
Common payroll mistakes the integration helps avoid
Most payroll problems in cleaning businesses come from the gap between recording hours and paying them.
- Typing errors when entering hours.
- Paying estimated rather than real hours.
- Missing overtime or extra shifts.
- Delays because figures arrive late.
- Disputes that cannot be settled because there is no clear record.
A note on compliance
Payroll involves tax, National Insurance, pensions and reporting to HMRC. Sage Payroll handles those parts of the process; ProCleanerUK provides accurate hours. Check with your accountant or payroll adviser that your setup meets your obligations. Our guide to working time rules covers related rules on hours and breaks.
Connect your payroll
GPS and NFC clock-in, offline recording, payroll from clock-in and integration with Sage are included on every ProCleanerUK plan. Start your 28-day free trial and see your hours flow through, or book a free demo and we will show you the integration. For more on payroll, read our guide to cleaning payroll software.
FAQs
Does ProCleanerUK integrate with Sage Payroll?
Yes. Approved timesheet data from clock-in can be passed to Sage Payroll for your pay run.
How are hours recorded?
Cleaners clock in and out in the staff app using GPS or NFC, even offline.
Can I correct hours before they go to Sage?
Yes. Review and correct anything unusual, such as forgotten clock-outs, first.
Do I still run payroll in Sage?
Yes. Sage handles the pay run, tax and reporting, with hours already in place.
Does it work with Xero or QuickBooks?
ProCleanerUK integrates with Xero and QuickBooks for accounts too.