Wages calculated on-platform, paid through your systems.
Hirebase computes employee wages at the shift level and routes exceptions through chained approval queues. Resolve time, job, and missed punch adjustments, then hand verified wage data to ADP, Paychex, or the payroll processor your team already runs.
chained approval queues
independent audit workflows for time, job code, and missed punch adjustments
approval confirmation
fast common path; mandatory typed reason required for any rejection
traceable wage audit
every dollar ties directly to verified shift punch, geofence boundary, and role
Shift-Level Wage Calculation & Pay Boundaries
Hirebase calculates every employee's wages from verified time and job records: punches confirmed by geofence and photo, breaks, and the approval queues resolved upstream. Getting that pay onto a check is handed to a payroll processor, ADP today through an active running integration, or another provider your team already runs.
Wages are captured at the individual-employee level, so every calculation traces back to a specific worker's verified time.
Union Dispatching & Labor Rules Mapping
Multiple labor unions can be mapped in the system, delivered the same way payroll and ERP connections are: engineered per client deployment, not a generic toggle every tenant sees, which is exactly what a staffing agency dispatching union labor across multiple client sites needs.
We configure union rules alongside your other integrations when we set up your deployment.
Clean hours in, straight to the processor you already run.
Hirebase calculates wages from verified attendance and hands the number to whatever processor already runs pay for that region. Multi-country statutory payroll is a different, decades-deep business than workforce execution, and every operation already has a processor it trusts with it. Feeding that processor clean, verified hours is worth more than a shallow imitation of what it already does well. That is also what makes the platform deployable wherever an operation runs: onboarding, scheduling, verified attendance, training and reporting are global capabilities, wage calculation travels with them, and disbursement stays with a local processor who is built for local statutory compliance. ADP, CFS, Paychex and QuickBooks are connected and running today, and the same calculation-to-processor pattern is how any other payroll provider a client already runs gets connected.
Three-Stage Approval Workflow & Queue Audit Trails
Every exception lands in one of three queues before it affects a paycheck.
Time Adjustment
Corrected punches & breaks
Job Adjustment
Reassigned job & billing codes
Missed Punch
Unresolved punch gaps
Approving any of the three queues is a single click. The default path stays fast for the common case, where the record is correct.
A supervisor can open a time adjustment directly against a specific punch from the punch report, attaching an adjustment note as it moves into review.
Fast one-click approvals keep operations moving, while documented rejection notes ensure total team clarity.
A missed punch can be filed by an admin or supervisor on an employee's behalf, through a form that requires a reason before it can even be submitted.
Gross wage calculation & payroll handoff decision criteria.
Compare Hirebase against payroll bureau time trackers and spreadsheet workflows across mission-critical operational requirements.
| Operational Requirement | Hirebase Platform | Bureau Time Modules (ADP, Paychex) | Manual Timesheets & Excel |
|---|---|---|---|
| Gross Wage Calculation Granularity | Shift-level wage trace tying every cent to verified GPS punch, geofence, and role | ~Aggregated weekly totals with limited visibility into individual shift exceptions | Manual Excel formulas prone to rounding errors and broken cross-sheet links |
| Exception Approval Architecture | 3 distinct chained queues (Time, Job, Missed Punch) with 1-click approve / typed reject | ~Single generic timesheet edit field that mixes time corrections with cost center shifts | Untracked cell overwrites with zero historical audit trail or change provenance |
| Job Costing & Billing Realignment | Independent Job Adjustment moves billing codes without modifying punch timestamps | ~Requires deleting and recreating timesheet lines, distorting attendance history | Manual copy-pasting across departmental billing tabs risking double counts |
| Pre-Payroll Audit Defense | 100% pre-export exception resolution; unverified punches flagged before payroll handoff | ~Exceptions discovered downstream during payroll calculation, delaying employee checks | Discrepancies discovered weeks later during client invoice disputes or audits |
| Payroll Processor Integration | Universal handoff: Active connectors to ADP, Paychex, QuickBooks, and custom ERPs | ~Vendor lock-in; requires running proprietary payroll processing to use time tool | Manual CSV exports and re-keying into payroll portals taking hours every cycle |
| Software Pricing Model | Zero per-seat headcount tax; predictable platform license regardless of roster size | ~Compounding $3–$8 per employee/month payroll time module fee | Free software, but thousands lost in administrative overtime and payroll leakage |
Eliminate 3%–7% in Payroll Processing Leakage
Automated shift-level gross wage math eliminates human transcription errors, untracked break violations, and inaccurate overtime allocations before data reaches your tax processor.
Recover 15–25 Administrative Hours Per Pay Period
Chained exception queues streamline time corrections, cost-center moves, and missed punches into a single unified review workflow with zero manual data entry.
Review Discipline for Shift Adjustments
A time adjustment, a job adjustment and a missed punch are not interchangeable labels on the same form. Each one corrects a different part of the record.
Time Adjustment Queue
Corrects a punch's original in and out time against the time being requested instead, break changes included. Employee-initiated by default, and a supervisor can open the same kind of request directly against a punch on the reporting side, without waiting for the employee to raise it.
Captured on every request: Employee, date, job, original and requested punch times, break changes, adjustment reason, requested by, status, review note, reviewed by.
Job Adjustment Queue
Moves which job or site code a shift is charged against, not the hours themselves. The punch stays exactly as recorded; only the job it counts toward changes, from an original job to a requested one, which matters for job costing and client billing as much as for payroll.
Captured on every request: Employee, date, original job, requested job, adjustment reason, requested by, status, review note, reviewed by.
Missed Punch Queue
Fills a gap where no punch exists at all, rather than leaving the hours blank or editing a total by hand. An admin or supervisor can file one on an employee's behalf, and it enters the same review queue as any other request rather than skipping the approval step.
Captured on every request: Employee, job code and name, punch-in and punch-out date-time, breaks, reason, requested by, status, review note, reviewed by.
Leave Management & Accrual Balance Verification
Requesting time off follows the same request-then-review shape as the three adjustment queues, on its own dashboard. An employee opens a leave type, sees a live balance detail for it, sets a date range, adds an optional note, and submits; a manager works the result as a queue, not an inbox. Holding coverage across facilities is exactly the problem healthcare staffing operators solve with this same queue.
Each tile is filterable by date range. The list beneath carries employee, dates, duration, reason and status on every row.
The same asymmetry applies here. Approving a leave request is a single confirmation; rejecting one requires a typed reason, on the record against the reviewer's name.
On the employee's own mobile app, a rejected request shows that reason inline. Accountability extends to self-service, not just the admin console.
Frequently asked questions about wage calculation & payroll.
Clear operational answers to how Hirebase handles shift-level gross pay, exception queues, union labor rules, and processor handoffs.
Does Hirebase disburse payroll directly or connect to external processors?
Hirebase focuses on calculating accurate gross wages at the shift level from verified attendance, geofence punches, meal breaks, and approved adjustments. Disbursement, statutory tax withholdings, and year-end tax filings are handed to external processors like ADP, CFS, Paychex, or QuickBooks through active, running integrations. This ensures you keep your existing trusted payroll banking infrastructure while feeding it flawless, audit-proof data.
How do the three approval queues prevent payroll errors?
Instead of a single unstructured timesheet edit box, Hirebase separates adjustments into three distinct queues: Time Adjustment (correcting clock-in/out or break times), Job Adjustment (reassigning hours to a different customer or job code for billing without altering punch timestamps), and Missed Punch (capturing unpunched gaps with mandatory supervisor notes). Each queue maintains a complete audit trail including who requested, who reviewed, and timestamped notes.
Why does rejecting an adjustment or leave request require a typed reason?
Approving a valid record is a single click to maintain operational velocity. However, rejecting any adjustment or leave request strictly requires a typed reason. That reason is preserved in the permanent system audit log and displayed directly to the worker on their mobile app, eliminating confusion, supervisor favoritism, and wage disputes during labor audits.
Can Hirebase calculate wages across multiple union contracts and job sites?
Yes. Hirebase supports complex rate cards, union labor rules, overtime thresholds, and shift differentials configured per client deployment. Because wages are tracked at the individual employee and shift level, hours worked across different sites, trades, or union agreements calculate cleanly before the gross wage batch is exported to payroll.
Onboarding
Activation
Field Execution
Monitoring
Completion
Exit
Approvals and wage calculation are what turn a verified shift into a closed, payable record at Completion.
Wages calculated here.
Paid through your systems.
We will map Hirebase to your compliance framework,
your ERP and your region.