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Gusto - payroll integration
Gusto - payroll integration

This guide explains how the integration with Gusto works and how to set it up.

Berry van Waarden avatar
Written by Berry van Waarden
Updated over a week ago

This guide tells you anything you need to know about the integration between Gusto and Workfeed. The integration itself is super simple, but some questions naturally arise along the way when it comes to payroll. You can find answers to all your questions below!

How the integration works

Once you've enabled the Gusto integration in Workfeed, the timesheets from Workfeed will automatically be exported in Gusto's preferred format. This allows you to upload the CSV file into Gusto with a few clicks.

Enabling the integration

  1. Make sure all your employees are set up in Gusto

  2. Open Workfeed > Settings > Integrations > Gusto > tap Start integration.

  3. You now need to match employees. You can match employees by pasting the employee number/ID from Gusto in the field next to the relevant employee in Workfeed. If you do not want to send the data of certain employees to Gusto, you can select ignore next to their name.

Exporting hours from Workfeed.

  1. in the top left corner of the schedule view, switch from Schedule to Time tracking

  2. Here, make sure to select the correct period in order to send the correct hours to Gusto. If you have set your pay period correctly, select Last pay period, but you can set whatever date range you need to send hours for.

    1. Under Settings > Time tracking > Pay period, you can set your pay period so you can easily select your pay period in the future.

  3. If you use the time clock or otherwise allow employees to register their own hours, all shifts awaiting approval will be added to the button in the top right corner. If you fail to approve shifts before sending hours to Gusto, it will be the scheduled hours in Workfeed that are exported. When you approve the shifts, it will be the approved hours that are exported.

  4. Review employees and check that everything looks correct before you click Export in the top right corner of the time tracking page.

  5. A window will open where you can double-check that you have taken everything into account:

    1. Has the period ended? Make sure to not export hours that haven't been worked yet.

    2. Has everyone been assigned an hourly wage?

    3. Are there any shifts with changes awaiting approval? This guide shows how you can approve shifts with modified working hours.

  6. Note that it is still possible to export the hours even if the rules are not followed. For example, you know that there are some shifts that do not need approval. But don't worry, in case you export a wrong period or something similar, you can simply export a new CSV file and use that one instead.

  7. When everything looks good, you can proceed by clicking on Select payroll provider to begin the export.

  8. In the next overview, you can select the provider you want to export to. In this case, Gusto

  9. A window will open where you can double-check if your employees are matched correctly.

  10. If everything looks good, you can proceed by clicking on Continue to export.

  11. In the final step you can still make adjustments to the pay period and filter on specific departments or roles. When ready, you can click Export to Gusto to extract your custom CSV file.

  12. The CSV file will automatically be downloaded and you can click on the green field that appears in the bottom of your screen to open Gusto.

Importing the CSV file into Gusto

Note that the steps below will be executed in Gusto.

1. Click the Payroll section and select Run payroll.

2. Select the payroll that needs to be run.

3. Above the "Actions" column on the right, click Import payroll data when running payroll.

This guide from Gusto explains how you can import a CSV file in more detail.


Why do I have to match my employees?

Workfeed exports payroll data to the right employees by matching Workfeed users with Gusto users

Who's hours are included in the export?

All matched employees with an hourly wage will be exported. We do not send hours for employees who do not have a match, have been ignored, do not have an hourly wage or have a full-time wage.

Are the hours sent directly to Gusto as soon as I export them from Workfeed?

No, it simply exports a CSV file which is saved on your computer. This must still be imported into Gusto. Therefore, you don't have to worry if you run an incorrect export, you can correct the errors and export a new file before importing it into Gusto. The section Importing the CSV file into Gusto explains how it works.

Do I need to create employees in both systems?

Yes, in order to export the hours in the correct format, it is important that the same employee also exists in Gusto. With the integration set up, you can match employees using the employee number/ID from Gusto

What happens if I don't approve clocked hours before running the export?

If you don't approve the clocked times, the scheduled times will be exported. For example, if you have just turned on the time clock and not everyone has checked in and out, you can easily choose to skip the approval and just export the scheduled hours.

How do I include my bookkeeper?

When you have a bookkeeper, it's important that at least one person has access to both systems. It can be very difficult to understand the transfer of hours if you can't see what is being transferred from Workfeed. You can create an account for your bookkeeper in Workfeed and grant them admin access.

The format of my exported file looks strange.

This may occur due to your Excel settings. You can import the exported CSV file directly into Gusto, or, if you still want to review it, you can open it in Google Spreadsheets to get the correct formatting.

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