Payroll & Tax Filing

In many cleaning companies, time lives in one system and payroll in another, so every pay period someone copies hours across and works out the overtime. That work grows when one cleaner is paid hourly at two locations and by the visit at a third. With the Payroll add-on, Clean Smarts pays your team from the timesheets you already approved in time tracking and files the payroll taxes for you.

Run payroll on the hours your managers already approved

Copying hours from a time clock into a payroll system takes office time every pay period. With the Payroll add-on, approving a timesheet adds those hours to the open payroll draft, which shows each worker’s regular and overtime hours and gross pay. Your office starts payroll from a draft that matches the timesheets, and Clean Smarts shows any hours approved after the draft was built so the office can add them.

Payroll draft Payroll add-on

Payroll Mar 2 – Mar 15, 2026

Pay Date: Mar 20, 2026

Status: Draft Approve by Mar 18, 2026, 5:00 PM

Name	Hours			Hours Breakdown				Gross pay
	Hours Worked	Approved	Unapproved	Regular	Driving	OT	2xOT	Salary	Hourly	Other
Employees
Marisol Alvarez	86.50	86.50	—	80.00	—	6.50	—	—	$1,525.75	$50.00
Andre Osei	72.00	72.00	—	72.00	—	—	—	—	$1,188.00	—
Keisha Brennan	81.00	81.00	—	80.00	—	1.00	—	—	$1,467.00	—
Subtotal	239.50	239.50	—	232.00	—	7.50	—	—	$4,180.75	$50.00
Contractors
Tomas Delgado	24.00	24.00	—	24.00	—	—	—	—	$480.00	—
Subtotal	24.00	24.00	—	24.00	—	—	—	—	$480.00	—
Grand Total	263.50	263.50	—	256.00	—	7.50	—	—	$4,660.75	$50.00

Preview payroll

Scroll sideways to see every column.

Overtime is calculated by the state rules for each location

Many companies still have an accountant or office manager figure overtime from exported hours. Clean Smarts applies the overtime rules of the state where each location is, so in California hours past 8 in a day are overtime and hours past 12 are double time. When a week mixes hourly work with flat-rate visits, overtime is paid on the week’s blended rate, which is total pay divided by hours worked.

If Priya works 30 hours at $16 an hour and earns $285 for 15 hours of flat-rate visits, her blended rate is $17 and each of her 5 overtime hours earns an $8.50 premium. Your office reviews overtime that is already calculated instead of working it out in a spreadsheet.

Clean Smarts pays your team and files the payroll taxes

Many companies run operations in one product and pay a separate payroll vendor, which means a second login and a second bill. With the Payroll add-on’s full-service payroll, Clean Smarts pays employees and contractors by direct deposit, files federal, state and local payroll taxes, and prepares W-2 and 1099 forms at year end. Your team is paid from the system that tracked their hours, with pay stubs in the same mobile app they clock in with and payroll billed on your Clean Smarts invoice.

1. 1

   Approve timesheets

   Approved hours go into the payroll draft for the pay period.

2. 2

   Preview the payroll

   Check gross pay, net pay, employee and company taxes, and the cash the payroll needs.

3. 3

   Approve by the deadline

   The draft shows the date to approve by so the ACH funding is on schedule for payday.

4. 4

   Your team is paid

   Workers are paid by direct deposit, and Clean Smarts files the payroll taxes.

Send approved hours to the payroll provider you already use

Some owners are happy with their payroll provider and only want approved hours to reach it without retyping. Clean Smarts exports approved hours, already split into regular and overtime, in the file format of more than a dozen payroll systems, including ADP, Gusto and QuickBooks Desktop. Your provider keeps filing your taxes, and the Payroll add-on is available if you decide to move payroll later.

With an export, your provider receives hours your managers have already checked, and the office stops copying time between systems. With the Payroll add-on, those same hours become direct deposits and tax filings, and your team is paid from one system.