Overview
Wrapbook eliminates the tedious process of manually transferring payroll information into your budgeting software using smart exports to Hot Budget. The exports provide an easy way to actualize your budget using your preferred budgeting tool. You can also use them to view, review, and manipulate data to help understand how your project is progressing.
Wrapbook’s exports log all of your payroll information, giving you a complete record of everything you’ve paid out via Wrapbook. The export breaks out separate records for each worker as well as each line number, enabling you to accurately track your different wages and expense categories.
The Hot Budget export can be found in three places in Wrapbook:
Within each payroll
From Accounts Payable
From Reports > Payroll Log
How to export a payroll log to Hot Budget
In the left-side navigation, click the dropdown menu and select the project that contains the payroll log that you want to export
In the left-side navigation, expand the PAYROLL menu and then click Run payroll
On the Payroll dashboard, you can click the button under the current payroll, or click the View Payroll button next to any payroll in the Past payrolls list to open it Note: If you want to export the log for a new payroll, you’ll need to review it before you can use the Payroll Log button.
Scroll to the bottom of the payroll page, click the Payroll Log button, and then select either of the Hot Budget options. Once you make your selection, all your payroll information will be exported into a CSV file.
Negative numbers
You may come across negative numbers in the export. This is because Hot Budget only provides specific inputs such as number of days and specific OT rates and day rates. When this data is entered into HotBudget, all numbers will add up correctly for the total gross pay for a worker.
Empty columns
You will come across empty columns. This is expected as the configuration follows the Hot Budget import format.
Next steps
After you export the payroll log, open your CSV file in Excel. From there, open up your Hot Budget file, and go to the Payroll Log tab. Note: Be sure to enable macros when opening your Hot Budget file.
Click Import at the top right
Uncheck Hot Budgets Only and check Timecard Batch CSV. Click or highlight the payroll log you’d like to import.
If you don’t see the payroll log that you’d like to import, make sure it’s open in Excel while importing it
You’ll notice the Fringes section in the same window. This accounts for everything other than the gross pay of your employees - from workers’ comp, to Wrapbook’s platform fee, to employer taxes, etc., select the appropriate percentage of fringes before importing.
Be sure to include a number value for fringes – even zero (0) works, and be sure to remove the percent sign (%)
The export follows the Hot Budget import format so that it can be successfully imported, and their format does not include the fringes. You’ll be asked to enter a fringe percentage for your entire payroll log when you import it into Hot Budget. Then, you’ll have the option to update these fringe percentages in Hot Budget for each record after it's been successfully imported.
Finally, select Import. Once that’s complete, the accounting codes are pulled from the raw CSV into a properly formatted and mapped excel sheet with actuals and accurate information from your payroll log.
Fields included in the export file
LINE NUMBER: the number you assign to the expenses from Wrapbook
PAYEE: the person receiving the payment
OVERTIME BASE: the number by which you need to divide your daily rate in order to get an accurate hourly rate that takes OT into account.
DAYS: the number of days the person worked
RATE: the person’s daily rate for their guaranteed hours
1.5x OVERTIME: the number of hours this person worked beyond their guaranteed hours at 1.5X their hourly rate
2x OVERTIME: the number of hours this person worked beyond their guaranteed hours at 2X their hourly rate
3x OVERTIME: the number of hours this person worked beyond their guaranteed hours at 3X their hourly rate
MISC. TAXABLE: includes additional expenses outside of wages that are taxable (e.g. COVID testing stipend, additional wages, agent fees, timecard modifications, etc.)
MISC. NON-TAXABLE: includes additional expenses that are non-taxable (for example kit rental, mileage or other expenses.)