How do I pay an employee a wage, an advance or an expense reimbursement, and pay the month's salaries?

Last verified: October 25, 2026اقرأه بالعربيّة

What you will do

You pay your employees from the Employee payment voucher, with three kinds in Payment purpose:

Wage: pay for work, or a salary. It counts as an expense in full when it's paid.
Advance: money the employee takes up front. It only counts as an expense as you record "settlements" of it later.
Expense reimbursement: what the employee paid from their own money for the work, which you pay back.

For the month's salaries, there's a page that pays several employees at once: Employee Salaries. Each salary on it becomes an employee payment voucher of the Wage kind.

Before you start

Enter each employee's salary in their details. In Salary under Add New Employee, or when you edit the employee. The Base Salary on the salaries page is read from it.
Know whether your payment vouchers need approval. The setting is in Settings → Operations → Payment vouchers require approval and payment confirmation. If it's off, the voucher is recorded as paid the moment you save it; otherwise, it's saved as Pending until it's approved and paid. A voucher on a project that has its own setting follows the project's setting.
No money moves until the voucher becomes paid. Before that, the treasury balance doesn't go down, and the amount doesn't count as an expense.

Steps

Employee payment voucher

Open Payments in the sidebar, then Employee payment voucher, then click Add Employee Payment Voucher.
In Select Employee, type part of the name, then pick the employee.
Choose the Payment purpose: Wage, Advance or Expense reimbursement. A line under it explains how the amount is counted.
Choose the service in Select Service, like "Site wages". If you can't find it, choose "+ Add New Payment Service", type its name, then click Save next to it.
If the payment is for a project, pick it in Select Project, then pick the item in Project construction item (optional), or leave it on No item. If it isn't for a project, leave it on "No project — company expense".
Type the Amount.
Leave the Voucher date on today, or pick an earlier day.
Type a Description if you want, like "October wage".
Choose the Funding source: From the treasury or From an employee custody.
Click Save Data. The message "Invoice added successfully" appears.

The month's salaries

Open Salaries in the sidebar, then Add Employee Salaries. The Employee Salaries page opens.
Pick the month in Month. If you want one department's employees, pick it in Departments.
The employees who haven't been paid this month's salary appear, each with their Base Salary from their details.
Type a Bonus or Deductions for whoever you want, and a Reason if you want.
Select the employees you're paying, then click Send Salaries. A confirmation message appears (for now, it shows in Arabic).
For each employee you selected, an employee payment voucher of the Wage kind is created for their net salary: the base plus bonuses minus deductions. Then the voucher is completed like any other payment voucher.

Settling an advance

Open the advance voucher once it's paid. It shows an Advance settlements section.
Type what the employee spent from the advance in Settlement amount, and what it was spent on in Expense details / supporting reference, like "Fuel and transport receipts".
Click Record settlement. The message "Settlement updated." appears, and the Settled amount and Unsettled balance change.

What changes after you save

If your payment vouchers don't need approval: the voucher is recorded as paid immediately, and the treasury (or custody) balance goes down by the amount.
If they need approval: it's saved as Pending, and no money moves. Then someone who has the permission completes it:
1. Open the voucher from its list.
2. Choose Approved from Select invoice status, then click Save Data. The message "Invoice updated successfully" appears.
3. Choose the Payment Method and the Payment date, then click Confirm payment. The voucher becomes Paid, and the treasury balance goes down.
In the treasury: an "Employee Payment Voucher" line appears with the description and the employee's name.
A wage or an expense reimbursement: counts as an expense in full when it's paid. If it's on a project, it shows on the project page in the Employee expenses line, and it reduces the Actual profit. It isn't added to what the customer owes.
An advance: the treasury goes down by the whole amount when it's paid, but it only counts as an expense by what has been settled. The settlement itself doesn't move the treasury.

Where to find what you paid

The vouchers: Payments → Employee payment voucher.
The salaries: Salaries → All Salaries: for each employee, the month, Base Salary, Bonus, Deductions, Net Salary and Reason. From View Reports, pick the Month and Year, then download the Payroll sheet as PDF or Excel.
In the company expense report: from Reports → Company Expense Report, grouped by service. An advance shows there only by what has been settled. The month's salaries show there under "راتب" (salary).
On the project page: the Employee expenses line.

If you made a mistake in a voucher

While it's Pending: open it and edit it, or choose Rejected for it from Select invoice status.
Once it's paid: it can't be cancelled from its page. Select it in its list and click Delete selected, then "Yes, force delete". The amount is returned to the treasury. Then record another one.
A salary voucher: if you delete it, the employee is back on the Employee Salaries page for that month, so you can pay them again.
A wrong settlement: click Remove settlement next to it and confirm, and its amount goes back to the Unsettled balance. Then record another one.

Permission you need

You're the account owner, so you have every permission. If you want an employee to pay for you, give their level what it needs:

For the employee payment voucher: View Employee Payment Vouchers for its list, Add Employee Payment Voucher to add one, Change Employee Payment Status and Mark Employee Payment As Paid to approve and pay it, together with Edit Employee Payment Voucher, because the server requires edit for approving, paying and recording a settlement. Delete Employee Payment Voucher to delete it, and Add Payment Services to add a service from the form.
For salaries: View Employee Salaries for both salaries pages, and Add Employee Salary for the Send Salaries button.

If you can't find the button or saving is refused

You don't see Employee payment voucher under Payments: your account has no permission to view or add it.
The voucher stayed Pending and the treasury didn't change: your payment vouchers need approval. Complete it with the steps above.
An employee doesn't appear on Employee Salaries: either they were already paid this month's salary, so you find it in All Salaries; or their account is disabled.
You don't see the Advance settlements section: it appears only on an Advance voucher, once it's paid.