Please note: The following feature is available as part of Birdie’s Starter, Core, Advanced and Plus packages (Also known as Care Management, Rostering & Finance, Premium, Entry and Essentials). Please get in touch if interested in more information on this feature!
Exporting pay runs with Birdie simplifies your payroll management process by generating detailed, accurate reports. This feature provides a clear audit trail for compliance and financial transparency, ensuring your staff are paid accurately and on time.
How to create a pay run
In order to export your pay runs, you first need to create them. If you have not done this yet, please see this article.
Where to locate and view pay runs
To view your pay runs, start by:
Selecting the Pay Runs tab on the left-hand side bar
Select View Pay Runs from the drop-down menu
Here, you will see the pay runs you have created for your carers. You will also see:
The time period they were created for
The amount and hours of care delivered
The amount and hours of travel and mileage.
You can click on the individual pay run you would like to see.
Here, you will see the list of pay data for that particular pay run, including:
Name of Carer
Pay for Care Delivery
Pay for Travel
Pay for Waiting time
Pay for Mileage
Any Extras that have been recorded (i.e. recording an additional payment); and
Pay Total
You will also see a Tags section, which includes Check NLW tags. You will see these tags next to anyone who is at risk of being paid less than NLW. For more information on these tags, see this article.
How to export a pay run
Before you export the pay run, you can make any final adjustments as needed to your carer's pay by adding ad-hoc payments or deductions to reflect any additional expenses. These may be items that are additional to the visit itself (groceries, referral bonus, phone bill, etc.)
For more information on adding these additional payments, see this article.
Once you are ready, you can easily export the pay run as a CSV file and then upload it to your accounting software or use the spreadsheet in any other way you need.
You will be able to export the pay run as:
CSV file by carer
CSV file by rate
How to delete a pay run
If you have noticed a mistake, you can delete the entire pay run and create a new one. To delete a pay run, you can:
Select the 'x' next to any pay run on the View Pay Runs tab.
Or you can click Delete pay run within any individual pay run.
Both options will produce a warning, asking you to confirm the action.
Steps after deleting a pay run
If you have deleted a pay run because it was wrong, here are some practical steps you can follow to prevent this from happening again.
1. Identify the root cause
Check why the pay run was incorrect (wrong timings, missing visits, incorrect rates, etc.)
2. Go to Confirm Visits to make corrections
Navigate to Finance → Confirm Visits
This is where you will fix the underlying data issues that caused the pay run to be wrong. See this article for help or follow the steps below.
For timing issues:
Use the edit icon next to visits to audit timings manually
Click "use as paid" and "use as charged" to set the correct times
You can edit the pay and invoice times if needed
For missing or incorrect visits:
Restore any visits that were incorrectly processed back to Confirm Visits
Discard any unscheduled visits that shouldn't be included
Confirm the correct scheduled visits with proper timings
For rate or expense issues:
Check that visit rates are correct
Add any missing expenses or mileage
Verify carer assignments
After Making Corrections
4. Re-run the confirmation process
Confirm all visits for both payroll and invoicing
Double-check totals and hours look correct
5. Generate a new pay run
Go back to the Generate Pay Runs page
Create a new pay run with the corrected data
Review the summary before confirming
Key tip: Always refresh your screen after making changes in Confirm Visits to ensure updates are reflected before creating the new pay run.
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