Add each of your employees once. ExpenseFlow stores their details and uses them every time you create a pay run.
Adding an Employee
- 1Go to Payroll → Employees in the sidebar.
- 2Click Add Employee.
- 3Enter the employee's First Name and Last Name (required).
- 4Select their Employment Type (Full-time, Part-time, or Casual), Province, and Pay Frequency.
- 5Enter their Pay Rate and choose whether it's an Annual Salary or an Hourly Rate.
- 6Enter their Start Date.
- 7Click Add Employee to save.
SIN — Optional
The Social Insurance Number (SIN) field is optional when adding an employee. You only need it at year-end when generating T4 slips. Leave it blank for now and add it later when you're ready to prepare T4s.
Under PIPEDA, SINs should only be collected when necessary. ExpenseFlow keeps SIN optional to help you follow that principle.
Editing an Employee
- 1Find the employee in the list and click the edit (pencil) icon.
- 2Update any field and click Save Changes.
Changes to pay rate or province take effect on the next pay run — existing pay runs are not affected.
Deactivating an Employee
When an employee leaves, click the deactivate icon next to their name. Their record is kept for historical pay run records and T4 generation — it is never permanently deleted. Deactivated employees no longer appear in the pay run employee list.
Salary vs. Hourly
For Salary employees, enter their annual salary. ExpenseFlow divides it by the number of pay periods per year to calculate gross pay automatically. For Hourly employees, enter their hourly rate. When creating a pay run you'll enter the number of regular and overtime hours for that period.
Related Help Topics
Signing In
How to create an account and sign in with email or Apple ID.
Dashboard
Your financial overview — stat cards, charts, and key metrics.
Upload Bank Statements
How to import your CSV or XLSX bank exports into ExpenseFlow.
Transactions
Viewing, filtering, searching, and managing your imported transactions.