On this page
01. Month-end routine02. What payroll needs03. Match IDs04. Statutory items05. Lock the month06. A typical scenario07. Common mistakes08. Quick checklist09. Frequently asked questions
Download punches, fix missing ones with approved manual records, calculate attendance, export the monthly summary to Excel and hand regular hours, overtime and absence days to payroll with a signed copy.
Key takeaways
- Follow the same close routine each month.
- Fix missed punches before calculating.
- Export regular hours, OT and absence.
- Keep a signed copy.
01Month-end routine
- Download punches from all terminals (download guide).
- Review missing punches and add approved manual records (manual punch).
- Check leave and holidays are entered.
- Run Calculate for the month.
- Export the monthly summary (export).
- Managers sign off; payroll processes.
02What payroll needs
- Employee ID and name.
- Regular days or hours worked.
- Overtime hours by rate type.
- Absence and unpaid leave days.
- Late and early minutes if deductions apply (per your policy).
03Match IDs
Use the same employee number in payroll and in the software, so imports and lookups just work.
04Statutory items
Attendance data supports, but does not replace, PAYE, NSSF, SHIF and housing levy calculations done in payroll software. Follow current Kenyan rules and talk to your accountant.
05Lock the month
After sign-off, back up the database and keep the export. Do not edit that period again without a note. See backup and restore.
06A typical scenario
A company ran the same checklist every 28th. Missing punches were fixed, the month was calculated, the summary exported and signed, and payroll closed on the 30th without last-minute edits. Errors fell month after month.
Illustrative example based on common cases, not a named customer.
07Common mistakes
- Calculating before missing punches are fixed.
- Using different IDs in payroll.
- Editing a closed month.
- Not signing off.
- Skipping the backup.
08Quick checklist
- Download all terminals
- Fix missing punches
- Leave and holidays checked
- Calculate
- Export and sign off
- Back up
09Frequently asked questions
Does ZKBio Time.Net integrate with payroll software?
Usually through Excel or CSV export. Some payroll tools import these files.
Can I pay daily workers from it?
Yes: export daily hours and pay per day.
Who should sign off the report?
The line manager or HR, depending on your process.
Can Qyvea set up a payroll-ready export?
Yes. Message us with your payroll format and we will help.
This guide is part of our ZKTeco K40 and ZKBio Time.Net series. For the full start-to-finish walkthrough with screenshots, read How to Configure a ZKTeco K40 Pro with ZKBio Time.Net.
ZKTeco and ZKBio are trademarks of ZKTeco Inc. Menu names on the K40 Pro and in the software vary slightly by firmware and software version; where yours differ, look for the nearest match. Qyvea is a ZKTeco reseller and installer in Kenya.
