Set up and manage custom payroll fields

Overview

Use custom payroll fields to assign values to record types that you can use in job filters and payroll calculations. This gives you additional control and flexibility within a single pay rule.

Things to know

• Custom payroll fields let you define values to use in pay rule calculations based on certain record types. For example, create a custom payroll field for:        

  • Technician profiles, to set individual commission rates to apply in payroll calculations

  • Business units (BUs), to set invoice subtotal values. Job filters compare job invoice subtotals to the value in the corresponding BU.

• Custom payroll fields are visible and editable on the records they're attached to. For example, you can adjust a technician's commission rate by editing the custom payroll fields on their profile. 

• Custom payroll fields are different from custom fields, which are used in reporting. For more, see Use custom fields.

• You can create custom payroll fields for job filters and pay calculations that include the data source options Flat $ Amount set on [record type] and % Percentage set on [record type]. 

Create custom payroll fields

Create custom payroll fields while creating job filters or configuring pay calculations:

1. After you select a data source that uses custom payroll fields, click the Select CSV dropdown and select Upload CSV. 

2. In the Upload Excel pop-up, click CSV template. An XLSX file downloads to your computer. 

3. Open the file in a spreadsheet application and enter values for each entry to use in your pay rule.
   For example, if you create a field based on invoice BU to use in pay calculations, the spreadsheet lists your current BUs. Multipliers are selected from the Value column based on the job invoice BU.         

   Note: Only enter values for entries that you want to use in the pay rule. For example, if your pay rule only applies to HVAC BUs, do not enter values for the other BUs.

4. When you're finished, save the file as an XLSX file.

5. Back in ServiceTitan, in the Upload Excel pop-up, enter a name for your custom payroll field.

6. Click Choose File and select the XLSX file from your computer.

7. Click Upload. 

A notification displays that the upload was successful and the name of the custom payroll field appears in the Select CSV dropdown.

Edit custom payroll fields

Edit a custom payroll field by exporting it, updating values in a spreadsheet, and importing it back into ServiceTitan.

1. Go to the top toolbar and click Settings .

2. In the side panel, go to People > Payroll.

3. Under Configurable Payroll, in the Custom Payroll Fields section, click Edit. The Custom Payroll Fields page opens displaying your custom payroll fields in a table grouped by the record type they're assigned to. 

4. For the custom payroll field you want to edit, click Export. An XLSX file downloads to your computer.        

   Note: Click Deactivate for a custom payroll field to remove it from use in pay rules. To reactivate it, click the Inactive tab and click Activate.

        

5. Open the downloaded XLSX file in a spreadsheet application.        

   Note: The spreadsheet displays the current records of that type. For example, if, after you set up a custom payroll field, you create a new BU, the new BU appears in the spreadsheet with a value of 0.

        

6. Edit values for the custom payroll field and save the spreadsheet as an XLSX file.

7. Back in ServiceTitan, click Choose File for the edited custom payroll field and upload the XLSX file from your computer.

A notification appears indicating that the file was successfully imported.

Want to learn more?

• Visit ServiceTitan Academy to enroll in Configurable Payroll