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Connect Smartly payroll

Set up your employees, labour codes and leave so each week's hours export to Smartly.

Last updated 10 Nov 2026

Overview

If you run payroll in Smartly, Tradie can turn a week of timesheets into a file Smartly imports. This page is the one-off setup: the setting, your employees’ Smartly codes, and how each kind of time maps to a Smartly row type. Once it is done, the weekly export is a couple of clicks. There is no direct connection between the two systems - you download the file from Tradie and upload it in Smartly.

The Settings screen in the Scheduler, grouped by category with a search box
Smartly is switched on from the Payroll Integration settings.

Before you start

Have these to hand from Smartly:

  • Each employee’s Smartly employee code - the short code Smartly knows them by, such as JJ. It is set up under Smartly’s company details.
  • Your row type numbers, if your Smartly account uses different ones from the usual list (#50 Normal Pay, #51 Allowance, #60 to #84 for leave).
  • Any pay component codes for allowances, and your special leave code, if you use them.

1. Switch it on

Step by step: switch on Smartly
  1. Log in to the Scheduler as an administrator.
  2. Click the hamburger icon at the top right.
  3. Under Company, click Settings.
  4. Type Smartly into Search.
  5. Tick Smartly payroll integration.

Nothing Smartly-related appears anywhere until this is on. Three more settings under Payroll Integration set the defaults the export starts with:

SettingDefaultWhat it decides
Smartly export - include unprocessed timesheetsOnWhether entries not yet sent to Infusion are exported too
Smartly export - count leave days in Days PaidOffWhether days of leave count towards each employee’s Days Paid
Smartly export - include lunch breaksOffWhether lunch break entries go into the file

Each one can still be changed in the export itself, week by week.

2. Check the row types

Smartly identifies each kind of pay by a row number. Tradie arrives with the usual list already filled in, from #50 Normal Pay to #84 Lieu Earned.

Step by step: check the row types
  1. Click the hamburger icon, then Smartly Row Types.
  2. Compare the list with the row types in your Smartly account.
  3. Add any your account uses that are missing, and correct any numbers that differ.

A row type that is in use cannot be deleted. Untick Active instead. That stops it being picked for new mappings and leaves existing ones alone.

3. Give each employee their Smartly code

Step by step: add a Smartly employee code
  1. Open the Users screen and edit the person.
  2. Open the Accounting and payroll links section.
  3. Enter their code in Smartly employee code.
  4. Save the user.

Anyone without a code is left out of the file, and the export lists them so you can see whose hours are missing. Leave the code blank for people who are not on your Smartly payroll.

4. Map your labour codes

Each labour code needs a row type, so Tradie knows what kind of pay its hours are.

Step by step: map a labour code
  1. Open the Labour Codes screen.
  2. In the Smartly Row Type column, pick the row type for each code.
  3. Fill in Pay Rate / Code where the row type needs one.

What goes in Pay Rate / Code depends on the row type:

Row typePay Rate / Code
Normal payThe Smartly pay rate, 1, 2 or 3. Blank means 1
AllowanceYour Smartly pay component code. Required
Special leaveYour Smartly special leave code. Required
LeaveNot used

Pick Don’t export for a code that should never go to Smartly, such as unpaid travel. It is then left out without a warning. A code still on - Not mapped - is left out with a warning, so you can tell “not looked at yet” from “decided against”.

You do not have to map every code now. Anything unmapped shows up during the export, and can be mapped there.

5. Map your leave jobs

Most companies book leave to an Admin job such as “Sick Leave” or “Annual Leave”, using the technician’s normal labour code. Left alone, those hours would export as normal pay. Give each leave job its own row type instead.

Step by step: set a pay type on an Admin job
  1. In the Scheduler’s Admin job list, right-click the leave job.
  2. Click Smartly pay type….
  3. Pick the Row type, such as #60 Sick Leave Taken.
  4. Fill in the code if the row type asks for one.
  5. Click Save.

Hours booked to that job now export as its row type, whatever labour code they were booked with. The job’s tile shows a small marker with the row number. Choose - Use the labour code - to go back to the labour code’s mapping.

6. Run your first export

Follow Export timesheets to Smartly for a week you have already paid. Check the file against that pay run before you trust it with a live week.

See also