Settle & Account
Finalized tasks become one locked payroll run.
SmartCrop turns finished field work into a previewed, de-duplicated payroll and the coded import file your payroll software reads. People records, badges and onboarding live alongside it.
Payroll setup
Payroll Entities and typed payroll codes
Each legal entity owns its ranches. Codes typed RANCH, VARIETY, TASK and PIECE TYPE are stamped on master data, so every task composes its own payroll code.
- One Payroll Entity per legal company
- Codes stamped on ranches, blocks, varieties, task names
- Payroll software named per entity
- Task payroll code composed automatically
Payroll run
Preview, de-duplicate, lock
Pick an entity and date range, optionally limit to ranches and employees, and check tasks, people and total before committing.
- Only finalized tasks are pulled in
- Included tasks lock on the run
- Overlapping-run duplicates excluded and listed
- Run history with notes
- Finalize field tasks
- Pick entity, date range
- Preview employees and total
- Filter anyone already paid
- Generate and lock
- Export files
Earnings engine
Hourly and piece pay in one calculation
Minute-rounded hours times hourly rate, or pieces times piece rate, with the adjustments recorded on the task.
- Unpaid breaks deducted from hourly pay
- Approved sick hours added as sick pay
- Travel stipends for off-home-ranch workers
- Hourly and piecework subtotals per worker on the Rate view
Exports
The files payroll and auditors ask for
Everything a run produces can leave the platform in a format you already use.
- Per-employee, per-task detailed CSV
- Punches and pieces event CSV
- Pipe-delimited import file with R and S records
- Landscape PDF plus Detail and Rate views
People
One record per worker, one badge
Employee number, position, home ranch, contact and withholding fields on one record. Load the season's hires from a CSV or a JSON export.
- Employee numbers generated from last names
- Printable QR badges, singly or by sheet
- Employee Overview: hours, payouts, work history, timeline
- Per-row error reports on import
Onboarding
Forms from the PDFs you already use
Upload a fillable PDF; fields are extracted automatically and sent as a no-login link. The completed PDF comes back filled in.
- Pre-fill from the employee record
- Track Sent, Delivered and Submitted
- Fill on behalf of workers without email
- Label a government form once, reuse everywhere
Access
Custom roles, one login across companies
An employee record is not a login. Grant access where it is needed and take it back when it is not.
- Roles built permission by permission, module by module
- Different role in each company, same login
- Revoke access and end mobile sessions
- Badge plus PIN sign-in on shared devices
- Profile
- Change Password
- Change Badge PIN
- Field Notices
- NotificationsOn
- Dark ThemeOff
Answers
Common questions
Something not covered here? Write to [email protected] and we will reply within two business days.
Which payroll software does it feed?
One generic pipe-delimited import file keyed by employee number and payroll codes, with R and S records. There is no named vendor integration.
Can a worker be paid twice across two runs?
No. Employees and tasks already paid on an overlapping payroll are excluded from the new run and listed as filtered.
Does SmartCrop handle grower settlement or invoicing?
Not yet. Grower returns are on the Sell & Ship roadmap; invoicing is not in SmartCrop today. This pillar covers labor payroll.
Can employees sign onboarding forms electronically?
Signature fields are left blank on the filled PDF so the worker signs the printed copy; every other field arrives already completed.
Walk one week from task to import file
From finalized tasks to the payroll run to the import file, end to end on a demo week.