DATABASICS + Paylocity: Unified Time & Expense Management Meets Powerful Payroll

Eliminate double-entry and payroll errors with a native integration that flows approved timesheets and expenses directly from DATABASICS into Paylocity, automatically.

Payroll Shouldn't Be This Complicated

You chose Paylocity for its robust payroll and HR capabilities. You need DATABASICS for sophisticated time tracking and expense management. But when these systems don't talk to each other, you're stuck with:

• Manual data entry from timesheets into Paylocity every pay period
• Payroll delays waiting for timesheet approvals and data compilation
• Costly errors from transposed hours, incorrect cost centers, or missed expenses
• Frustrated employees wondering why their expenses aren't reimbursed on time
• Compliance risks from inconsistent time records and approval trails
• Wasted hours that your finance team could spend on strategic work

The Solution

DATABASICS + Paylocity: Time Tracking That Talks to Your Payroll

Our seamless integration creates a direct pipeline from employee time entry and expense submission straight into Paylocity's payroll engine—no spreadsheets, no manual transfers, no headaches.

How the Integration Works

1. Employees Submit Time & Expenses: Team members clock hours, log project time, and submit expense reports through DATABASICS' intuitive web and mobile interfaces.

2. Managers Approve with Confidence: Supervisors review and approve timesheets with built-in validation rules, budget checks, and customizable workflows.

3. Data Flows Automatically: Approved hours, overtime, PTO, and expenses sync directly to Paylocity, mapped to the correct employees, departments, and GL codes.

4. Payroll Runs Smoothly: Your payroll team processes payroll in Paylocity with confidence, knowing the data is accurate, complete, and ready to go.

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Time Tracking Capabilities

Flexible Time Entry Options

• Web-based timesheets for office and remote workers
• Mobile app for field teams and traveling employees
• Clock in/out kiosks for warehouse and manufacturing environments
• Offline mode that syncs when connectivity returns
• Bulk upload via spreadsheet for special circumstances

Advanced Time Management

• Split time across multiple projects, clients, or cost centers
• Track billable vs. non-billable hours
• Capture overtime automatically based on configurable rules
• Manage shift differentials and premium pay
• Handle multiple pay rates per employee
• Support complex union and prevailing wage requirements

Approval Workflows

• Multi-level approval chains
• Delegate approval authority
• Automatic routing based on employee, department, or project
• Mobile approval capabilities
• Exception flagging and resolution tracking

Expense Management That Works with Payroll

Smart Expense Capture

• Mobile receipt scanning with OCR technology
• Credit card integration (Visa, Mastercard, Amex)
• Corporate card reconciliation
• Mileage tracking with automatic rate calculation
• Per diem management
• Multi-currency expense support

Integrated Reimbursements

• Approved expenses automatically flow to Paylocity for reimbursement
• Include in next payroll run or as separate check
• Track reimbursement status end-to-end
• Support multiple reimbursement methods
• Maintain complete audit trail from submission to payment

Policy Enforcement

• Automated policy compliance checks
• Spending limits by category or employee level
• Required fields and receipt thresholds
• Tax compliance for meals, travel, and other categories

Why DATABASICS + Paylocity?

25+ Years of Integration Expertise: We've connected with 100+ payroll and ERP systems. We know how to make integrations reliable, secure, and maintenance-free.

Support That Actually Supports

• Dedicated implementation manager
• U.S.-based customer support team
• Average response time under 2 hours
• Ongoing system optimization and updates
• Regular check-ins to ensure continued success

FAQ Section

Q: What happens if an employee makes a timesheet change after it's sent to Paylocity? A: DATABASICS maintains a full audit trail of all changes. Depending on your configuration, amendments can automatically update Paylocity or require a manual review process.

Q: Can we track both regular hours and project time? A: Yes. DATABASICS supports multiple time tracking scenarios, regular hours for payroll, project time for billing, split time across cost centers, and more. All can flow to Paylocity appropriately.

Q: What if we use Paylocity for payroll but need more robust expense management? A: That's exactly how we can help. DATABASICS provides enterprise-grade expense management that Paylocity's native module can't match, while seamlessly integrating expense reimbursements into your payroll runs.

Q: Do employees need separate logins for DATABASICS and Paylocity? A: We support Single Sign-On (SSO) so employees can access DATABASICS through their Paylocity credentials: one login, seamless experience.

Q: Can we track time offline? A: Yes. The DATABASICS mobile app includes offline mode, perfect for employees in areas with limited connectivity. Time entries sync automatically when connection is restored.

Q: How is PTO handled? A: PTO balances can sync from Paylocity to DATABASICS, so employees see current balances when requesting time off. Approved PTO requests flow back to Paylocity for payroll processing.

Q: What kind of support do we get after implementation? A: You'll have access to our U.S.-based support team via phone, email, and chat during business hours. Critical issues receive 24/7 support. We also provide regular system updates, webinars, and optimization reviews.

Getting Started

Ready to Eliminate Manual Payroll Data Entry?

Let's talk about your specific requirements and show you exactly how DATABASICS and Paylocity work together.

Two Easy Ways to Get Started:

1. Schedule a Live Demo: See the integration in action with a personalized walkthrough

2. Get a Custom Quote: Receive pricing based on your user count and requirements