Labour cost & payroll

Know what the week really costs.

Rota Done adds employer National Insurance, holiday pay and pension to your rota as you build it, then turns the finished week into timesheets you can check, sign off and send to payroll.

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Real labour cost

Wages are only part
of the bill.

Most rota tools multiply hours by hourly rates and call it labour cost. Rota Done counts what an employer actually pays, so your labour percentage means something.

  • Employer National Insurance at 15% above the weekly threshold, with under-21 and apprentice relief, and Employment Allowance if you claim it.
  • Holiday pay for irregular-hours staff (12.07%), rolled-up holiday pay, or fixed-hours staff in the weeks they take it.
  • Workplace pension following the auto-enrolment rules, with opt-outs and people who asked to join.
  • Unpaid breaks taken off paid hours, using your venue's rules or a break set on the shift.
What's counted

Every figure,
explained per person.

01
Employer NI with reliefs
Add a date of birth and relief for under-21s and apprentices under 25 applies automatically. Employment Allowance is spread evenly across the year.
02
Holiday pay your way
Choose for each person: builds up at 12.07%, rolled-up and paid each period, or fixed hours costed when holiday is booked.
03
Pension that follows the rules
Staff aged 22 or over earning over £192 a week are counted automatically. Mark anyone who asked to join or opted out.
04
Unpaid breaks
Set rules like 30 minutes unpaid on shifts over 6 hours. Change the break on any single shift.
05
Minimum wage warnings
Rates below the minimum wage for someone's age are flagged while you build the rota, not after payday.
06
A breakdown you can read
See wages, holiday, NI and pension for every person on the rota, with a plain note explaining each figure.
From rota to payroll

Hours your payroll
can trust.

01 / BUILD
Build the rota
Solve fills the week, and the full cost updates as you make changes.
02 / CHECK
Fix what happened
Each pay period builds a timesheet from the shifts. Correct late finishes, no-shows, sickness and swaps.
03 / SIGN OFF
Sign it off
Lock the timesheet once it's right. Later changes to staff records won't alter a signed-off period.
04 / EXPORT
Send it to payroll
Download the files your payroll software or accountant needs.
Exports

Ready for your
payroll software.

BrightPay import
A file that loads straight into BrightPay's hourly payments import.
Summary spreadsheet
One row per person with hours, pay and holiday. Import it into Sage and most other payroll software.
Every shift
A line-by-line timesheet for your records, including breaks, sickness and notes.
Sign-off sheet
A printable summary for your accountant, with estimated employer NI and pension.
Not using BrightPay?
Tell us which payroll software you use and we'll work on an export for it. Xero, Sage, IRIS, Moneysoft or anything else: just let us know.
Tell us what you use
Common questions

Questions people ask

Yes. As you build a rota, Rota Done adds employer National Insurance, holiday pay and workplace pension to wages, and works out your labour percentage on that full cost. Click On-costs under the rota to see the breakdown for each person.
Yes. Add a date of birth to a staff record and employer NI relief for under-21s and apprentices under 25 is applied automatically. If your business claims Employment Allowance, switch it on in payroll settings and the estimate spreads it evenly across the year.
You choose for each person. Irregular-hours staff build up holiday at 12.07% of the hours they work, or can be paid rolled-up holiday pay each pay period. Fixed-hours staff are costed in the weeks they take holiday.
Yes. By default Rota Done follows the auto-enrolment rules: staff aged 22 or over earning more than £192 a week are counted at 3% of qualifying earnings. You can mark anyone who asked to join or opted out, and change the percentage.
Yes. Set break rules for your venue, such as 30 minutes unpaid on shifts over 6 hours, and change the break on any single shift.
Each pay period gives you a BrightPay import file, a summary spreadsheet you can import into Sage and most other payroll software, a line-by-line timesheet and a printable sign-off sheet. Using something else? Tell us which payroll software you use and we'll work on an export for it.
No. Rota Done forecasts labour cost and prepares signed-off hours and pay for your payroll software or accountant. Tax, employee National Insurance and statutory sick pay are worked out by your payroll software, so the employer NI and pension figures are estimates for planning.