Gym owners

Pay your staff for the month

Record that you have actually paid someone. GymLedger does not move any money — you pay by cash, UPI or bank transfer as you always have, and this is where you note it down so you can see who is still owed.

Before you start

Everyone you want to pay needs a compensation type on their staff profile, or they won't be on the list. See Set up how a staff member is paid, and Understand how payroll is worked out for where the amounts come from.

Steps

One person

Open Staff → Payroll and use ‹ and › to land on the right month.
Find their row and tap Mark Paid.
Choose the Payment Method — Cash, Bank Transfer, UPI, Cheque or Other.
Add Notes if it helps, like March salary.
Tap Confirm.

The row turns green and says Paid, with the method underneath.

Everyone at once

If two or more people are still owed money, a Pay All (n) button appears at the top.
Tap it. The box shows how many people and the total.
Pick one Payment Method and one set of Notes — they apply to everybody in the batch.
Tap Confirm.

Sending it to your accountant

Tap Export CSV. You get a file named for the month, with every row: name, role, compensation type, rate, sessions, earnings, status, payment method and notes. It opens in Excel or Google Sheets.

Good to know

The date paid is today. Whatever month you are viewing, the payment is stamped with the moment you tapped Confirm. There is no box to backdate it.
Pay All only appears when two or more people are pending. With one person left, use Mark Paid on their row.
Pay All skips anyone owed ₹0. A trainer with no sessions this month is left alone rather than marked paid for a month they didn't work.
One record per person per month. Marking the same month paid twice replaces the first record rather than adding a second, so you cannot double up by accident.
Unmark deletes the record. If you mark someone paid by mistake, tap Unmark on their row (or Unmark Paid on their own payroll page). The row goes back to Pending and the entry disappears from their Payment History entirely — it is not kept as a cancelled entry.
The CSV is what you see on screen. It exports the month you are currently looking at, after the app has recalculated everything — so export it at the time you pay, not months later.
You can also pay from a person's own page. Tap their row to open it, then Mark Paid. Same thing, plus you get their year-to-date total and full history alongside.

When it doesn't work

There is no Mark Paid button on someone's row. Either they are owed ₹0 — the Status column shows a dash — or they are already marked Paid, in which case the button says Unmark.

You paid someone but the amount on screen is now higher than what you gave them. Sessions logged after you marked the month paid change the calculated earnings, but not the record. The row keeps saying Paid at the new, higher figure. Open their payroll page: Payment History shows what you actually recorded. If they are genuinely short, unmark the month and mark it paid again at the new amount.

Pay All did nothing for one person on the list. They were owed ₹0, or they were already paid. Both are skipped on purpose.

The exported CSV shows a different total than your bank. The CSV shows what the app calculates now, not what you transferred. Rates changed since, or sessions added since, will both move it. Their Payment History is the record of what went out.

Nothing downloads when you tap Export CSV. Check your browser's downloads folder — the file saves without opening anything, named like payroll-2026-08.csv.