Tātou is specifically designed for vineyards and orchards to manage the human side of growing while capturing valuable data that would otherwise be lost on paper. The platform digitizes timesheets and scheduling, boosts productivity through piecework and top-ups, and manages costs with budgets, invoicing, and detailed reports.
When integrated with PaySauce, Tātou's timesheet data can be exported directly into the PaySauce payroll system. This seamless transfer of employee time records allows organizations to manage their operations efficiently.
The integration streamlines the payroll process by reducing double-entry and minimizing errors.
Available on our Standard and Premium plans.
PaySauce set up
If you use Tātou to manage your operations, you can export the timesheet file to import directly into PaySauce.
Tagsets
Select Settings > Tagsets.
Factor - this tagset is mandatory but no tags a required to be created. It relates to the header Factor in the import file. The set up:
Name = Factor
Select a colour
Can Tag = Transaction
Links with = Payment, Deduction and Timeband
Task - this tagset is mandatory. It relates to the header TaskCode in the import file. The set up:
Name = Task
Select a colour
Can Tag = Transaction
Links with = Payment and Timeband
To set up each tag, you will need the list of tasks and their relevant codes which you’ve set up in Tātou. The Task Code is the data being imported and will be translated to the Task Name for reports. When creating each tag:
Task Code = Value
Task name = Label
Costing - these tagsets are optional, but in general will be used to track the orchards being worked. It relates to the header CostingCode in the import file. The set up:
Name = Costing
Select a colour
Can Tag = Transaction
Links with = Payment, Deduction and Timeband
Rate - this tagset is mandatory but no individual tags are required. They will self create based on the import file allowing you to pay individual rates. It relate to the header Rate in the import file. The set up:
Name = Rate
Select a colour
Can tag - Transaction
Links with = Payment, Deduction and Timeband
Templates
A timesheet template is required to capture data from the tagsets you’ve just set up.
Go to Settings > Templates > add new (+) button.
Name = Timesheet (this can be anything you like)
Template Type = Timesheet
Time captures = hours only
Type = Rate and Factor
Default factor = 1
Factor lookup = Factor (this is the tagset you created)
Rate lookup = Rate (this is the tagset you created)
Allow costing = Yes
Cost with = Costing, Task (+ any other costing tagsets you’ve created)
Rate-quantity template. If you are using incentivised pays, you will not need this. The set up is similar to the Timesheet template, with the only difference being:
Template type = Jobsheet
Allowance
All employees will need to have the templates just created, linked to a payment. The easiest way to do this would be to set them up at company level to easily apply to all and new employees.
Head over to Settings > Payroll.
The first allowance should be an Hourly payment which will be applicable to most employees. All the timesheet hours will fall into this payment. Settings:
Rule = Hourly
Title = default is Hours / Rate (can be anything)
Taxable = Yes
Frequency = Variable
Use template = Yes
Template = select the timesheet template you created above
Reduce by Leave Taken = Select to turn on
Hours = 0 (will be populated by the import)
Rate = add a default rate, this will be used if no rate is specified in the import file
If you are using Piece Rate payments, you’ll also need to set up a Rate and Quantity payment with these settings:
Rule = Rate and Quantity
Title = Piece rate (can be anything)
Taxable = Yes
Frequency = Variable
Use template = Yes
Template = select the jobsheet template you created above
Hours = 0 (will be populated by the import)
Rate = add a default rate or 0, this will be used if no rate is specified in the import file
Fixed allowance - this will be used for the Incentive Bonus or any other allowances you require.
For an Incentive Bonus, use these settings:
Rule = Fixed Amount
Title = Incentive Bonus (can be anything, as long as it matches what the bonus is called in Tātou)
Taxable = Yes
Frequency = Variable
Amount = 0 (it will be filled by the import file)
The Title of the incentive is important as this is how the import detects where the data needs to go. The import file will have a header called ‘AllowanceCode’. This is used to instruct data to use a specific allowance which in this case is the Incentive Bonus. If the AllowanceCode is left blank, the primary payment will be used which will be your Hourly payment.
Applying the allowances to each employee
From the same screen (Settings > Payroll) you'll need to go through each new allowance individually and add to the required employees.
To do this:
Select the allowance (check box on the left)
Select the power icon
Select all employees which the allowance should be applied to then select ‘Next’ at the bottom of the screen
For the Hourly allowance only - select Yes to make it the primary payment
Importing your Tātou file
From Run a Pay, go the the Timesheet view.
Click the upload button then select your file.
Your pay run should now be populated with all the timesheet data from Tatou. You can select each timesheet to view the detail or the pay card preview to check calculations are correct.
