Check one payslip against a month's shifts in PayCheck AI (reusable checklist)

Why reconcile a payslip with your shifts?

Pay slips can be dense and easy to misread. Verifying gross pay against the shifts you actually worked lets you spot missing shifts, incorrect hours, or misapplied allowances before payroll is final.

This process is particularly useful for shift workers with variable hours, overtime rules, weekend or night allowances, or those working across multiple contracts. A quick reconciliation also creates a clear record if you need to raise a payroll query.

What PayCheck AI helps you do

PayCheck AI provides a shift calendar you can build with individual shifts, preset rotations and custom day-based rotations. You can track regular and overtime hours, estimate gross pay, and export your calendar or earnings to CSV or ICS for records.

During an active free Pro trial or paid Pro subscription you can configure daily and weekly overtime thresholds, automatic night-window allowances, weekend allowances and public-holiday allowances as a flat amount, per-hour amount or percentage. You may also upload a payslip for a one-time AI extraction and compare its gross pay with the selected calendar month after reviewing the figures.

Note: PayCheck AI does not calculate taxes or guarantee payroll accuracy. Use exported CSVs and your payslip as a record to discuss any discrepancies with payroll or HR.

Quick workflow: one-payslip reconciliation (overview)

1) Select the calendar month that should match the payslip. 2) Upload the payslip to PayCheck AI for a one-time AI extraction of the gross pay figure. 3) Confirm the shifts, hours, overtime and allowances that the app uses to estimate gross pay. 4) Export a comparison CSV that lists payslip gross and calendar-derived gross for your records.

The rest of this article breaks each step into actionable sub-steps, plus a reusable checklist and a worked example you can adapt to your rates and rules.

Step 1 — Choose the month and review recorded shifts

Open your PayCheck AI calendar and select the calendar month matching the payslip period. If you keep separate work calendars, pick the single calendar that corresponds to the job or contract the payslip covers.

Scroll through the month's shifts and confirm each entry: start/end times, unpaid breaks, and any day-based rotation notes. If you use team features, remember personal pay settings and private shift notes are not shared in team calendars; check your personal calendar view for the full detail.

Step 2 — Upload the payslip for AI extraction

In the app, use the payslip upload feature to submit the payslip PDF or image for one-time AI extraction. The tool pulls out the gross pay figure so you don't have to copy it manually.

After extraction, review the extracted gross pay. This extraction is for convenience — keep the original file for your records because PayCheck AI does not store uploaded documents permanently as a replacement for your copy.

Step 3 — Confirm hours, overtime and allowances used

Open the month’s earnings estimate in PayCheck AI and confirm which hours are counted as regular time and which meet overtime thresholds. On Pro, confirm your configured daily/weekly overtime thresholds and any automatic night-window, weekend or public-holiday allowances are set to the values you expect (flat amount, per-hour or percentage).

If you spot a shift with the wrong start/end time or break, edit that shift before exporting. Remember: the app provides an estimate of gross pay based on shifts and configured allowances; treat every pay rate, multiplier and schedule in your worked example as your manual reference unless PayCheck AI explicitly derives it from your settings.

Step 4 — Export a comparison CSV for records

Export your calendar’s earnings as CSV. Create a simple, one-row comparison file that includes at least: month, payslip gross, calendar-derived gross, difference, and notes. Keep this CSV alongside the original payslip and any screenshots you used.

If you prefer a calendar view, export an ICS as a private, read-only subscription for Google/Apple/Outlook calendars; this refreshes from PayCheck AI but is not two-way editable. Use CSV for auditing and sharing evidence with payroll.

Practical checklist

• Confirm you are viewing the correct calendar and month in PayCheck AI.
• Verify all shifts in that month have correct start/end times and unpaid breaks recorded.
• If on Pro, confirm overtime thresholds and automatic allowances are set to the values your employer uses.
• Upload the payslip PDF/image for one-time AI extraction of the gross pay.
• Compare the extracted payslip gross with PayCheck AI’s month estimate.
• Manually review any shifts flagged as overtime or eligible for allowances.
• Edit any incorrect shifts in the calendar, then re-run the month’s estimate.
• Export a comparison CSV with: month, payslip gross, calendar gross, difference, and notes (reason for any discrepancy). Keep the original payslip file too.

Frequently asked questions

Can PayCheck AI guarantee payroll accuracy?

No. PayCheck AI estimates gross pay from your recorded shifts and configured allowances. It does not calculate taxes or guarantee payroll accuracy. Use the exported CSV and your payslip as evidence if you raise a query with payroll or HR.

What if my payslip and calendar-derived gross don’t match?

Use the checklist to check for missing shifts, incorrect shift times, unpaid breaks, or misconfigured overtime/allowance settings. If everything looks correct in your calendar, present the CSV and payslip to payroll or your manager and ask for clarification.

Can I upload a rota PDF or image instead of entering shifts manually?

Yes — on Pro you can upload a rota PDF or image for a one-time AI shift extraction and approve the extracted shifts before import. This can speed building the calendar for the month you need to reconcile.

Does PayCheck AI edit my external calendar when I export?

No. PayCheck AI can create a private, read-only calendar subscription for Google Calendar, Apple Calendar or Outlook. It refreshes from PayCheck AI but is not two-way editing and does not remove or change events in external calendars.

Can team features help with reconciliation?

Team features let planners and owners view team members’ personal shift calendars and recorded absences, and team members can submit vacation or leave. However, personal pay settings and private shift notes are not shared in the team calendar. Use your personal calendar view for the pay check reconciliation.