To get accurate insights from the Deputy/Buildxact integration, it's best practice to align pay rates or charge-out rates in Deputy with estimate costings in Buildxact.

For example, if you estimate labor at a charge-out rate of $75/hr but enter a pay rate of $25/hr in the actuals costing section (based on Deputy data), Buildxact will show a profit. However, this isn't a true reflection of job performance. The goal is to track differences in labor quantity, not rate discrepancies.

A charge out rate is the most common rate used when estimating.

A pay rate with an added markup to cover overheads/oncosts for the employee is another option.

If you've used a charge out rate in your estimate, then you should use a charge out rate in Deputy.
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If your estimate includes a pay rate with added markup, you should also use a pay rate in Deputy. The actual costings screen in Buildxact does not display markup, only the original pay rate is used for comparison with Deputy.

Note: Staff pay rates will be visible in Buildxact. If this is a concern, we recommend using charge-out rates instead.

If you're using Deputy for timesheets in a cost-plus job, we recommend using charge-out rates in both Deputy and your estimate.

This ensures that when you create a Work Order in Buildxact and bill the customer, you won’t need to adjust the markup to account for the difference between pay rate and charge-out rate. In some cases, depending on your agreement with the client, you may even bill labor at the charge-out rate with 0% markup.

Note: if you need help knowing what markup to add we have a calculator HERE

Deputy sends the exact timesheet hours to your accounting software. This means if a salaried employee works 40 hours per week but only logs 34 hours on-site (excluding travel time), your accounting records may show fewer hours than their actual salary. Because of this, we don’t prioritize connecting Deputy to accounting. Keeping them separate also gives you more flexibility in how you set and manage rates in Deputy.

If you do connect Deputy to your accounting and have a pay rate in Deputy, then the pay rate will go into accounting and there will be no issue for payroll.

If you do connect Deputy to your accounting and Deputy holds a charge out rate, then the rate for payroll will be incorrect. In this case, reach out to Deputy. They have options which involve being able to send only the quantity of hours and a rate from accounting used in payroll rather than Deputy.