This article is for practice leadership and admins that have access to Practice HQ and are using the Oasys web platform.
This guide covers how to configure and run payroll for your practice — pay periods, provider compensation, compliance rules, adjustments, and exports. Oasys calculates what each provider is owed and exports it; you make the actual payment outside Oasys and mark the period paid here.
In this article:
1. Setting up payroll
Where to find it: Payroll tab in Practice HQ (requires billing permission).
Configure your payroll settings:
Pay frequency — weekly, biweekly, or monthly
Period anchor date — the starting date for calculating pay periods
Timezone — used for period boundary calculations
Practice cut percentage — the percentage your practice takes from session revenue (the remainder goes to the therapist)
⚠️ Payroll requires at least one billing feature to be enabled (Practice Billing Model or Practice Insurance).
Need semi-monthly periods? There's no built-in semi-monthly frequency. A custom pay-period mode is available for practices that need periods like the 15th and last day of each month, but it's a one-way switch: once you move to custom periods you manage each period's open and close yourself, and you can't switch back to a standard cadence. Ask support before enabling it.
2. Compliance requirements
Configure what must be completed before a session counts toward payroll:
Require session notes — the session must have documentation.
Require signature — notes must be signed and locked.
Require approval — if supervision is enabled, notes must be supervisor-approved.
Then set a compliance mode:
Warn — flag non-compliant items but still include them.
Block — exclude non-compliant items from payment until they're compliant.
3. Viewing pay periods
The payroll dashboard shows each pay period with a per-provider breakdown:
Total payable sessions and invoices
Compliant vs. non-compliant items
Base revenue amount
Practice cut amount
Provider pay amount
Payment status (unpaid or paid)
4. Per-therapist pay overrides
You can set a custom practice cut percentage for an individual provider:
Go to Payroll and select the provider.
Set a cut percentage override.
The override takes priority over the default practice cut for that provider's payroll calculations.
5. Adjustments
Add manual adjustments to any provider's payroll period:
Bonuses, deductions, or corrections.
Each adjustment needs an amount and a note explaining the reason.
Adjustments affect the net pay calculation for that period.
6. Marking periods as paid
Once you've paid a provider for a period (outside Oasys):
Find the provider's period in the payroll dashboard.
Click Mark as Paid.
This records who marked it paid and when, for audit purposes.
⚠️ Marking a period paid can't be undone by the practice. There's no unmark, undo, or reverse control anywhere in payroll — the only status action is "Mark as Paid." Reversing it means a support request and a manual correction on our side, so confirm the period and amounts are right before you mark it paid.
7. Exporting payroll
Export payroll data for your records or external payroll processing:
Export as PDF or Excel (XLSX)
Exports include full period details: sessions, amounts, compliance status, and adjustments
💡 Oasys payroll is a tracking and calculation tool. It does not integrate with external payroll providers — you handle actual payments outside the platform and mark them as paid here.
Frequently asked questions
Does payroll integrate with Gusto, ADP, Paychex, or QuickBooks?
No. Oasys calculates payroll and lets you export it as a PDF or Excel file. You run the actual payment outside Oasys and then mark the period paid here.I marked a period paid by mistake.
There's no self-serve reversal for a paid period — contact support and we'll correct it.Can I set different cut percentages for different providers?
Yes. Use a per-provider override to set a custom cut percentage that takes priority over the practice default.What happens if a session isn't compliant?
It depends on your compliance mode. In Warn mode it's flagged but still included; in Block mode it's excluded from the calculation until it's compliant.The Superbill tab says "Needs Setup."
That tab is tied to your Stripe payment setup. If your practice hasn't connected Stripe, the tab shows "Needs Setup." Contact support if you need superbills but don't process client payments through Stripe.