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Exporting absences to payroll

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Turn a month of approved leave into a payroll import file - the absence CSV, leave-type codes and a copy-paste agent prompt

A payroll handoff is three columns - who, which absence code in the payroll system's own vocabulary, and how many days fall inside the month. SquadBear produces those figures as a CSV download or over MCP.

The monthly numbers

Reports → Leave → Absence is the source; Leave reports covers the report and its CSV. Two properties matter for payroll:

  • Approved only. Pending requests never appear. Run the export once the month's approvals have settled; an agent can list the pending requests that overlap the month.
  • The month boundary is exact. Leave is counted per date, so Tomasz's vacation of 28 July – 7 August 2026 lands 4 working days in Northlake's July file and the remaining 5 in August's.

Amounts are working days against each person's own schedule: a half day shows as 0.5, and a week off for someone on a four-day week counts 4. Minutes are the canonical amount and the CSV rounds every day figure to two decimals. Where payroll works in hours, read the report as JSON - each row carries totalMinutes, byTypeMinutes and that person's dailyNormMinutes.

Leave type codes

Every leave type carries a short code - Workspace settings → Leave policies shows it at the head of the category's actions menu, and read-only in Edit category. A fresh workspace ships with Vacation (PTO), Sick leave (SICK) and Unpaid leave (UNPAID). The code is fixed for the life of the category, so exports and integrations can refer to it. Map each type onto its payroll code once - PTO → UW, SICK → ZLA in a Polish setup - and keep the mapping where the export happens: the accountant's runbook, or the agent prompt below. The CSV heads its columns with the type's name; the code is what list_leave_types and GET /api/v1/leave-types return.

For agents

A connected agent (Connect Claude to SquadBear) pulls the same figures and applies the mapping in one message. The prompt below runs absence_summary, which covers the whole tenant for an admin and managed people only for a manager.

When payroll needs date ranges rather than monthly totals - sick-leave documentation, say - get_absence_calendar returns each request's full range alongside a per-day grid, over a window of at most 92 days. For scheduled pulls, GET /api/v1/reports/absence-summary serves the same aggregate to an API key with the reports:read scope (the developer API).

Export properties

  • Late approvals. A sick leave approved after the cutoff lands in the next export; a re-run of the previous month alongside the current one shows the difference in totals.
  • Row totals reconcile. A row's per-type columns sum to totalDays, up to two-decimal rounding.
  • Reasons stay private. The export carries types and day counts, never a request's reason or its attachments.