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How do I use ProPays as a manager?

Learn exactly what to check, when to approve, and how to explain ProPays so bonuses stay fair and accurate.

Purpose

This article is for managers who are responsible for reviewing and approving ProPays. It shows you exactly what your role is, what to check before approving, and how to explain bonus results to your team.

If you get this right, bonuses stay clean, fair, and drama-free.

When To Use This

Use this guide if you are:

  • A manager responsible for approving ProPays
  • New to Protiv or performance-based pay
  • Unsure when to approve vs hold a ProPay
  • Getting questions from workers about bonuses
  • Trying to avoid mistakes that cause rework or disputes

Before You Start

Before using ProPays as a manager, make sure:

  • You have access to view and approve ProPays
  • You understand which jobs and teams you oversee
  • You know that approving a ProPay is a financial decision
  • You are comfortable holding a ProPay if something looks wrong

Quick Path

  1. Review the ProPay carefully
  2. Confirm hours, workers, and job completion
  3. Check budget vs actual labor
  4. Approve only when the data is correct
  5. Explain the result clearly and consistently

Step-by-Step Instructions

Step 1 — Understand your responsibility as a manager

As a manager, your job is simple but critical.

You are responsible for:

  • Making sure the ProPay data is accurate
  • Approving ProPays only when jobs are truly complete
  • Holding ProPays when something looks wrong
  • Explaining results to your team

You are not approving effort or intentions.
You are approving facts.

Step 2 — Open and review the ProPay

When a ProPay is ready, open it and review the basics first.

Always check:

  • Job name and dates
  • Workers listed
  • Total hours worked
  • Job status (complete vs still in progress)

If the job is not actually finished, stop and hold the ProPay.

Step 3 — Check hours and labor cost

Next, review the labor section.

Confirm that:

  • All workers who worked the job are included
  • Hours look reasonable for the scope of work
  • There are no obvious missing or duplicate entries

If hours are wrong, do not approve.
Fix the issue or flag it before moving forward.

Step 4 — Review budget vs actual performance

This is where the bonus comes from.

Look at:

  • Labor budget
  • Actual labor cost
  • Whether the job came in under or over budget

Under budget means more bonus.
Over budget means less or no bonus.

This is not personal. It’s performance.

Step 5 — Decide: approve or hold

Use clear rules so you’re consistent.

Approve the ProPay when:

  • The job is complete
  • Hours and workers are correct
  • The numbers make sense

Hold or reopen the ProPay when:

  • Hours are missing or incorrect
  • The wrong workers are attached
  • The job is not finished
  • Something clearly doesn’t add up

Never approve a ProPay just to move things along.

Step 6 — Approve the ProPay

Once everything checks out, approve the ProPay.

Approval means:

  • The bonus is finalized
  • The numbers are locked
  • Payroll and payouts can move forward

Once approved, fixing mistakes takes more work. Be confident before you click approve.

Step 7 — Explain the ProPay to your team

Your team will look to you for answers.

Use simple, consistent language like:

  • “This bonus shows how the job actually performed.”
  • “Going over hours reduces the bonus pool.”
  • “Cleaner, faster work grows bonuses.”

Do not blame Protiv.
The system reflects the job results.

Step 8 — Be consistent job to job

Teams notice patterns fast.

To keep trust:

  • Apply the same standards every time
  • Don’t bend rules to avoid uncomfortable conversations
  • Don’t approve bad data once and enforce later

Consistency matters more than being liked.

Examples

Example:
You open a ProPay and notice the job ran long.

You:

  • Confirm the hours are correct
  • Ask why the job took longer
  • Explain how it affected the bonus
  • Approve once the data checks out

Result:
The team understands the outcome and adjusts on the next job.

Common Mistakes & How To Fix Them

  • Approving without reviewing
    Fix: Slow down. Always check hours, workers, and job status.
  • Approving unfinished jobs
    Fix: Only approve once the job is truly complete.
  • Promising bonuses before approval
    Fix: Bonuses are never final until the ProPay is approved.
  • Blaming the system for low bonuses
    Fix: Tie results back to job performance and budget.
  • Inconsistent standards between jobs
    Fix: Use the same approval rules every time.