How to use Certified Payroll Prep

What this app is — and is not

On prevailing-wage work you have to file a certified payroll report every week. The hard part is never the form. It is having a complete, honest record of who was on site, on which day, for how long, doing what — before you sit down to fill the form in.

That record is what this app collects. It is worth being plain about the boundary: it prepares the report, it does not certify it and it does not work out anybody’s wages. You are still the one who checks the numbers, signs, and files.

Step by step

1. 1

   Build the roster

   Open Certified Payroll Prep and add each worker with their trade classification. The classification is the field the report is built around, so it is worth getting right once rather than correcting it every week.
   Add worker

   Carpenter

   Labourer

   Operator
2. 2

   Put them on the job

   Assign the workers who are on a given site. That is what tells FieldStone whose days it should be expecting, which is also what lets it notice when one has not come in.
   Riverside Bridge — assigned

   On site

   On site

   On site
3. 3

   Give each worker their own link

   Every worker gets a link that belongs to them. They open it on their phone, put in the hours they worked and what they were doing, and send it. There is no login, no app, and nothing for them to set up.
   fieldstoneapp.com/t/9c4a…

   Tuesday

   8 hoursForm work

   Submit
4. 4

   Or print the site poster

   For a crew that would rather not deal with links, print the QR poster for the job and put it in the trailer. Anyone on site scans it and enters their day. Same record either way.
   Riverside BridgeScan to enter your hours
5. 5

   Let it chase the missing days

   A worker who has not entered a day gets a reminder on their phone. You are not the one working out who has forgotten — you just see what is still outstanding.
   You have not entered Tuesday for Riverside Bridge yet. Takes 20 seconds: fieldstoneapp.com/t/9c4a…

   2 outstandingreminders sent
6. 6

   Review the week

   The week comes up as a grid: workers down, days across. Gaps are obvious, and you can correct an entry where it sits. Every change is written to a record that only ever gets appended to — nothing you fix quietly overwrites what was originally submitted.
   MTWTF

   R. Okafor88886

   T. Lindqvist88—88
7. 7

   Finalize it

   When the week is complete, finalize it. That draws a line under those days so a late edit cannot change a week you have already reported on.
   Week of 9 MarComplete

   No more edits after thisFinalize
8. 8

   Produce the report and share it

   You get a WH-347-style report from the finalized week. Share it with the contracting officer as a read-only link or a PDF — they can see it without an account and without being able to change anything.
   WH-347 — week of 9 Mar

   Read-only linkPDF