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Getting Started with 4Geeks Payroll: Account Setup & Configuration¶

Overview¶

4Geeks Payroll is the elite management layer for global corporates. It provides the enterprise tech to manage your local employees and the Visa-powered rails to pay your global contractors — with no EOR markups, no middleman, and total control.

In this tutorial, you will:

• Create your 4Geeks Payroll account
• Configure your organization settings
• Set up the Contractor Stream (Visa card payouts)
• Set up the Employee Stream (HR intelligence layer)
• Invite your first team members

Prerequisites¶

• A 4Geeks account (console.4geeks.io)
• List of contractors and/or employees to onboard
• For contractors: Basic information (name, email, country)
• For employees: Your local entity details and local payroll provider info

Step 1: Create Your Account¶

1. Go to console.4geeks.io/payroll
2. Click “Get started now”
3. Enter your organization details:
4. Company name
5. Country of incorporation
6. Admin email and name
7. Complete verification
8. You’ll be charged $29/month per worker (contractor or employee)

Step 2: Configure Your Organization¶

Company Profile¶

1. Go to Settings → Organization
2. Enter your company details:
3. Legal name
4. Tax ID / EIN
5. Registered address
6. Company logo (for branded Visa cards)

Time Zone & Localization¶

1. Set your primary time zone
2. Configure date and currency formats
3. Set your fiscal year start month

Step 3: Set Up the Contractor Stream¶

The Contractor Stream lets you pay global contractors instantly with branded 4Geeks Visa cards.

Add Your First Contractor¶

1. Go to Contractors → Add Contractor
2. Enter contractor details:
3. Full name
4. Email address
5. Country of residence
6. Contract rate (hourly or monthly)
7. Click “Invite”

Visa Card Issuance¶

1. Once the contractor accepts the invitation and completes KYC:
2. A branded 4Geeks Visa card is issued automatically
3. The contractor can:
4. Make purchases online and in-store
5. Withdraw from ATMs
6. Pay for SaaS subscriptions
7. Spend locally in their currency

Funding Contractor Cards¶

1. Go to Contractors → Select contractor → Fund Card
2. Enter the amount
3. Confirm the transfer
4. Funds are available instantly

Automated W-8BEN Collection¶

• The system automatically collects W-8BEN forms from contractors
• Tax-compliant invoicing is generated automatically
• All documents are stored in the contractor’s profile

Step 4: Set Up the Employee Stream¶

The Employee Stream acts as a Central Command Center that feeds perfect data to your local payroll provider.

Add Your First Employee¶

1. Go to Employees → Add Employee
2. Enter employee details:
3. Full name
4. Email address
5. Department
6. Position
7. Local entity
8. Employment type (full-time, part-time, contract)
9. Upload required documents:
10. Employment contract
11. ID/passport copy
12. Local compliance documents

Configure Time Tracking¶

1. Go to Settings → Time Tracking
2. Choose your tracking method:
3. Mobile App: GPS-based clock-in/out
4. Entrance App: Tablet-based biometric/PIN check-in
5. Manual: Self-reported hours with manager approval
6. Set working hours and overtime rules
7. Configure vacation and leave policies

HR Intelligence Reports¶

At the end of each pay cycle:

1. Go to Reports → Payroll Export
2. Select the pay period
3. The system generates a high-fidelity report including:
4. Total hours worked
5. Overtime hours
6. Vacation days taken
7. Leave requests
8. Any adjustments
9. Export the report (CSV, PDF) and send to your local payroll provider

Step 5: Set Up the Employee Mobile App¶

1. Go to Settings → Mobile App
2. Configure app features:
3. Payslip Upload: Enable your local HR to upload payslips
4. Time-Off Requests: Allow employees to request and track PTO
5. GPS Clock-In: Enable location-based check-in
6. Calendar Sync: Sync approved time-off with Google/Outlook Calendar
7. Share the download link with your employees

Step 6: Set Up the Building Entrance App (Optional)¶

For office-based teams:

1. Go to Settings → Entrance App
2. Register a tablet device:
3. Install the Entrance App on any Android/iOS tablet
4. Mount it at your office entrance
5. Link it to your 4Geeks Payroll account
6. Configure check-in method:
7. Face ID: Biometric facial recognition
8. PIN Code: 4-6 digit personal code
9. RFID Card: Physical access card
10. Test the check-in flow

Step 7: Invite Your Team¶

For Contractors¶

• They receive an email invitation
• They complete KYC verification
• Their Visa card is issued and activated
• They can start receiving payments immediately

For Employees¶

• They receive an email invitation
• They download the 4Geeks Payroll mobile app
• They set up their profile and preferences
• They can start clocking in and managing time-off

Dashboard Overview¶

Once set up, your dashboard shows:

Best Practices¶

Contractor Management¶

• Set clear payment schedules (weekly, bi-weekly, monthly)
• Use the auto-fund feature for recurring payments
• Keep contracts and W-8BEN forms up to date
• Monitor card spending for compliance

Employee Management¶

• Establish clear time-tracking policies
• Review HR Intelligence Reports before sending to local payroll
• Keep all compliance documents current
• Encourage employees to use the mobile app for self-service

Security¶

• Enable 2FA for all admin accounts
• Regularly review access permissions
• Audit document storage for compliance
• Set up alerts for unusual activity

What’s Next?¶

• Learn about Paying Global Contractors with Visa Cards
• Explore Managing Local Employees with HR Intelligence
• Set up the Employee Mobile App
• Deploy the Building Entrance App

Need Help?¶

• Documentation: docs.4geeks.io/en/payroll
• Support: Available through the console dashboard
• Get Started: console.4geeks.io/payroll

Still questions? Ask the community.