How to track nanny hours, payments, and what you owe
Keep a weekly record of work and a separate record of payments. Start with any unpaid balance, add the pay due for the week, then subtract payments already made. If you use payroll, reconcile against its net-pay statement before deciding what to transfer.
For a simple balance with no payroll deductions: previous balance + new earnings − payments = amount still owed. Keep reimbursements separate so they do not get confused with wages.
Download the free timesheet and payment log or use the nanny pay calculator to check a straightforward weekly wage example.
A worked example: a short week and two payments
Suppose your agreed rate is $20 per hour, your nanny works five six-hour shifts, and $50 from an earlier week is still unpaid. These are example amounts, not recommended rates. This arithmetic example excludes payroll deductions, overtime, reimbursements, and other adjustments.
| Item | Calculation | Balance |
|---|---|---|
| Previous unpaid balance | $50.00 | $50.00 |
| This week's earnings | 30 hours × $20.00 = $600.00 | $650.00 |
| Payment on September 18 | Subtract $400.00 | $250.00 |
| Payment on September 21 | Subtract $250.00 | $0.00 |
The September 21 payment settles the earlier week. Keep its actual payment date and the workweek it covers. Do not change the shift dates to make a payment fit.
What to record each week
- Define the workweek. Write down when the seven-day period starts. Keep each workweek separate, even if you pay every two weeks.
- Record actual shifts. Include the date, start and finish, and any break that can properly be excluded. Use separate rows for split shifts. Thirty minutes is 0.5 hours, not 0.30.
- Check the pay calculation. Keep the agreed rate, ordinary earnings, and any overtime or other pay adjustment identifiable. Log paid leave and guaranteed-hours payments separately from time actually worked. See the overtime guide for the questions to check.
- Record payments separately. For each payment, keep the date, amount, method, period covered, and a receipt or reference. Two payments need two rows, even when they cover the same week.
- Reconcile together. Check hours and corrections before payday. Match the payment record to the bank or payment-service receipt, then carry any unpaid balance forward.
These are practical tracking fields, not a complete payroll or tax record. Employers may need additional information and records under federal, state, and local rules. Keep sensitive identification and tax documents in an appropriate secure system, separate from a routinely shared timesheet.
Gross pay, net pay, and the balance in your tracker
Gross pay is earnings before payroll deductions. Net pay is the amount payable to the worker after those deductions. Employer cost also includes employer taxes and any other employment costs.
If a payroll statement shows $600 gross, $60 in deductions, and $540 net, a $540 transfer can settle that paycheck. Subtracting only $540 from a tracker based on $600 gross would leave $60 showing as unpaid. This is an illustrative reconciliation example, not a withholding calculation.
Use your payroll statement to establish the actual amount payable. Paypr does not calculate deductions or reconcile payroll withholding automatically. Do not mark an unexplained difference as paid; resolve it against the payroll record.
Choose a method that fits how you work
| Method | Useful when | What to watch |
|---|---|---|
| Notebook or notes app | You want a quick personal record. | You must calculate and reconcile the balance yourself. |
| Shared spreadsheet | Both people need to enter or review hours; you need custom leave or expense fields. | Agree who edits formulas and keep a correction history. |
| Shared calendar | You need to plan the schedule. | Scheduled time is not necessarily time worked; keep a separate payment record. |
| Payment-app history | You need evidence of transfers. | A transfer history does not establish hours worked or wages due. |
| Paypr | You want a personal iPhone record of hourly entries and paid or unpaid work. | No shared employer-and-nanny account, automated tax withholding, or payroll filing. |
| Payroll service | You want help calculating pay and handling supported tax filings. | Check which time-entry, leave, state, and filing features the provider actually includes. |
Paypr publishes this guide and has a commercial interest in the app. A shared spreadsheet or a service with employee time entry can be a better fit when both people need to maintain the same record. Compare a tracker with a spreadsheet or tracking with payroll services.
Using Paypr alongside your records
Add the person and their hourly rate, log a shift, and review the paid and unpaid entries. Paypr is free for one person; Pro adds summaries and CSV export. Keep bank receipts, payment dates, payroll statements, and any records the app does not capture separately.
The app's weekly totals help you review hours. They do not establish which overtime rules apply or automatically calculate every overtime, leave, or tax adjustment. Its CSV summary is a supporting record, not a W-2, tax return, or complete payroll ledger.
Try a simpler daily hours log
Start with one person on your iPhone and see whether Paypr fits your weekly routine.
Sources and scope
Checked September 18, 2026: US Department of Labor recordkeeping guidance and IRS Publication 926 for 2026. Product descriptions were checked against Paypr's public listing and current source. This guide explains a tracking routine; it does not determine your legal obligations. No independent tax or legal review is claimed.
Next: Weekly timesheet and payment log · Nanny taxes explained · Paypr and NannyKeeper compared