✦Currently in private beta.
HR

Payroll & Payslips

Advanced6 min read

Run payroll cycles, generate individual payslips with detailed earnings and deductions, export them as PDFs, and share or email them to your employees.

Key concepts

  • Payroll Period: A defined time span (typically a month) for which salaries are calculated and paid (e.g., "2026-03" for March 2026).
  • Payslip: A document for a single employee detailing their earnings, deductions, taxes, and net pay for a specific period.
  • Payslip Status: The lifecycle stage of a payslip -- Pending (draft, editable), Approved (finalized by admin), or Paid (salary has been disbursed).
  • Line Items: Individual entries on a payslip, each classified as an Earning (e.g., base salary, bonus, allowance) or a Deduction (e.g., income tax, insurance, advance repayment).
  • Income Items: Additional one-off payments that can be added to a payslip (e.g., project bonus, travel reimbursement).
  • Share Token: A secure link that lets an employee view their payslip without logging in.
How to

Step-by-step

Viewing the Payroll Admin Dashboard

  1. Navigate to HR > Payroll from the sidebar (requires payroll admin permission).

  2. Review the dashboard showing payslip statistics: total payslips, pending, approved, and total amount.

  3. Switch between the Payslips tab and the Periods tab.

  4. Filter payslips by status (Pending, Approved, Paid) or by period.

  5. Click any payslip row to view its details.

Viewing Your Own Payslips (Employee View)

  1. Navigate to HR > My Payslips from the sidebar.

  2. Browse your payslips organized by period (month/year).

  3. Use the period navigation to move between months.

  4. Click on a payslip to view its full details.

Creating a Simple Payroll Entry

  1. Navigate to HR > Payroll.

  2. Click Process Payroll.

  3. Select the Employee from the dropdown.

  4. Choose the Month and Year.

  5. Enter the Base Salary amount.

  6. Optionally enter Bonus and Overtime amounts.

  7. Enter the Tax Percentage (0-100%).

  8. Click Submit to create the payroll entry.

    For a full line-item breakdown with multiple earnings and deductions, use the Generate Payslip page instead (see next section).

Creating a Payslip (Line-Item Based)

  1. Open the Generate Payslip page from the Payroll dashboard or from HR > My Payslips.

  2. In the Employee Details card, type to search and select an Employee. When you pick an employee, their base salary auto-fills the first earning line.

  3. Set the Period (month/year) and the payslip date.

  4. Choose a Currency (defaults to your company's base currency).

  5. Add earning lines in the Earnings card using the Add Earning button (e.g., overtime, housing allowance, transport allowance). Each earning line has a description, quantity, and rate; the amount is calculated for you.

  6. Add deduction lines in the separate Deductions card using the Add Deduction button (e.g., income tax, insurance, pension). Each deduction line has a description and an amount only.

  7. There is no per-row "Earning/Deduction" type dropdown -- earnings and deductions live in their own cards, so the card you add a line to determines its type.

  8. Optionally add notes.

  9. Review the calculated Gross Pay, Total Deductions, and Net Pay in the summary panel.

  10. Click Create Payslip to save.

Viewing a Payslip Detail

  1. Open a payslip from the payslip list.

  2. Review the payslip summary showing: employee name, period, status, base salary, bonus, overtime, deductions, tax, and total pay.

  3. View the formatted payslip template with company branding.

  4. Available actions depending on your role:

    • Download PDF -- export the payslip as a PDF document.
    • Email Payslip -- send the payslip directly to the employee's email.
    • Share Link -- generate a secure link the employee can use to view their payslip.
    • Approve -- mark the payslip as approved (admin only).
    • Edit -- modify payslip details (if the payslip is not yet paid).

Editing a Payslip

  1. Open a payslip and click Edit (only available for payslips that are not yet paid).

  2. Update the base salary, bonus, overtime, deductions, tax, or description.

  3. Click Update Payslip to save changes.

  4. Scroll down to the Additional Income Items section to add one-off payments.

  5. Enter a description (at least 3 characters) and amount for the income item.

  6. Use the Quick Suggestions buttons (Overtime Work, Project Bonus, Training Allowance, Travel Reimbursement, Performance Bonus) to pre-fill the description.

  7. Click Add Income Item to save.

  8. To remove an income item, click the Remove button next to it and confirm.

Approving, Paying, and Sending Payslips

  1. Open a payslip from the payroll admin dashboard.

  2. Review the details to ensure accuracy.

  3. Click Approve to mark the payslip as approved. Once approved, the payslip can no longer be edited except to mark it paid.

  4. After the salary has been disbursed, click Mark as Paid to move the payslip to the Paid status.

  5. At any point from Approved onward, click Email Payslip to send it to the employee, or Share Link to generate a secure URL you can share manually.

  6. If you need to invalidate a share link you previously generated, use Revoke Share Link -- the old URL stops working immediately.

  7. The payslip detail page also has a Comments section for notes between you and the employee; you can post comments and delete ones you posted.

Tips & best practices

  • Create payslips for the previous month's work -- if you are in March, generate payslips for February.
  • Use the line-item based payslip creation for detailed breakdowns with multiple earning and deduction categories.
  • Always review payslips before approving -- once paid, they cannot be edited.
  • Use the share link feature for employees who do not have system access.
  • Add additional income items (bonuses, reimbursements) before approving the payslip.
  • Download PDFs for your records before sending payslips to employees.
  • Set up employee bank details in their profiles beforehand so the information appears on payslips.

Was this article helpful?

Your feedback helps us improve these guides.