Finalise the pay run
To make payslips, finalise the pay run (see Run your payroll). Each employee with an email address on their record gets theirs by email, as a PDF. The Finalize pay run page lists anyone without one as "No email (payslip saved only)".
Find a payslip
Open Payslips. The newest pay date is at the top. Each row shows the employee, the Pay date and Period, their Email with the payslip's email status, and the Last delivery.
To find someone, type their name or email under Search by employee and press Search. Press their name, or View / Download, to open the payslip.
Check that it arrived
On the payslip, Delivery history lists each delivery attempt with its Recipient, Status, and Started and Completed times. Employee email shows the address on their record.
Press Download PDF for a copy, for example to give to someone without an email address.
Use the Payslip Outbox
Open Payslip Outbox. The page is headed Accounting outbox. It lists every payslip email with who it went To, its Delivery status and the PDF under Attachments.
- Sent: the email went out. If someone can't find it, ask them to check their spam folder.
- Failed: the page says what went wrong. If the address was right, press Retry. If it was wrong, open the payslip, press Download PDF and pass it on.
Payslip Outbox is in the menu while the Payroll or Invoices & VAT service is on.
Regenerate a payslip
Press Regenerate on a payslip to remake the payslips for that one pay run. It opens the run's Finalize pay run page. Press Finalize (generate payslips) and confirm with Finalize and generate.
This remakes the PDFs for everyone in that run and refreshes their year-to-date figures. The amounts stay the same, and a payslip that was already emailed isn't emailed again.
After you approve a new stamp or signature, use Regenerate finalized payslips instead (see below). It updates every finalised payslip at once.
Put your logo, stamp and signature on payslips
Only the business owner can do this. First upload your logo, stamp and signature, and approve the stamp and signature: Set up your business shows how.
- Open Settings › Company profile.
- Under Document branding, check that the Payslips boxes are ticked: Apply company logo, Apply approved stamp and Apply approved signature. They start ticked. Press Save if you change them.
- To update payslips you've already finalised, press Regenerate finalized payslips and confirm with Regenerate payslips. The amounts stay the same.
A payslip made without your approved stamp or signature says "Stamp or signature not applied" on its page.
Let staff open their own payslips
Staff need their own login, linked to their employee record. Invite your team shows how. Until then, My payslips says "Not linked yet".
Check what staff see under My payslips
Staff open My payslips in their own menu, under Pay & leave. It lists every payslip you've finalised for them, newest first. Each shows the pay date, the period, the Net pay and a status of Finalised or Paid.
Opening one shows their Gross pay, Deductions and Net pay, line by line, with Download PDF.
Good to know
- A payslip goes to the email address on the employee's record when you finalise. If an address was wrong, fix it on the employee's record, then open their payslip and press Send again. You can also press Download PDF and pass it on, or link their login so they can download it themselves.
What's next
To fill in your PAYE, NIS and Health Surcharge returns, read VAT and tax forms.