How to Import Salary Data in CrmLeaf
All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator.
Availability: All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator.
Overview
Salary import brings payroll data into CrmLeaf in bulk instead of record by record. It is most useful when you migrate from another payroll system, onboard a large group of employees at once, or load variable amounts for a period. CrmLeaf reports the progress of the import while it runs, so you can see when it has finished.
How It Works
You prepare a file, upload it, and CrmLeaf processes the rows in the background while reporting progress. Imported salary data then behaves exactly like salary data entered by hand.
Prepare file → Upload → Process with progress polling → Verify → Run payroll
- The import runs in the background and its progress is polled, so a large file does not require you to keep a screen open in one state.
- Employees must already exist before their salary data can be imported.
- Salary components referenced by the file must already exist in your account.
- After import, verify the data in Employee Salary before running payroll.
Who Can Use This Feature?
Administrator
- Prepare and Import salary data files.
- Monitor import progress.
- Verify imported salary records and correct rejected rows.
This functionality is available only to Administrators.
Prerequisites
- The Payroll add-on module enabled for your account and your role.
- Employee records already created, whether individually or through employee import.
- Salary components and salary groups already created.
- A prepared import file that matches the format CrmLeaf expects.
- Approved salary figures, checked before upload. It is far easier to correct a spreadsheet than a payroll history.
For Administrators
Step 1: Create the employees and components first
What to do: Confirm every employee in your file exists in CrmLeaf, and that the salary components your file refers to have been created.
What to verify: Employee identifiers in your file match the employee records in CrmLeaf.
Step 2: Open the salary import screen
What to do: Open the payroll import screen and review the expected file format before you upload anything.
What to verify: Your file's columns correspond to what the screen expects.
Step 3: Prepare and check the file
What to do: Prepare your file to the expected format. Check for duplicate employee rows, blank amounts and text in numeric columns before uploading.
What to verify: Row totals in your file match the figures approved by your finance team.
Step 4: Upload and import
What to do: Upload the file and start the import. CrmLeaf reports progress while the rows are processed. Wait for the import to report completion.
What to verify: The import completes rather than stalling, and the processed row count matches your file.
Step 5: Verify the imported data
What to do: Spot-check imported salary records against your source file, including at least one record per salary group and every unusual case.
What to verify: Gross, deductions and net figures are correct before you run payroll.
Step 6: Correct and reimport rejected rows
What to do: Correct any rows that did not import, then import only those corrected rows so you do not create duplicates.
What to verify: Every employee expected to be paid now has a salary record.
Expected Result
The import completes, the imported salary records appear in Employee Salary, and payroll can be generated for the affected employees.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Payroll is a paid add-on module. Confirm it is included in your plan.
- Import salary data before, not during, a payroll run. Data that changes mid-run produces inconsistent payslips.
- Test with a small file first when migrating, so a format problem affects a few records rather than the whole workforce.
- Statutory deductions calculated from imported salary values depend on rates and thresholds set by the relevant government authorities, which change over time. Confirm them with a qualified compliance advisor before a live payroll run.
Common Scenarios
Example: migrating from a previous payroll system. An organisation with 180 employees imports employees first, then imports salary data, verifies a sample of each salary group, and runs a parallel payroll for one period before switching over.
Example: loading monthly incentives. Rather than entering incentive values one by one, the Administrator imports the values for the period, then generates payroll.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Rows are rejected during import | The employee does not exist, or the file format does not match what the screen expects | Create the missing employees, correct the file format, then import the corrected rows. |
| Salary amounts import against the wrong employee | The employee identifier in the file does not uniquely match a CrmLeaf employee record | Correct the identifiers, remove the incorrect records, then import again. |
| A referenced component is not applied | The salary component does not exist in the account | Create the component in Salary Components, then import again. |
| The import does not appear to finish | A large file is still being processed | Allow the progress indicator to complete, then verify the processed row count before importing again. |
| The import screen is not available | The Payroll module or role access is missing | Ask your Administrator to enable the module for your role. |
Frequently Asked Questions
Can I import employees and salaries in one file?
Employees are created through employee import, and salary data through payroll import. Create the employees first.
Does importing again overwrite existing salary data?
Confirm the update behaviour with your Administrator before reimporting a full file. Importing only corrected rows is the safer approach.
Can I undo an import?
Verify the imported data before running payroll. If figures are wrong, correct the affected salary records.
Why does the screen show progress instead of finishing immediately?
Salary import processes rows in the background and reports progress, so large files can be imported reliably.
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