How to Review, Email and Download Payslips in CrmLeaf
All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator. Employees view their own payslips in self-service and in the CrmLeaf mobile app.
Availability: All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator. Employees view their own payslips in self-service and in the CrmLeaf mobile app.
Overview
A payslip is the output of a payroll run. Administrators review payslips before release, then distribute them as a PDF download or by email. Employees access their own payslips without needing an Administrator to send them a file each month. This article covers both sides.
How It Works
Payslips are created by the payroll run, not written by hand. Review happens before the payroll status is updated, and distribution happens after.
Generate → Review → Update status → Download PDF or email → Employee views payslip
- The payslip shows the earnings, deductions and statutory items defined in the employee's salary structure.
- Administrators can download the payslip as a PDF or email payslips to employees.
- Employees see their payslips through self-service and the mobile app.
- Corrections are made by fixing the underlying data and generating the payroll again, not by editing a payslip's totals directly.
Who Can Use This Feature?
Administrator
- Review generated payslips for a cycle and department.
- Download payslip PDFs.
- Email payslips to employees.
User
- View their own payslips in self-service.
- View payslips in the CrmLeaf mobile app.
- Download their own payslip where the option is available to them.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The Payroll add-on module enabled for your account.
- Payroll generated for the cycle and department in question.
- For emailing payslips, the account's email configuration in place and a valid email address on each employee record.
- For mobile access, the CrmLeaf mobile app installed and the employee signed in.
For Administrators
Step 1: Open the generated payroll
What to do: Open the cycle and department whose payslips you want to review.
What to verify: The payslip count matches the employees you expect to pay.
Step 2: Review each payslip
What to do: Check gross pay, each earning, each deduction, statutory items and net pay. Pay particular attention to new joiners, leavers, employees with unpaid leave, and employees with overtime.
What to verify: Every exception has a documented reason before you release anything.
Step 3: Correct anything wrong at source
What to do: If a figure is wrong, correct the source data, whether that is attendance, leave, overtime approval, a variable component value or the salary record, and then generate payroll for the period again.
What to verify: The regenerated payslip is correct before the payroll status is updated.
Step 4: Update the payroll status
What to do: Update the payroll status to record that review is complete.
What to verify: The status is correct for that cycle and department.
Step 5: Distribute the payslips
What to do: Download the payslip PDF for your records, and email payslips to employees.
What to verify: Employee email addresses are valid, and payslips have reached the right people.
For Users
Step 1: Open your payslips
Open your payslips from your self-service area in CrmLeaf, or from the payslips screen in the CrmLeaf mobile app.
Step 2: Check the payslip and raise a query
Review the earnings, deductions and net pay for the period. If something looks wrong, contact your HR or payroll Administrator with the payroll period and the figure you are querying. Payslip figures are produced from your salary structure and the period's attendance, leave and approved overtime, so corrections are made at that level.
Expected Result
Payslips for the cycle and department have been reviewed, the payroll status is updated, payslips are downloaded or emailed to employees, and employees can view their own payslips in self-service and in the mobile app.
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.
- Payslips contain personal and financial data. Confirm the roles that can view payroll records, since CrmLeaf permissions control which records a role can see.
- Statutory deductions shown on a payslip depend on rates and thresholds set by the relevant government authorities, which change over time. Confirm them with a qualified compliance advisor before releasing payslips from a live run.
- Do not treat a payslip as tax advice. Employees with questions about their personal tax position should consult a qualified advisor.
Common Scenarios
Example: a wrong deduction caught in review. A statutory deduction appears for an employee whose gross pay is above the eligibility threshold for Employees' State Insurance. The Administrator corrects the salary structure, regenerates the payroll, verifies the payslip, then releases it.
Example: an employee cannot find last month's payslip. The employee opens the payslips screen in the mobile app and views the period directly, rather than asking payroll to resend the file.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| An employee has no payslip for a period | Payroll was not generated for their department and cycle, or they have no salary record | Confirm the salary record exists and generate payroll for that department and cycle. |
| Payslip emails do not arrive | The account's email configuration is incomplete, or the employee record has no valid email address | Correct the email configuration and the employee's email address, then email the payslips again. |
| An employee cannot see payslips in the app | The employee is not signed in to the correct account, or payroll has not been processed | Confirm the sign-in and that payroll was processed for their department. |
| Payslip figures differ from what was expected | Attendance, leave or a variable component value changed after generation | Correct the source data and generate the payroll for the period again. |
Frequently Asked Questions
Can a payslip be edited directly?
Correct the underlying data, then generate payroll again. The payslip is an output of the run.
Can employees download their own payslip?
Employees view their payslips through self-service and the mobile app. Confirm with your Administrator which actions your role has been given.
Can payslips be emailed to a whole department at once?
Payroll supports emailing payslips as part of the run for the selected cycle and department.
Are past payslips kept?
Payslips remain available for the periods that were processed, which is what makes the payroll history in reports possible.
Related Articles
Our support team answers on business days. Reference PAY-06 so we can jump straight in.