How to Use Payroll Reports in CrmLeaf
All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator. Attendance and leave reports are available as core features without the Payroll module.
Availability: All editions. Requires the Payroll add-on module to be enabled for your account by an Administrator. Attendance and leave reports are available as core features without the Payroll module.
Overview
Payroll reporting is how you check a payroll period before you rely on it. CrmLeaf provides payroll summary and breakdown reporting, and reports per statutory type, so a month's liability for each statutory item can be reconciled before any compliance form is produced. Payroll expenses are tracked alongside.
How It Works
Reports are produced from processed payroll data. Nothing appears until payroll for the period has been generated, so reporting sits after the run and before filing.
Run payroll → Review payslips → Open payroll report → Reconcile per statutory type → Export or file
- Payroll summary and breakdown reporting covers the period's payroll as a whole.
- Reports exist per statutory type, covering tax deducted at source, Provident Fund, Employees' State Insurance, Professional Tax and Gratuity.
- Payroll expenses are tracked as their own area, which supports cost analysis alongside the payroll itself.
- Attendance and leave reporting are core features and provide the time data behind payroll figures.
- Reports feed the government compliance forms, so reconciling here reduces filing corrections later.
Who Can Use This Feature?
Administrator
- Open payroll summary and breakdown reports for a period.
- Open the report for each statutory type and reconcile totals.
- Review payroll expenses.
- Export or Download report output for finance and for the organisation's advisor.
This functionality is available only to Administrators. Payroll data is sensitive, and CrmLeaf permissions control which records a role can see, not only which pages it can open.
Prerequisites
- The Payroll add-on module enabled for your account and your role.
- Payroll generated and reviewed for the period you are reporting on.
- Statutory components configured and included in the relevant salary structures, otherwise statutory reports will be empty.
- Attendance and leave for the period complete.
For Administrators
Step 1: Confirm the period is processed
What to do: Confirm payroll has been generated, reviewed and its status updated for every department in the period.
What to verify: No department is outstanding, since a missing department understates every total.
Step 2: Open the payroll report
What to do: Open the payroll report and select the period. Use Filter to narrow by department where you process department by department.
What to verify: The employee count and total payroll cost match your expectation for the period.
Step 3: Reconcile each statutory type
What to do: Open the report for each statutory type in turn and reconcile employee and employer amounts for the period against the payslips.
What to verify: Each statutory total agrees with what your compliance advisor expects, before any compliance form is produced.
Step 4: Review payroll expenses
What to do: Review payroll-related expenses for the period so that payroll cost analysis is complete rather than salary-only.
What to verify: Expenses relating to the period are recorded and approved.
Step 5: Cross-check the time data
What to do: Where paid days look unexpected, compare the attendance and leave reports for the period against the payroll figures.
What to verify: Differences are explained by recorded attendance, approved leave or approved overtime, and not by missing data.
Step 6: Export for finance and filing
What to do: Export or Download the reports your finance team and advisor need, then produce the government compliance outputs from the statutory filings area.
What to verify: The exported figures are the reconciled figures, taken after any regeneration of payroll.
Expected Result
Payroll totals and each statutory type are reconciled for the period, payroll expenses are reviewed, and the reports required by finance and by your compliance advisor have been exported.
Service Organisation Context
Service organisations read payroll reporting as the people-cost side of the month, alongside the Time Log Report for billable and non-billable hours and the Finance Report for invoiced value. Payroll expense tracking helps explain a month-on-month movement in staff cost. What these reports do not produce is engagement profitability: CrmLeaf has no employee cost rate per hour and no built-in project margin report, so a cost-per-engagement view has to be derived outside the product from exported figures.
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.
- Reports reflect processed payroll data at the time you open them. If payroll is regenerated, take your figures again.
- Statutory contribution rates, wage thresholds, forms and filing deadlines are set by the relevant government authorities, change over time, and must be confirmed with a qualified compliance advisor before you rely on a report for a live filing.
- CrmLeaf produces the filing outputs from reported payroll data. It does not submit returns to any authority on your behalf.
- Restrict payroll report access. These reports contain individual pay data.
Common Scenarios
Example: monthly reconciliation before filing. The Administrator reconciles the Provident Fund report against the payslips for the month, then produces the Electronic Challan cum Return output for submission to the Employees' Provident Fund Organisation (EPFO) ahead of the deposit date.
Example: explaining a cost increase. Payroll cost rises month on month. The Administrator compares the payroll report with the overtime records and increments recorded in the period to explain the movement to finance.
Example: an empty statutory report. A Professional Tax report shows nothing. The Administrator finds that no component is identified with that statutory type, configures it, regenerates payroll and reruns the report.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A report shows no data for a period | Payroll has not been processed for that period | Generate and review payroll for the period, then reopen the report. |
| A statutory report is empty | No component is identified with that statutory type | Configure the statutory component, add it to the salary structures, and generate payroll again. |
| Report totals are lower than expected | One or more departments were not processed for the period | Process the outstanding departments, then reopen the report. |
| Paid days differ from the attendance report | Attendance or leave changed after payroll was generated | Complete the time data and generate payroll for the period again. |
| Reports cannot be opened | The Payroll module or the required role access is missing | Ask your Administrator to enable the module for your role. |
Frequently Asked Questions
Which payroll reports are available?
Payroll summary and breakdown reporting, reports per statutory type, and payroll expense tracking. Attendance and leave reports are core and provide the underlying time data.
Can a report be produced before payroll is finalised?
Reports come from processed payroll data. Generate and review the run first.
Can payroll reports be exported?
Yes. Use Export or Download to take the output for finance or for your advisor.
Should employees have access to payroll reports?
No. Employees see their own payslips. Payroll reports contain organisation-wide pay data and should be restricted.
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