Run payroll: who approves and who publishes
One person prepares, calculates, enters TDS and submits. A different person approves and locks the run. Then the payslips are published.
- For:Finance administrator, HR administrator and Owner
- Takes:20 minutes a month
- On:phone or computer
Before you start
- The month's unpaid days are confirmed and closed. See Confirm unpaid days.
- Payroll readiness shows no blocker for the month. See Set up payroll.
- For a live run, the Owner has released live payroll. Until then a live run can be submitted but not approved. See Release live payroll.
Prepare, calculate and submit (Finance administrator, HR administrator or Owner)
- Open the menu and press Payroll, then Manage payroll runs.
- Choose the month and Live run, then press Prepare run. The run opens.
- Press Calculate. You see Calculated. Look at the totals and what is listed below.
- Under Income tax (TDS) for this month, type each person's TDS in whole rupees. Type 0 for someone with no TDS: an empty box stops the run being submitted.
- Press Save TDS and calculate again. If every empty box should be zero, press Set every empty box to ₹0 instead, then Yes, set them to ₹0.
1 of 2 not entered yet. They stop submission.
- If the card at the top says, for example, 1 thing is stopping you from submitting, press the link beside each item to fix it.
- When the card says Submit for approval, press Submit for approval. You see Submitted. It now waits for someone else to approve it.
Version 1
A different person approves this run: the owner or HR. Whoever submits it cannot approve it.
Watch out
A different person approves this run: the owner or HR. Whoever submits it cannot approve it. If you change an input or press Calculate again after submitting, the submission is withdrawn and you submit again.
Approve and lock, or return (HR administrator or Owner)
- On Payroll runs, open the run marked Waiting for approval.
- Read For the person approving: Totals, By line and Worth a look, not blocking.
- If the figures are right, press Approve and lock the run. You see Approved and locked. The next step is to publish the payslips.
- If something is wrong, open Return it with a reason, write Why are you returning it? in at least 8 characters, and press Return the run. You see Returned. The preparer will see your reason.
Version 1
Approving locks the run and its figures. If something looks wrong, return it with a reason instead.
Calculating again withdraws the submission.
Return it with a reasonWatch out
Approving locks the run. This run is locked, so its figures can no longer be changed. Create a correction run if something is wrong.
Publish payslips (Finance administrator or Owner)
Watch out
Publishing cannot be taken back. There is no way to unpublish, and each employee can see their payslip as soon as you press Publish payslips. Check the approved figures first.
- Open the run. The card says Locked. Next, publish the payslips.
- When you are sure, press Publish payslips. You see Payslips published. Each employee can see their payslip.
Version 1
Publishing lets each employee see their payslip.
Publish payslipsWatch out
Publishing payslips never means paid. This app never sends money. Pay people from your bank, outside the app.
Tip
A Practice run works out the figures without paying anyone. It needs no approval: check it, then press Lock the practice run.
If something goes wrong
| What you see | What to do |
|---|---|
| Someone else must approve this run; you submitted it. | Ask the HR administrator or the Owner who did not submit it to approve it. |
| Live payroll is still locked | The Owner has not released live payroll yet. See Release live payroll. |
| TDS has not been entered for 1 person. Enter 0 where there is none. | Type the TDS, or 0, in each empty box and press Save TDS and calculate again. |
| The unpaid days for November 2026 are confirmed but not closed yet. | Close the month's unpaid days. See Confirm unpaid days. |
| Some records are missing details that pay depends on. | Press the link beside it, fix each blocker, then calculate again. |
| Enter TDS in whole rupees, for example 5000. | Type whole rupees only, with no paise. |
| No one is on payroll for this month. Check that each person has joined and has a salary structure. | Check that each person has a joining date and a salary structure for the month. |
| A payslip cannot be made because a name, job title or pay line name has a letter it cannot print. Write it with English letters on the person's profile (or in their salary structure, for a pay line), then publish again. | Change the letters named in the message on the person's profile, then press the publish button again. |