Skip to main content
When a client company submits its payroll, you review the numbers and act on the submission. This page covers the four decisions you can make: Approve, Reject, Request Changes, and Mark as Paid. For the bigger picture, see Payroll Workflow.

​
Open a submission

From Payroll, click a submission to open its detail page. The header shows the company name and the pay period date range. Below it you’ll find summary cards (Total Hours, Total Amount, Employees, Pay Period) and a per-employee breakdown table with Regular Hours, OT Hours, PTO Hours, Total Hours, and Amount, with a totals row.

​
Approve a submission

1

Click Approve

Use the Approve button (available while the submission is Submitted or Reviewing).
2

Add an optional comment

In the Approve Payroll Submission dialog, optionally add Comments.
3

Confirm

Click Approve Payroll. The status becomes Approved, the approval is recorded, and a confirmation email is sent to the client’s active users.

​
Reject a submission

1

Click Reject

Use the Reject button (while Submitted or Reviewing).
2

Explain why

In Reject Payroll Submission, enter a Rejection Reason — required, minimum 10 characters.
3

Confirm

Click Reject Payroll. The submission returns to Submitted so the client can correct and resubmit, and the client is notified with your reason.

​
Request changes

Request Changes is the middle ground — keep the submission in play but ask the client to adjust specific items.
1

Click Request Changes

Use the Request Changes button (while Submitted or Reviewing).
2

Describe the changes

In the Request Changes dialog, enter Requested Changes — required, minimum 10 characters.
3

Send

Click Request Changes. The client receives a notification listing exactly what to update, and the submission returns to Submitted.

​
Mark as paid

Once the payroll liabilities have been paid, close out the cycle.
1

Click Mark as Paid

The Mark as Paid button appears once the submission is Approved, Customer Approved, or In QuickBooks.
2

Record a reference (optional)

In the Mark as Paid dialog, optionally add a Payment Reference such as a check number or transaction ID.
3

Confirm

Click Mark as Paid. The status becomes Paid and the client is notified that the cycle is complete.

​
IIF and history on the detail page

If an IIF file has been generated for the submission, an IIF Export card shows the filename, when it was generated, whether it was emailed, and a Download button. A Workflow History card records every action taken on the submission.
Approving, rejecting, requesting changes, and marking paid require the ADMIN or SUPER_ADMIN role. Read-only (VIEWER) users can see submissions but can’t act on them.