> ## Documentation Index
> Fetch the complete documentation index at: https://docs.paypunch.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Approving Payroll

> Approve, reject, request changes to, and mark paid a client company's payroll submission.

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](/admin/payroll-workflow).

<Frame />

## 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

<Steps>
  <Step title="Click Approve">
    Use the **Approve** button (available while the submission is **Submitted** or
    **Reviewing**).
  </Step>

  <Step title="Add an optional comment">
    In the **Approve Payroll Submission** dialog, optionally add **Comments**.
  </Step>

  <Step title="Confirm">
    Click **Approve Payroll**. The status becomes **Approved**, the approval is
    recorded, and a confirmation email is sent to the client's active users.
  </Step>
</Steps>

## Reject a submission

<Steps>
  <Step title="Click Reject">
    Use the **Reject** button (while **Submitted** or **Reviewing**).
  </Step>

  <Step title="Explain why">
    In **Reject Payroll Submission**, enter a **Rejection Reason** — required,
    minimum 10 characters.
  </Step>

  <Step title="Confirm">
    Click **Reject Payroll**. The submission returns to **Submitted** so the client
    can correct and resubmit, and the client is notified with your reason.
  </Step>
</Steps>

## Request changes

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

<Steps>
  <Step title="Click Request Changes">
    Use the **Request Changes** button (while **Submitted** or **Reviewing**).
  </Step>

  <Step title="Describe the changes">
    In the **Request Changes** dialog, enter **Requested Changes** — required,
    minimum 10 characters.
  </Step>

  <Step title="Send">
    Click **Request Changes**. The client receives a notification listing exactly
    what to update, and the submission returns to **Submitted**.
  </Step>
</Steps>

## Mark as paid

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

<Steps>
  <Step title="Click Mark as Paid">
    The **Mark as Paid** button appears once the submission is **Approved**,
    **Customer Approved**, or **In QuickBooks**.
  </Step>

  <Step title="Record a reference (optional)">
    In the **Mark as Paid** dialog, optionally add a **Payment Reference** such as
    a check number or transaction ID.
  </Step>

  <Step title="Confirm">
    Click **Mark as Paid**. The status becomes **Paid** and the client is notified
    that the cycle is complete.
  </Step>
</Steps>

## 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.

<Note>
  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.
</Note>