Once a payroll is approved, every employee in it has a payslip. This guide shows how to open one payslip or download them all, how payslip passwords work, and how payslip emails reach your employees.
Before you start
- Payslips are final once the payroll is Approved · locked (see Submitting and approving a payroll). Before that, a payslip is marked DRAFT.
- Who can see payslips in Sahora is set by your accounting firm in Service setup. You can see the settings in Company setup, on the card Payslips in Sahora (or How your accounting firm serves you):
- Owner/HR payslip access: when on, your owner and HR can view and download the payslips of all employees. When off, only your firm can.
- Employee payslip access: when on, employees can view and download their own payslips in the portal.
- Payslips are shown to the roles that see pay: Owner / Management, Payroll officer, Finance and Payroll approver. A confidential salary stays hidden from everyone but the owner and payroll officers.
Open one payslip
- Open Payroll and choose the pay period.
- In the register, click the employee's name.
- Click Open payslip (PDF). It opens in Sahora's viewer, which asks for the payslip's password.
Download every payslip
- Open Payroll and choose an approved pay period.
- On the Payout card, find Download all payslips: and choose:
- ZIP (one file per employee, each with its password), to hand each employee their own file; or
- One combined PDF (no password), for your own records or printing.
The Payout card is shown to owners, payroll officers and Finance. Both downloads include only the employees you are allowed to see. Keep the combined PDF safe: it has everyone's pay and no password.
Sahora records every payslip view and download, including the ZIP and the combined PDF.
Payslip passwords
The owner chooses the password in Company setup → Payroll settings → Payslip PDF password:
- Birth date as MMDDYYYY (default): for example, 05141990 for 14 May 1990.
- Employee number.
- No password (not recommended).
The same password protects the payslip the employee downloads from the portal, and each file in the ZIP. Keep birth dates and employee numbers complete in the 201 file so each payslip can be protected.
Payslip emails
Paid plans Payslip emails come with the paid plans. On the Free Plan, during a trial or for no-charge clients, the Payout card says so and employees open their payslips in the portal.
When the Payslip emails switch is on in Payroll settings:
- After a payroll is approved, each employee with a portal login gets one email with a link to their payslip in the portal. The email never carries the payslip or any amount.
- Employees can switch these emails off on their Notifications page.
- Each employee gets the email once per payroll.
The Payout card shows "Payslips emailed: N of M." To send to those not sent yet, for example employees invited to the portal after the approval, click Email payslips now. Sahora tells you how many were sent and how many were skipped (no login, no email, opted out, or already sent).
The switch may be set by your accounting firm, and emails need the employee portal and employee payslip access to be on.
Good to know
- Employees read their payslips in the portal and can ask about a line (see Your payslips and Payslip questions).
- A payslip can't change after approval. A correction goes through an adjustment run (see Adjustment runs and back pay).