Send payslips by e-mail or WhatsApp
Once a run is final, every person has a payslip in their own language: earnings, deductions, gross and net pay, and whether it was paid to their account or in cash.
Before you start
- The run is Final. See Approve, pay and lock a payroll run.
- You need Salaries and payroll.
- For e-mail, each person needs a Personal e-mail on their file. For WhatsApp, a Personal phone, and personal links must be switched on. See Give each person their own HR page.
E-mail the payslips
- Open the final run from HR → Payroll.
- Select E-mail the payslips to send everyone's, or open one person and select E-mail this payslip.
- Read the result under the button: sent, no e-mail in the file, or not sent: the address does not take our mail.
Send one by WhatsApp
- In the final run, open the person.
- Pick the Language of the message.
- Select Send by WhatsApp. WhatsApp opens on your own phone or computer with a ready message containing the link.
- Send the message from WhatsApp.
[SHOT payroll-payslip-phone 390x844]Screenshot to come: A payslip opened from its link on a phone: the period, earnings with days and overtime hours, deductions, gross, total deductions, net pay, 'paid to account •••• 4567', and the Print button
Print a payslip
Open the person in the run and select Payslip, then Print. To make a PDF, choose "Save as PDF" in the print window.
Good to know
- A payslip is never e-mailed to an address that has bounced or marked our mail as spam. Fix the address on the file, or use WhatsApp or print it instead.
- Kluvan does not send WhatsApp messages itself: your own WhatsApp sends them. Nothing is sent from our side.
- The WhatsApp link opens that person's payslip and nothing else. Each new message replaces the previous link, and the link does not count towards the person's three personal links.
- There is no separate PDF file. The person keeps a payslip as a PDF with their phone's or browser's Print, then Save as PDF.
- Each person also finds their final payslips on their own HR page, with the net pay for the year so far and an annual statement.
- If a run was reopened and paid again, its payslips say Corrected and that they replace an earlier payslip of the period.
- Insurance and tax lines come from your country's rule tables, with a note to confirm them with your accountant. See Egypt payroll and UAE payroll.
- Every payslip shown, e-mailed or sent by WhatsApp is written to the activity log.
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