Payroll Reports

Payroll Reports help you track, analyze, and stay compliant with payroll data. From high-level summaries to department breakdowns, this module ensures your HR and finance teams always have the right insights at hand.

What You’ll Learn

By the end of this guide, you’ll know how to:

    • Access and navigate payroll reports
    • Generate and configure different report types
    • Export and share reports in multiple formats
    • Schedule recurring reports
    • Analyze trends and compliance data
  • Troubleshoot common reporting issues

Getting Started

Prerequisites

    • HR Admin or Payroll Manager access
    • Processed payroll data (for the period you want to report on)
    • Report permissions enabled in your role
  • Validated data (ensure salary, tax, and deduction entries are accurate)

Types of Reports Available

  • Payroll Summary → Overview of payroll totals
  • Employee Salary Reports → Individual salary details and payslips
  • Tax Reports → TDS, tax compliance, refund summaries
  • Department Reports → Payroll by department
  • Custom Reports → Build your own views
  • Compliance Reports → Legal and regulatory reporting

Accessing Payroll Reports

Step 1: Navigate to Reports

    • Go to Payroll from the main menu
    • Select Reports
    • Browse Report Categories
  • Click on the report type you need

Step 2: Reports Interface

On the Reports page, you’ll see:

  • Categories → Payroll, Tax, Compliance, Custom
  • Report List → Available reports within each category
  • Quick Actions → Generate, export, or schedule reports
  • Recent Reports → Your last generated reports
  • Favorites → Pin frequently used reports

Payroll Summary Report

Generate a Payroll Summary

    • Select Payroll Summary
    • Pick a Period (month/year)
    • Apply filters (Department, Employee, Currency)
  • Click Generate Report

Report Output

    • Total Employees processed
    • Gross Salary (before deductions)
    • Total Deductions
    • Net Salary (take-home)
    • Department-wise breakdown
  • Component analysis (HRA, PF, TDS, etc.)

Employee Salary Reports

Generate an Employee Report

  • Click Employee Salary Reports
  • Select an Employee
  • Choose a Period
  • Click Generate

Available Report Types

  • Payslip → Monthly payslip for an employee
  • Salary History → Track salary changes over time
  • Component Breakdown → Detailed salary structure
  • Tax Summary → Tax deducted for the employee

Tax Reports

Generate Tax Reports

  • Go to Tax Reports
  • Select a Report Type (TDS Summary, Compliance, Refund, etc.)
  • Set the Period
  • Click Generate Report

Report Output

  • Employee-wise tax deductions
  • Total tax deducted in period
  • Tax slabs and calculations
  • Compliance status

Department Reports

Generate Department Reports

  • Select Department Reports
  • Choose a Department
  • Set the Period
  • Click Generate

Report Features

  • Department payroll overview
  • Employee count and salary totals
  • Salary distribution within department
  • Cross-department comparison and trend analysis

Custom Reports

Create a Custom Report

  • Go to Custom Reports
  • Choose a Template or start from scratch
  • Select fields (Employee ID, Department, Deductions, etc.)
  • Apply filters, sorting, and grouping
  • Preview → Save → Generate

You can also schedule custom reports to run automatically.

Scheduling Reports

  • Go to Schedule Report
  • Select the report you want to schedule
  • Set Frequency (Daily, Weekly, Monthly)
  • Add Recipients (emails)
  • Confirm delivery format (PDF, Excel, CSV)

Manage schedules:

  • Edit or pause existing schedules
  • Delete outdated schedules

Exporting & Sharing Reports

  • Export Options PDF, Excel, CSV, HTML
  • Email ReportsSend directly from system with message note
  • Download Reports Save to local storage

Analytics & Insights

  • Trend Analysis Track salary/expense growth over time
  • Comparison ChartsCompare months, employees, or departments
  • Distribution AnalysisSalary ranges or deduction spread
  • Forecasting Predict upcoming payroll costs

Best Practices

  • Schedule reports Avoid last-minute rush
  • Validate data before running reports
  • Standardize formats (PDF for sharing, Excel for analysis)
  • Archive old reports for audits and compliance
  • Restrict access to sensitive payroll reports