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Payroll run items

The Items tab shows the records included in a payroll run. Use it to check what the run contains before exporting, sending or closing anything.

Open payroll items​

  1. Open Payroll from the main navigation.
  2. Open the payroll run you want to review.
  3. Select the Items tab.

What appears on the Items tab​

The Items tab can include:

  • payroll run reference and status
  • pre-export validation
  • items included in the payroll run
  • related timesheets
  • candidate pay
  • linked client invoices
  • linked supplier bills
  • flags that need attention

Use the Items tab as the main review screen before export. It brings together the payroll-facing result of timesheets, expenses, contract rates, client invoices and supplier bills.

Typical columns include:

  • Item Ref No
  • Item Type
  • Client
  • Site
  • Candidate
  • Contract Ref No
  • Week Ending
  • Type
  • Creates
  • Timesheet Status
  • Payroll Status
  • Candidate Pay
  • Client Invoice
  • Supplier Bill
  • Flags

Pre-export validation​

The Pre-Export Validation panel shows whether the run has passed required checks.

If a check fails:

  1. Review the validation message.
  2. Open the related item, if available.
  3. Correct the source record, such as the candidate, client, contract, timesheet, invoice or bill.
  4. Return to the payroll run and re-check the validation.

Validation helps reduce downstream payroll and accounting errors, but it should not replace your agency's payroll review process.

If totals do not look right, open the linked timesheet and review the timesheet lines, breakdown, expenses and payroll summary. Many payroll differences are caused by source setup, such as a missing rule, incorrect payment type, wrong client payroll tax setting, missing workers compensation mapping or an expense routing issue.

Adding items​

Some payroll runs show an Add Items action.

Use this only when you are sure the item belongs in the current run. Availability depends on the run status, permissions and whether the run has already been exported or locked.

When adding items, you may be able to select from approved or authorised timesheets and filter the available list by period ending date or status. This helps payroll users add the correct records without opening every timesheet one by one.

Before adding items to a run, check:

  • the week ending or period ending date
  • timesheet approval status
  • timesheet authorisation status
  • candidate and client
  • contract reference
  • payment type
  • whether the item is already included in another run

The export action may remain unavailable until the required items have been approved or authorised according to your workflow.

Payroll run statuses include Pending, Approved, In Payroll, Exported, Paid, Closed and archive-related statuses. Timesheet statuses are tracked separately from payroll run status. See Payroll status definitions and Timesheet status definitions.

Linked records​

Items can link to related records such as:

  • timesheets
  • candidates
  • clients
  • contracts
  • invoices
  • supplier bills

Use these links to investigate the source information behind a payroll item.

Before exporting to Xero or closing a run, check both the candidate-facing and client-facing outcomes: candidate pay or payslip, client invoice, supplier bill, expenses and margin.

If the item relates to a candidate-submitted timesheet, open the linked timesheet and confirm the submitted shifts, breaks, notes and expenses match the approved work. If the item was created from a manual timesheet upload, check the uploaded document as well as any extracted lines.

Adjustment items can appear alongside ordinary timesheet items. Treat them like payroll items: review the linked original timesheet, adjustment breakdown, approval status and candidate/client financial impact before export.

Expense and logistics checks​

Before exporting a run, check any included expenses or logistics items:

  • Confirm whether each item is actual or forecast.
  • Check whether it is routed through a timesheet or as a standalone expense.
  • Review supplier receipts or invoices where they exist.
  • Review approval evidence, such as a signed contract or email approval.
  • Confirm whether digital approval was skipped because approval had already been collected.
  • Check split charges so the client invoice, recruiter margin and candidate pay or deduction are correct.

Expenses should be approved or authorised according to your payroll process before they affect payroll, invoicing or accounting exports.

  • Payroll Overview
  • Payroll Invoices, Bills and Payslips
  • Financials Timesheets
  • Status definitions
  • Rate Rules and Timesheet Simulator