Run payroll

The four steps

Payroll has four steps: Calculate, Review and adjust, Approve and Pay. Open Payroll in the left menu. It has Summary, Process payroll and Salary advances.

The Payroll summary

• Last payout: net pay of the last paid run.
• Cost to company: gross plus employer PF and ESI.
• (Month) payroll: the status of the month that is due.
• Salary advances: requests waiting and amounts to recover.
• Pay runs: each month with People, Net pay, Status, Bank file and Email payslips.
• Where pay went and Take-home by person: a breakdown of the latest run.

How attendance becomes pay

• Working days are Monday to Friday, minus holidays.
• A present day is a working day with at least one approved work session.
• A paid leave day is a working day inside approved leave.
• Loss-of-pay days are working days minus present days minus paid leave days.

Step 1: Calculate

1. 1Go to Payroll → Process payroll. Workclave opens the month that just ended.
2. 2Check the Month and Year at the top. Change them if needed.
3. 3Click Calculate (month) payroll, for example Calculate October payroll.

• If the month is not over, Workclave warns that working days after today count as loss of pay.
• If some people fail, you see “N people couldn't be processed” with their names.
• People whose structure is not for India are listed as outside India payroll. Export their session data from Reports.

Step 2: Review and adjust

The draft shows People, Gross pay, Deductions and Net pay. The Payslips table shows each person's Attendance, Gross, Deductions and Net pay. Click a name to see the full payslip.

1. 1Click Adjust on a person's row.
2. 2Enter a Bonus (added to gross), Other deductions (taken off net) or change the Salary advance recovery.
3. 3Click Save adjustment.

• Click Recalculate after you approve more sessions or leave.
• Click Discard draft and then Yes, discard to throw the draft away.
• You cannot adjust your own payslip.

Step 3: Approve

1. 1Click Approve payroll.
2. 2Read the message: payslips lock and become available to download and email.
3. 3Click Yes, approve.

Step 4: Pay

1. 1Click Download bank file. The file is named like bank-transfer-2026-10.csv.
2. 2Upload or enter the payments in your bank's system.
3. 3Click Email payslips to send each person their payslip.
4. 4When the money has gone, click Mark as paid.

• If email is not set up, you see “Email isn't set up for this workspace yet.”
• A paid month cannot be calculated again. Workclave shows “This month is already paid.”