Xero Payroll Pay Runs – How to Send Payslips by Email

Author: Mark Cunningham

Published: May 11, 2018

Categories: Payroll

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Once you have posted a pay run in Xero payroll, you can email the payslips to your employees. In this tutorial, we will use Xero’s demo company to email the payslips from a posted pay run.

Pay Runs in Xero Payroll

To get to the right area of Xero payroll:

  1. Go to Settings → Payroll in the main menu.
  2. Click on the Pay employees tab.

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How to Send Payslips by Email

Xero’s demo company should have a number of posted pay runs ready for you to use for this exercise. If this is not the case, please add a draft pay run by following the steps in our guide on how to add a pay run in Xero payroll. Then, post the pay run to get it ready for emailing payslips.

Once you have a posted pay run ready to go, click anywhere on its row in the Pay Run History section. For this exercise, I have clicked on the pay run at the top of the list:

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On the next screen, click on the Pay Run Options button underneath the list of employees. Next, click on the Email Payslips option in the drop-down list:

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A pop-up box will appear showing you a list of the employees who have been paid in this pay run and are set up to receive a payslip via email. If you do not want to email a payslip to any of the employees on the list, untick the checkbox next to their name.

In this example, Odette Garrison was the only employee paid in this pay run, which is why no other names appear on the list. As we do want to email her a payslip, we will leave the checkbox ticked and press the Email Payslips button to continue:

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Once completed, a blue circle with a white tick should appear next to Odette’s name on the list of employees. That means a payslip has been emailed to her from this pay run.

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That is all you need to do to email payslips to your employees in Xero payroll. To return to the main Pay Runs section, hit the Cancel button.

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