Accessing payroll reports
- Go to Reports in the sidebar
- Click Payroll Reports
- Select the report type
Available reports
Payroll Summary
Overview of payroll by period:| Column | Description |
|---|---|
| Pay Period | Date range |
| Gross Pay | Total wages before deductions |
| Employee Taxes | Taxes withheld from employees |
| Employer Taxes | Your portion of taxes |
| Deductions | 401(k), insurance, etc. |
| Net Pay | Amount paid to employees |
| Total Cost | Net pay + employer taxes |
Payroll Register
Detailed breakdown by employee:| Column | Description |
|---|---|
| Employee | Name |
| Pay Type | Salary, Hourly, Bonus |
| Hours | Hours worked (hourly employees) |
| Gross | Gross pay this period |
| Fed Tax | Federal income tax withheld |
| State Tax | State income tax withheld |
| FICA | Social Security + Medicare |
| Deductions | Pre-tax and post-tax |
| Net Pay | Take-home pay |
Tax Liability Report
Tax obligations by agency and period:| Tax | Period | Liability | Deposited | Due |
|---|---|---|---|---|
| Federal 941 | Q1 2025 | $15,230 | $15,230 | $0 |
| CA Withholding | Q1 2025 | $3,450 | $3,450 | $0 |
| CA SUI | Q1 2025 | $890 | $890 | $0 |
| FUTA | 2025 | $420 | $0 | $420 |
Deductions Report
Summary of all deductions by type:| Deduction | Employees | Employee Amount | Employer Amount |
|---|---|---|---|
| 401(k) | 8 | $4,200 | $2,100 |
| Health Insurance | 10 | $1,500 | $6,000 |
| Dental | 6 | $180 | $360 |
| HSA | 4 | $800 | $0 |
Employee Earnings
Year-to-date earnings by employee:| Employee | Salary/Wages | Bonus | Commission | Gross YTD |
|---|---|---|---|---|
| Jane Smith | $45,000 | $2,000 | $0 | $47,000 |
| John Doe | $28,800 | $0 | $3,200 | $32,000 |
Date ranges
Most reports support flexible date ranges:| Preset | Period |
|---|---|
| Last Pay Period | Previous completed pay run |
| This Month | Current month to date |
| Last Month | Previous full month |
| This Quarter | Current quarter to date |
| Last Quarter | Previous full quarter |
| This Year | Year to date |
| Last Year | Previous full year |
| Custom | Any date range |
Filtering options
By employee
- Individual employee reports
- By department (if configured)
- By pay type (salaried, hourly, contractor)
- By status (active, terminated)
By pay type
- Regular pay only
- Including bonuses
- Including commissions
- Including reimbursements
By location
- By work state
- By pay location
- Multi-state breakdowns
Export options
| Format | Use Case |
|---|---|
| Share with stakeholders | |
| Excel | Further analysis |
| CSV | Import to other systems |
| QuickBooks format | For accountants |
Scheduled reports
Send reports automatically:Common reports by role
For business owners
| Report | Purpose |
|---|---|
| Payroll Summary | High-level labor cost view |
| Total Cost by Month | Labor cost trends |
| Quarterly Tax Summary | Tax obligations overview |
For accountants
| Report | Purpose |
|---|---|
| Payroll Register | Detailed journal entry support |
| Tax Liability | Reconcile deposits |
| Deductions Report | Verify benefit accruals |
| General Ledger Impact | See payroll entries |
For HR
| Report | Purpose |
|---|---|
| Employee Earnings | Compensation review |
| PTO Balances | Time-off tracking |
| Headcount | Employee count over time |
Custom reports
Create custom payroll reports:- Go to Reports → Custom
- Select data fields
- Set filters
- Choose grouping (by employee, department, pay period)
- Save for reuse
Available fields
- Employee demographics
- Compensation components
- Tax withholdings
- Deductions (each type)
- Employer contributions
- Hours (regular, overtime)
- Accruals (PTO, sick)
Historical reports
Access payroll data from previous years:- Select the report type
- Choose date range (can go back multiple years)
- Run report
- 7 years (standard retention)
- Longer if you’ve upgraded retention
Year-end reports
Special reports for year-end:| Report | Purpose |
|---|---|
| W-2 Summary | Preview W-2 data before filing |
| 1099 Summary | Preview 1099 data before filing |
| Annual Tax Reconciliation | Verify all filings match |
| State Wage Reports | State-by-state wage summary |
Tax Reports
View tax-specific reports.