If several users need to approve payroll—or if, for example, an accountant should be able to prepare payroll without giving final approval—you can set this up under Company → Payroll.
Requirements
At least two users must have the Approve payroll permission.
Automatic payroll approval must be disabled.
When a user either prepares or approves payroll as the first step, an email is automatically sent to the other approvers, notifying them that payroll is awaiting approval.
Multiple Approvers:
When a company has multiple users, you can define how many approvals are required before a payroll run is finalized.
By default, only one approval is required, but you can increase this to two or more.
For example, if two approvals are required, payroll will only be finalized once two designated users have approved it.
Once the first user approves, the payroll status becomes Partially Approved and is locked for editing.
If the payroll is reopened, all approvals are reset, and the process must begin again with the required number of approvals.
Payroll Preparation:
If the setting Allow payroll preparation is enabled, a user with the Prepare payroll permission can mark the payroll run as ready for approval.
This is useful if, for example, a bookkeeper needs to review payroll before it is approved.
Note: While a payroll run can be approved without being prepared, preparing it locks the run and marks it as ready for review.
Locked Payroll Runs and Reopening:
A payroll run that has been locked (due to partial approval or preparation) can still be reopened, as long as it is before the payroll deadline.
Once reopened, the approval status is reset, and all required approvals must be completed again.
What Happens If Payroll Isn’t Approved in Time?
If payroll is not approved before the deadline, it will either be postponed to the next period or cancelled, depending on how late the approval is.
Guide:
1. Go to Company → Payroll Settings.
Under the field Number of people needed to approve a payroll before it can be executed, select how many users must approve the payroll before it can be processed.
2. If you wish to use Payroll Preparation, check the box labeled Allow payroll review for those with that permission.
This enables users with the Prepare payroll permission to mark a payroll run as ready for approval.
