Client Timesheet Requests and Payroll Approvals

Parolla provides a simple way for payroll bureaus and payroll administrators to request timesheets and obtain client approval of processed payrolls.

Using secure email links, clients can upload CSV timesheets, review payroll documents and approve or decline pay runs without needing a Parolla account.

Timesheet requests and approval decisions are tracked against the relevant pay run, making it easier to manage payroll across multiple clients.

Setting Up Client Email Addresses

Client email addresses can be configured in the Payroll Calendar Settings.

These addresses are automatically populated when requesting timesheets or sending a pay run for approval. They can also be edited when sending individual requests.

1. Requesting a Timesheet

Timesheets can be requested from the Pay Run Calendar or directly from an individual pay run.

1. Find the relevant pay run and select Request Timesheet.
2. Check the client’s email address in the Timesheet approver email addresses field.
3. Optionally enter additional recipients in the CC field or select CC me to receive a copy.
4. Add or edit the message to the client.
5. Click Request timesheet.

Parolla sends an email to the client identifying the payroll period, payment date and dates covered by the pay run.

The email includes a secure Upload timesheet link.

Uploading a Timesheet — Client Instructions

The client receives the timesheet request email and clicks Upload timesheet.

This opens a secure Parolla upload page identifying the organisation and pay run.

The client can then:

1. Drag and drop their CSV timesheet file into the upload area, or click to browse for the file.
2. Enter their name.
3. Add an optional message for the pay-run administrator.
4. Select Send upload confirmation to the requester and organisation administrators if they want a confirmation email sent.
5. Click Upload timesheet.

The timesheet is uploaded against the relevant pay run, ready for the payroll operator to import.

Tracking Timesheet Requests

The pay run calendar displays the status of each request:

• Timesheet: Requested — The request has been emailed to the client.
• Timesheet: Uploaded — The client has uploaded their CSV file.

Once uploaded, the payroll operator can import the timesheet data into the pay run, review it and process payroll as normal.

2. Sending Payroll for Client Approval

Once a pay run has been processed, it can be sent to the client for approval.

1. Open the processed pay run.
2. From the Actions menu, select Send to Approver.
3. Confirm the client’s email address in Approval email addresses.
4. Optionally add CC recipients or select CC me.
5. Customise the accompanying message.
6. Use Preview printed payslips (PDF) to check the document before sending.
7. Click Send for approval.

What Does the Client Receive?

Parolla sends an email containing:

• The organisation and payroll period requiring approval.
• Your customised message.
• A PDF attachment containing the payroll documents and printed payslips.
• An Approve pay run button.
• A Decline pay run button.

Clients can review the attached payroll information before making their decision.

They can also reply directly to the email to contact the person who requested approval.

3. Approving a Pay Run — Client Instructions

If the client is satisfied with the payroll details, they click Approve pay run in the email.

A Parolla confirmation page appears displaying Pay run Approved and confirming that the response has been recorded.

No additional login is required.

The pay run status in Parolla is updated to Approval: Approved.

4. Declining a Pay Run — Client Instructions

If the client identifies an error or requires changes, they can select Decline pay run.

This opens a secure Parolla page where they can:

1. Enter their name.
2. Enter a Reason for declining, explaining the changes required.
3. Click Decline pay run.

The decline decision and accompanying message are recorded against the pay run.

The payroll operator can review the client’s feedback and make the necessary corrections before requesting approval again.

5. Tracking Client Approvals

Approval statuses are displayed directly on the pay run calendar alongside the normal payroll status and timesheet information.

For example, a processed pay run may display:

Processed | Approval: Approved | Timesheet: Uploaded

The client approval status and any message supplied when declining a pay run are also available on the individual pay run.

This enables the payroll operator to quickly identify outstanding requests and pay runs requiring further attention.

Sending Another Approval Request

Where necessary, the operator can send another approval request for the same pay run.

Parolla identifies the new request in the email and indicates when it replaces a previous approval request.

This is useful when following up with clients or requesting approval after changes have been made.

Benefits of the Client Workflow

Secure document exchange: Clients upload timesheets and respond to approval requests through secure Parolla links rather than exchanging payroll files manually.

No client login required: Clients can complete timesheet uploads and payroll approvals without maintaining a separate Parolla account.

Reduced administration: Operators can request information, distribute payroll documents and collect decisions from within the pay run.

Clear payroll status: Timesheet and approval statuses are visible directly on the payroll calendar.

Recorded client feedback: Declined approvals include a reason, helping the payroll operator understand and resolve issues.

More effective payroll controls: A structured client approval process helps payroll bureaus and employers review payroll before proceeding with their normal completion procedures.

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Parolla’s client workflow brings timesheet collection, payroll preparation and client approvals together in one cloud-based payroll application.