Add a note or comment to payslips and invoices

Adding a comment to an employee's payslip is a quick and easy way to explain why you have made a change to their payslip. This can be done on both draft and generated payslips.

A comment can be added to an individual employee's payslip in 4 ways: 

• Selecting the drop-down next to the employee's Payslip ID > Comment
• Applying unallocated hours to a draft or generated payslip
• Adjusting leave accruals on a draft or generated payslip
• Saving edits or adjustments to the employee's payslip

General comments

To add a general comment to an individual's payslip without editing the draft or adjusting generated payslips, navigate to the payroll page and select the drop-down arrow next to the relevant employee's payslip ID, then select Comment. 

This comment will appear on the last page of the employee's payslip. Payslips with these comments will be easily identified on your payroll page, by the highlighted speech bubble icon. 

Hot tip: Hover over the highlighted icon to view a preview of the comment applied. 

Adding comments when editing or adjusting payslip details

When editing or adjusting payslips, you can provide a comment when changing specific items, such as adding unallocated hours, increasing or decreasing leave accruals, and saving changes. 

If you're new or unfamiliar with making edits or adjustments, check out our dedicated guide. 

To add a comment while editing or adjusting a payslip:

1. Navigate to your Draft or Generated payslips, and find the employee payslip you want to update. 
2. From the drop-down next to the employee's payslip ID, select Edit or Adjustment.
3. You can apply individual comments when making changes to the following fields:
   • Quantity of hours - When increasing the quantity of existing hours, or adding in new hours, you have the option to allocate them to a date in the pay cycle, or leave them as unallocated. For unallocated hours, you can optionally provide the employee with a comment explaining the hours.

     • Comments applied to unallocated hours will appear in the hours breakdown on page 2 of the employee's payslip. 

       

   • Leave accruals - When adjusting the leave accruals to increase or decrease the value accrued for the pay period, you can apply a comment notifying the employee. As you can adjust leave accruals individually, you can provide a comment for each leave type. 

     • Comments applied when adjusting leave accruals will appear within the Entitlements Accrual section on the main page of the employee's payslip. 

       

         Please note: When creating an adjustment if you are just updating to leave entitlements that are not visible to employees will not be highlighted on the payslip. So, comments left on those will also not appear. 

4. Once you have made your changes and added your comments to the payslip, select Save. 

5. You will be able to add an additional payslip comment before you finalise your edit or adjustment. This comment will appear on the last page of the employee's payslip, and will show on the payroll page when hovering over the highlighted speech bubble. 

   

     Hot tip: When saving edits to a payslip, you can include a comment for audit purposes. These comments are only visible to admins in the payslip history; employees won't see them. We recommend adding a comment whenever you manually update a payslip to keep a clear record of all changes.

6. You can easily view all the comments applied to the payslip by selecting the payslip ID from the main payroll page. This will open up the PDF copy of the payslip for you to view. 

You can easily apply notes to all upcoming employee payslips at once by using the Additional Information field of your Office Code. Notes entered here are a great way to notify of general payroll updates that affect all employees. 

  Please note: The note will only appear on payslips for employees associated with the office code to which you have applied the additional information. If you have multiple office codes in your platform, you will need to apply the note to each active office code individually. 
 

To add a note to all payslips using the office code:

1. First, navigate to your Payroll Settings > Office Codes.

2. Find the relevant office code and select Edit.

     Please note: You will only be able to apply an additional note to office codes that have been set up as paying entities.

3. In the 'Additional Information Title on Payslip' field enter your custom title. If no title is entered here, the note will appear under Additional Information on employee payslips. 

4. Next, in the 'Additional Information on Payslip' field, enter the details you want reflected on the payslips. Select Save once completed. 

   

5. The note will appear on an additional page of the payslips upon the next payslip generation. Don't forget to remove the note before the next pay cycle if you don't want it to appear on all payslips going forward. 

  Hot tip: If you invoice clients, you can also use the office code to add additional details to your invoices. Check out the section below for the steps to do that. 

When invoicing clients, you may need to notify them of any changes that might affect them or how you receive payments. You can easily do this by adding additional information to your Office Code. 
 

To add a note to your invoices for your clients to view:

1. First, navigate to your Payroll Settings > Office Codes.

2. Find the relevant office code and select Edit, and find the Invoice Payment Details section.

   

3. In the 'Additional Information on invoice' field, enter the details you want reflected on the invoices. Select Save once completed. 

   

4. The message will appear at the bottom of the page when the next invoice is generated. Don't forget to remove the note before the next invoice is generated if you don't want it to appear on future invoices.