7shifts Payroll Reports

⚠️ Prerequisites

⚠️ Admins can set up, access and run Payroll.

⚠️ Payroll reports are only available on the web app.

⚠️ The following reports are only available for Accounts using 7shifts Payroll.


Payroll History

View Payroll



Frequently Asked Questions

Payroll History

Track the progress of submitted payroll with real-time progress insights. Each line item in Payroll History is a payroll that was created and submitted - whether it has been paid out or not. Click on them to get more details!

From the Payroll page:

  1. Login to the web app as an Admin.

  2. Head to Payroll, in the left navigation bar.

  3. On the Payroll dashboard > scroll to Payroll History:

    For each Pay Period, you can note the:
    • Pay Period dates
    • Type of payroll cycle (regular or off-cycle)
    • Payroll Status:
      • Draft:
        • Payroll is created but not yet approved
      • Pending:
        • Payroll is submitted and can be reopened if the Employer/Admin needs to make changes
        • This status is temporary and will automatically advance to Processing once the cut-off window passes
      • Processing:
        • Once the cut-off time has passed, payroll moves into this status
        • Indicates the transfer of funds to pay Employees
        • Payrolls cannot be reopened or deleted once in this state
      • Paid:
        • Payroll funds have successfully been withdrawn and paid to Employees
    • Date of approval
    • Payday
    • Total Paid Amount

  4. Click on the More Options  Screen_Shot_2022-12-01_at_5.26.25_PM.png  icon:

  5. Choose to View payroll, Download payroll summary, Download payroll journal, or Download paper checks.

    This option is visible if it meets the following requirements: the pay period is in Processing or Paid, and has Paper checks as at least one of the employee's payment methods.

    For example, here's what you can expect to see when selecting View payroll: 

    Hover over the tooltips Screenshot 2024-02-06 at 3.47.25 PM.png to reveal a breakdown of the amount:

    Direct Deposit Withdrawal - The amount to be withdrawn from your bank accounts through direct deposit.

    Manual Payments - The total value of manual payments, specifically checks, that require processing.

    Other Liabilities - Additional financial obligations, including Employee and Employer benefit costs.

    Total Payroll Cost - The overall sum or total payroll cost.

From the Reports page:

  1. In the left navigation bar, head to Reports > Payroll.

  2. Use the dropdown menu to select the Report Type

    Screenshot 2023-11-15 at 1.43.01 PM.png

  3. Set your date range:

  4. Click Download CSV. The reports will populate the payroll data for all users that fit the criteria chosen.

View Payroll

Viewing payroll will differ depending on their status (pending, processing, or paid). Here are examples of what you can expect to see for each payroll status:

Pending Payroll

  • Pending status icon
  • Reopen and Edit Payroll button: reopen and make any edits up until the approval deadline date
  • Use the tabs to view Pay Breakdown, Taxes, Benefits, and Post Deductions

Processing Payroll

  • Processing status icon
  • This payroll is view-only and no further edits can be made
  • Use the tabs to view Pay Breakdown, Taxes, Benefits, and Post Deductions

Paid Payroll

  • Paid status icon
  • This payroll is view-only and no further edits can be made
  • Use the tabs to view Pay Breakdown, Taxes, Benefits, and Post Deductions


Once Employees have been paid out, they can always review and download their paystubs on the web or mobile app. Feel free to send them this handy article that will walk them through this process:

7shifts Payroll: How can Employees view their Pay Stubs?

As an Admin, you can view and download paystubs by heading to Team > search and click on the employee's profile > select the Wages and payment tab > see section Paystubs:

You can expect paystubs to look similar to:
Screenshot 2023-10-25 at 4.19.44 PM (1) (1).png


Employees will be able to access their W-2s in their Accounts (by heading to My Account > Tax Forms), and terminated Employees who did not opt-in for paperless delivery will receive their W-2s by paper mail.

To review your team's W-2s:

    1. Login as an Admin, and head to Payroll > Tax > W-2 Employees:

    3. Use the filters to narrow down your results by year, or search for a specific Employee:

    4. Click Actions to download a full report on your local device:


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