Home › Help › HRMS Core › Run payroll and share payslips
Payroll and payslips

Run payroll and share payslips

Run the monthly payroll for your own employees in six steps, from synchronizing attendance to approving salaries, generating payslips, sharing them and paying.

HRMS CoreUpdated 6 Oct 2026 · 4 min read · v2026.10
29 second walkthrough · no sound needed

Before you start

  • You need the Company Head, HR or Finance role.
  • Each employee needs a monthly salary on their profile. Employees without one are not paid in the run.
  • Make sure the month's attendance and leave are complete. Payroll reads them when you synchronize attendance.

Steps

  1. Open Payroll and pick the month

    In the sidebar, under Payroll, click Payroll. At the top right, choose the month and the year. The cards show how many employees there are and how many are Generated, Approved, Paid and Pending, with the total Payroll Amount. Below them, Payroll Workflow shows the six steps for that month.

    The Payroll page with the month selectedFull size
    Step 1

    Tip Each step applies to all employees of the month. To act on some people only, tick their rows in the table first.

  2. Synchronize attendance

    Click Synchronize Attendance. ZeniaHR reads the month's attendance, leave and overtime for everyone and works out their payable days.

    Step 1, Synchronize AttendanceFull size
    Step 2

  3. Check the attendance summary

    The summary shows the Working Days, Present Days, Payable Days and LOP Days it found, and how many employees were processed. Click View detailed report to see each person, or Done to continue.

    The attendance summary after synchronizingFull size
    Step 3

  4. Generate the payroll

    Click Generate Payroll. Tick the employees to include, or leave them all unticked and click Generate for all. Salaries are worked out from the payable days, with unpaid leave and approved overtime applied. Running it again for the same month updates the existing records; it never creates duplicates.

    The Generate Payroll pageFull size
    Step 4

  5. Approve the payroll

    Check the salaries in the table, then click Approve Payroll and Confirm. Approved payroll becomes read-only.

    The approval confirmationFull size
    Step 5

  6. Generate the salary slips

    Click Generate Slips. ZeniaHR creates a payslip for every employee in the run and downloads them to your computer as one ZIP file.

    Step 4, Generate Salary SlipsFull size
    Step 6

  7. Share the payslips

    Click Email All Slips and confirm to email each employee their payslip, or click Download Slips ZIP (all) to keep a copy. In the table, the icons at the end of each row let you open, preview or download one person's slip. Employees can also download their payslips from the ZeniaHR app.

    Email All Slips above the payroll tableFull size
    Step 7

  8. Pay the salaries and lock the month

    Under Salary Payment, click Bank Sheet to download the salary transfer sheet for your bank. When the salaries are paid, click Mark Paid. Finally, use Lock Month to close the month so its payroll can no longer change.

    Step 5, Salary PaymentFull size
    Step 8

Questions

An employee shows Not Generated. Why?

They have no monthly salary on their profile, so there is nothing to pay. Add their salary, then synchronize attendance and generate the payroll again.

Attendance changed after I generated payroll. What do I do?

Synchronize attendance again, then generate the payroll again: the existing records are updated with the new days. This works only while the month is not locked.

Can I run payroll for only some employees?

Yes. Tick their rows in the payroll table before you start a step, or tick them on the Generate Payroll page. Each step then applies only to them.

The month is locked and I need to change something.

A locked month cannot be synchronized or changed. Only a Company Head can unlock it, and gives a reason that is kept in the audit log. Unlocking never deletes the payment records. Make the change, then lock the month again.

Related