Payroll Reports

View payroll summaries, tax liabilities, and employee details.

Labor is probably your biggest expense. You want to know: How much are we actually spending on people? What are the tax implications? Which departments are costing the most? Is overtime getting out of control?

Payroll reports give you visibility into all of it — labor costs, tax liabilities, deductions, and employee-by-employee breakdowns. Whether you’re doing a quick check or handing a package to your accountant, the data is here.

Accessing payroll reports

1. Go to Reports in the sidebar
2. Click Payroll Reports
3. Select the report type

Available reports

Payroll Summary

Overview of payroll by period:

Column	Description
Pay Period	Date range
Gross Pay	Total wages before deductions
Employee Taxes	Taxes withheld from employees
Employer Taxes	Your portion of taxes
Deductions	401(k), insurance, etc.
Net Pay	Amount paid to employees
Total Cost	Net pay + employer taxes

Payroll Register

Detailed breakdown by employee:

Column	Description
Employee	Name
Pay Type	Salary, Hourly, Bonus
Hours	Hours worked (hourly employees)
Gross	Gross pay this period
Fed Tax	Federal income tax withheld
State Tax	State income tax withheld
FICA	Social Security + Medicare
Deductions	Pre-tax and post-tax
Net Pay	Take-home pay

Tax Liability Report

Tax obligations by agency and period:

Tax	Period	Liability	Deposited	Due
Federal 941	Q1 2025	$15,230	$15,230	$0
CA Withholding	Q1 2025	$3,450	$3,450	$0
CA SUI	Q1 2025	$890	$890	$0
FUTA	2025	$420	$0	$420

Deductions Report

Summary of all deductions by type:

Deduction	Employees	Employee Amount	Employer Amount
401(k)	8	$4,200	$2,100
Health Insurance	10	$1,500	$6,000
Dental	6	$180	$360
HSA	4	$800	$0

Employee Earnings

Year-to-date earnings by employee:

Employee	Salary/Wages	Bonus	Commission	Gross YTD
Jane Smith	$45,000	$2,000	$0	$47,000
John Doe	$28,800	$0	$3,200	$32,000

Date ranges

Most reports support flexible date ranges:

Preset	Period
Last Pay Period	Previous completed pay run
This Month	Current month to date
Last Month	Previous full month
This Quarter	Current quarter to date
Last Quarter	Previous full quarter
This Year	Year to date
Last Year	Previous full year
Custom	Any date range

Filtering options

By employee

• Individual employee reports
• By department (if configured)
• By pay type (salaried, hourly, contractor)
• By status (active, terminated)

By pay type

• Regular pay only
• Including bonuses
• Including commissions
• Including reimbursements

By location

• By work state
• By pay location
• Multi-state breakdowns

Export options

Format	Use Case
PDF	Share with stakeholders
Excel	Further analysis
CSV	Import to other systems
QuickBooks format	For accountants

Scheduled reports

Send reports automatically:

1. Choose the report

   Select the report you want to schedule.

2. Set frequency

   Weekly, bi-weekly, monthly, or quarterly.

3. Add recipients

   Enter email addresses (can include external, like your accountant).

4. Activate

   Enable the schedule. Runs automatically on your defined schedule.

Common reports by role

For business owners

Report	Purpose
Payroll Summary	High-level labor cost view
Total Cost by Month	Labor cost trends
Quarterly Tax Summary	Tax obligations overview

For accountants

Report	Purpose
Payroll Register	Detailed journal entry support
Tax Liability	Reconcile deposits
Deductions Report	Verify benefit accruals
General Ledger Impact	See payroll entries

For HR

Report	Purpose
Employee Earnings	Compensation review
PTO Balances	Time-off tracking
Headcount	Employee count over time

Custom reports

Create custom payroll reports:

1. Go to Reports → Custom
2. Select data fields
3. Set filters
4. Choose grouping (by employee, department, pay period)
5. Save for reuse

Available fields

• Employee demographics
• Compensation components
• Tax withholdings
• Deductions (each type)
• Employer contributions
• Hours (regular, overtime)
• Accruals (PTO, sick)

Historical reports

Access payroll data from previous years:

1. Select the report type
2. Choose date range (can go back multiple years)
3. Run report

Historical data is available for:

• 7 years (standard retention)
• Longer if you’ve upgraded retention

Year-end reports

Special reports for year-end:

Report	Purpose
W-2 Summary	Preview W-2 data before filing
1099 Summary	Preview 1099 data before filing
Annual Tax Reconciliation	Verify all filings match
State Wage Reports	State-by-state wage summary

Access in Reports → Payroll → Year-End.

Tax Reports

View tax-specific reports.