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Payroll Processing System
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Payroll Processing System · Available now

Review employee pay from inputs through settlement and posting.

Payroll Processing System runs employee pay from effective compensation and approved time through gross-to-net calculation, payroll review, payslips, settlement evidence and journal posting. Payroll Specialist prepares the cycle and explains employee results.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewPending Timecard Approvals
Payroll Processing System · Timecards

Pending Timecard Approvals

Timecards in one list

New timecard
Timecards in view
6
Total hours
55
Manual
2
TA import
2
EmployeeWork dateEarning codeHoursUnitsSource
Ayla Rahman26 OctHoliday pay15160Manual
Tomas Iyer31 OctOvertime at time and a half10530TA import
Tomas Iyer23 OctPerformance bonus3290Timesheet app
Elise Haddad24 OctHoliday pay10580Auto salary
Nadia Solis31 OctHourly wages5150Manual
6 of 6 records
Holiday payTimecards · TMC-20114
Manual
EmployeeAyla Rahman
Work date26 Oct
Hours15
Units160
StatusSubmitted
Approve pay runTMC-20114 · Holiday pay

Payroll Manager reviews the employee detail and records the actual payroll decision through the authorized path.

Waiting for Payroll Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
22
Saved views
16
Roles with set permissions
6
Reports and dashboards
9
Features

Review payroll work in one place

Every feature works on the same records. Pick one to see the screen your team works in.

Payroll setup and compensation

Check employee eligibility, effective compensation, pay calendars and verified account details before calculation.

  • Employee eligibility
  • Effective pay
  • Bank instructions
  • Employees
  • Compensation
  • Pay calendars
  • Bank accounts
  • Earning codes
  • Deduction codes
Explore payroll setup and compensation
OverviewBank Account Verification
Payroll Processing System · Payroll setup and compensation

Bank Account Verification

Active waits for the payroll manager

New
EmployeeBank account labelBank nameCurrencyAllocation typeAllocation amount
Jonas KwanPrimary checking ending 2841Harborstone Community BankUSDRemainder of net180
Leo OkaforSavings split ending 6032Cedar Vale Credit UnionCADFixed amount820
Ayla RahmanPayroll checking ending 1187Northmere Savings BankGBPPercent440
Priya MensahExpense account ending 7426Linden Grove BankEURRemainder of net670
Tomas IyerSecondary checking ending 0954Brookfield Cooperative BankUSDFixed amount650
6 of 6 records
Primary checking ending 2841Bank accounts · BA-51360
USD
EmployeeJonas Kwan
Bank nameHarborstone Community Bank
Allocation typeRemainder of net
Allocation amount180
Priority70
Example screen with sample data
Process

From approved inputs to posted payroll

Inputs to posted payroll ships ready to use. 2 steps need a named approval before the work moves on: Approve pay run (Payroll Manager) and Post payroll journal (Finance).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Prepare inputs

    Check employee pay terms, approved hours and variable pay before opening the cycle.

    Holiday payTMC-20114 · Payroll Manager
    Prepare inputsBy Payroll Manager

  2. Calculate pay

    Create employee pay detail and reconcile gross, deductions and net amounts.

    Holiday payTMC-20114 · Payroll Specialist
    Calculate payBy Payroll Specialist

  3. Review exceptions

    Explain changed amounts and resolve held employee items before the payroll decision.

    Holiday payTMC-20114 · Payroll Specialist
    Review exceptionsBy Payroll Specialist

  4. Approve pay run

    Record the Payroll Manager decision on the reviewed cycle before generating payslip records.

    Holiday payTMC-20114 · Payroll Specialist
    Approve pay runBy Payroll Specialist
    ApprovalPayroll Manager reviews the employee detail and records the actual payroll decision through the authorized path.

  5. Record settlement

    Match genuine bank confirmation evidence to the payroll obligation; payment transmission is configured separately.

    Holiday payTMC-20114 · Payroll Manager
    Record settlementBy Payroll Manager

  6. Post payroll journal

    Have Finance review account allocation and debit-credit totals before posting the journal.

    Holiday payTMC-20114 · Finance
    Post payroll journalBy Finance
    ApprovalFinance reviews the balanced draft journal and authorizes posting after checking the source payroll and account mapping.

Start with Inputs to calculation

Inside a record

Connect your payroll sources

Open any timecard to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Employee, Work date, Hours and Units.

  2. 2
    Linked records

    Records linked to this timecard.

  3. 3
    Who works on it

    Payroll Specialist, Employee and Team Manager, each with their own permissions.

  4. 4
    Process stages

    Prepare inputs, with the role that acts.

  5. 5
    Approvals

    Approve pay run and Post payroll journal, with who decides.

Pending Timecard ApprovalsHoliday pay
Payroll Processing System · Timecards

Holiday pay

Manual

Log activity
1
Record details
EmployeeAyla Rahman
Work date26 Oct
Hours15
Units160
3

Who works on it

  • Payroll SpecialistManage benefit deductions, one time payments, pay run items…
  • EmployeeManage bank accounts, Timecards
  • Team ManagerManage one time payments, Timecards
4

Process stages

  • Prepare inputsPayroll Manager, Team Manager, Employee
5

Approvals

  • Approve pay runPayroll Manager
    Approved
  • Post payroll journalFinance
    Waiting
Example screen with sample data
Approvals

Keep pay and posting decisions clear

OverviewApprovals
Payroll Processing System · Overview

Approvals

Signed in as Payroll Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • TMC-20114Holiday pay
    Requested by Ayla Rahman
    Manual0dActions
  • TMC-71410Overtime at time and a half
    Requested by Tomas Iyer
    TA import4dActions
  • TMC-32880Performance bonus
    Requested by Tomas Iyer
    Timesheet app5dActions
  • TMC-97209Holiday pay
    Requested by Elise Haddad
    Auto salary6dActions

Who approves what

DecisionApprover
Approve pay runRecord the Payroll Manager decision on the reviewed cycle before generating payslip records.Payroll Manager
Post payroll journalHave Finance review account allocation and debit-credit totals before posting the journal.Finance
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Payroll Processing System to the work that is theirs. Pick a role to see what it starts with.

Payroll Specialist

Spec role 3 (Payroll Specialist) from roles-grant-matrix.md. No user assigned yet.

This is the first screen this role sees.

OverviewPay Run Schedule

Pay Run Schedule

Pay runs · Payroll Specialist

Pay run numberPay calendarPeriod startPeriod endPay dateCountry
PR-11221Australia fortnightly, Wednesday pay date01 Nov10 Nov02 NovUS
PR-86767US weekly, Thursday pay date21 Oct25 Oct03 NovCA
PR-11974US monthly, last business day22 Oct31 Oct08 NovGB
PR-40550Canada biweekly, Friday pay date23 Oct29 Oct04 NovUS
PR-80432Canada monthly, final Friday25 Oct28 Oct02 NovCA
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Explain pay and reconcile the cycle

Explain employee calculations, reconcile settlement evidence and review payroll journal and tax-year totals.

Overview
Payroll Processing System · Overview

Payroll Processing System dashboard

This quarter

Pay runs in view
6
US
2
CA
2
GB
2

Timecards by status

How far records got this quarter

StageReachedStep
Draft42
Submitted2867%
Manager approved1864%
Locked844%

Hours by status

Sample totals per stage

10.0k0
10.0kDraft
6.0kSubmitted
8.0kManager approved
5.0kLocked
3.0kPosted
Example screen with sample data
  1. 01Payroll Register

    List each pay run items Employee, Compensation, gross pay, taxable wages, taxes withheld, deduction total, net pay and Status within its pay run.

  2. 02Gross-to-Net Detail

    Group payslip lines Type, Amount, Hours, Rate, earning code and deduction code beneath pay run items and pay runs to explain each calculated result.

  3. 03Pay Cycle Progress

    Compare pay runs pay calendar, period start, period end, pay date, Status and employee count for work awaiting review, settlement or posting.

  4. 04Benefit Contributions

    Review benefit deductions employee amount and employer amount by Employee, deduction code, effective dates and Status.

  5. 05Garnishment Balances

    Show Garnishments remaining balance, max per period, max percent of dispo earnings, Priority, remit to and Status by Employee and garnishment number.

  6. 06Settlement Reconciliation

    Compare bank payment confirmations Amount, Currency, confirmation reference and settled at with the linked pay runs net pay total computed and Status, identifying missing or repeated evidence for review through separately authorized confirmation access.

  7. 07Payroll Journal Balance

    Group journal entry lines GL account code, Debit and Credit beneath journal entries to reconcile total debit and total credit with each pay run.

  8. 08Year-to-Date Statutory Withholding

    Aggregate statutory deduction payslip lines through pay run items to Posted pay runs by Employee, tax jurisdiction and pay date within the selected tax year.

  9. 09Tax Form Register

    Review tax forms tax year, Country, form type, gross wages, taxes withheld, file URL and Status by Employee and tax jurisdiction.

All reports and dashboards

Who it's for

Fit payroll to your workforce

See how Payroll Processing System fits your kind of team.

Salaried and variable pay teams

Use dated compensation and separately reviewed bonuses or reimbursements for a salaried workforce.

Hourly operations

Rehearse manager-approved hours and calendar-specific cutoff locking for an hourly payroll team.

Distributed payroll teams

Organize payroll review across employee locations while preserving jurisdiction, calendar and access boundaries.

Controls

Investigate payroll exceptions

Each stage of inputs to posted payroll names the role that acts and the status it records, so a change is never anonymous.

OverviewInputs to posted payroll
Payroll Processing System · Process

Inputs to posted payroll

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
2
Roles involved
6
Tables touched
19
Verify compensation and accountsApproval
Payroll Specialist, Payroll Manager
StatusPending verify → Active
RecordsBank accounts, Compensation, Pay calendars
Prepare inputsApproval
Payroll Manager, Team Manager, Employee
StatusDraft → Submitted
RecordsOne time payments, Pay calendars, Employees
Calculate pay
Payroll Specialist, Employee
StatusDraft → Computed
RecordsCompensation, Pay calendars, Pay run items
Inputs to posted payroll
  1. Start
    Verify compensation and accountsPending verify → Active
    Bank accounts
  2. Approval
    Prepare inputsDraft → Submitted
    One time payments
  3. Step
    Calculate payDraft → Computed
    Compensation
  4. Step
    Review exceptionsComputed → Hold
    Benefit deductions
  5. Approval
    Approve pay runReviewed → Approved
    Pay runs
Example screen with sample data

See each stage in detail

AI agent

Prepare payroll reviews with Proto

Ask Proto to prepare payroll reviews and explain source detail while authorized people retain the decisions.

It can

  • Payroll Specialist: Explain an employee's net-pay change using effective compensation and the detailed earning and deduction lines.
  • Team Manager: List submitted timecards assigned to me and show the work information I need to review.
  • Payroll Manager: Prepare the payroll review using employee totals, hold reasons and existing decision evidence.
  • Finance: Compare the draft journal's debits and credits with its account lines and identify unexplained differences.

Stays with a person

  • Payroll Manager decides payroll approval, and Finance authorizes journal posting.
  • Proto prepares work through the acting person's permissions.
  • It must leave human decisions with those owners and use genuine bank or filing evidence before recording external outcomes.
  • Choose the screens and reports available to the assistant, then test its record access with the ordinary role account.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Payroll Processing System
  • Core HR
  • Time and attendance
  • Benefit administration
  • Banking
  • Company ledger
  • Document storage and delivery
  • Filing partner
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 22 tables
22tables
  • Payroll setup and compensation9
  • Timecards and one-time payments6
  • Gross-to-net pay runs10
  • Benefits and garnishments7
  • Payslips and tax forms8
  • Settlement and payroll accounting9
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Agree the pilot

    Choose the actual pay calendar, period and employee population. Name the person responsible for each source decision. Prepare checked payroll results for a dated salary change, hourly work and a deduction case where the business uses them.

  2. Prepare records and access

    Payroll Admin checks code flags, jurisdiction references and account mapping. Bring in approved employee terms and verified bank instructions. Test employee identity mapping, bank masking and Team Manager access with ordinary accounts.

  3. Rehearse source work

    Employee submits timecards and Team Manager approves or rejects them. Exercise variable pay around the routing threshold and check the later payroll decision. Review effective benefits and garnishments before running the calendar cutoff.

  4. Explain the calculation

    Payroll Specialist computes the Draft run and reconciles employee detail with source work. Investigate held items. Payroll Manager records the payroll decision through the agreed route, then checks the generated payslips and employee file access.

  5. Reconcile settlement and posting

    Bring genuine bank evidence through controlled intake. Finance reviews the draft journal’s balance and account targets before posting. Compare the linked payroll result and any external ledger acknowledgement.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Payroll Processing System.

All questions
How do I get started?

Click Get started, then use Proto to configure Payroll Processing System for your business. Pilot your actual pay calendar with approved employee terms, timecards, a deduction case and genuine settlement evidence. Have Payroll Manager and Finance rehearse their decisions before expanding.

Can we use salary and hourly compensation?

Yes. Compensation carries the salary or hourly rate with effective dates and a pay calendar. Payroll selects the terms in effect on the period end. Rehearse a dated change and compare the calculation with the approved source terms.

How do timecards reach payroll?

Enter work manually or configure the attendance or timesheet connection your team uses. Team Manager reviews submitted work. The daily cutoff process locks eligible manager-approved cards for the applicable calendar. Follow inputs to calculation.

Who approves a pay run?

Payroll Manager decides after reviewing the employee calculations and exceptions. The internal notice requests that review. Record the actual decision through the permission route agreed during setup, with the decision owner and date retained.

What does Paid mean?

A bank payment confirmation with a linked run and a nonempty reference can move a Computed, Reviewed or Approved cycle to Paid. Reconcile the reference with real bank evidence and check the earlier payroll decision separately.

How do we handle bank payment?

Review the employee's verified account and allocation instructions, then use the company's connected bank process for payment. Bring its authentic confirmation into payroll so Payroll Manager and Finance can reconcile the obligation.

What happens when an employee item is held?

Payroll Specialist records the hold reason and follows the compensation and detailed lines to explain the exception. Agree its treatment during calculation, approval and payslip preparation, then rehearse that case before releasing the cycle.

How do employees receive payslips?

Approval creates payslip records linked to the employee's pay item. Payroll Manager checks the document on the Payslips page. Configure the storage and delivery channel, then verify that Employee can retrieve the correct period's file through their own account.

How do we review filing reminders and tax forms?

Payroll Manager and Finance review the jurisdiction reminder and posted statutory withholding. Payroll Manager checks the employee artifact before issue. The connected filing partner supplies the external evidence used to record filing and its date.

Can we change the configuration later?

Use Proto to prepare the change with the responsible owner. Repeat affected calculations, approval behavior and access checks before release. Implementation explains the rehearsal, and pricing describes metered machine work.

Set up Payroll Processing System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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