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Download payslips and draft payslips for UK pay runs

Updated




Available for the following users: Admin

Payroll admins in the UK can now download payslips for a finalised pay run, or preview and download draft payslips for an open pay run. This allows you to keep records or review payslips before publishing them to employees.

Before you start, make sure your organisation is set up as an EmploymentOS UK organisation.

This article explains how to:

Download payslips for a finalised pay run

Download the official PDF payslips for all employees in a completed pay run. This does not publish the payslips to employees or notify them.

Steps to download payslips for a finalised pay run
  1. Log on to your payroll platform
  2. Go to Payroll > Pay runs.
  3. Select the finalised pay run you want to download payslips from.
  4. Open the Reports dropdown.
  5. Select Download payslips.
  6. Wait for the progress indicator while the file is prepared. The action will be disabled until the download completes or fails.
  7. When the download completes, a PDF containing every employee's payslip for this pay run will be downloaded to your computer.
  8. If the download fails, an error message will appear with a retry option. No partial file will be delivered.

Download draft payslips for an open pay run

Preview and download draft payslips for all employees in an open (pre-finalisation) pay run. These drafts are clearly marked with a "DRAFT" watermark and reflect the current pay run figures.

Steps to download draft payslips for an open pay run
  1. Log on to your payroll platform
  2. Go to Payroll > Pay runs.
  3. Select the open (not yet finalised) pay run you want to preview.
  4. Open the Reports dropdown.
  5. Select Draft payslips or Preview payslips.
  6. Wait for the progress indicator while the draft is generated. The action will be disabled until the file is delivered or fails.
  7. When the download completes, a PDF containing every employee's draft payslip (with a "DRAFT" watermark) will be downloaded to your computer.
  8. If you have edited earnings and recalculated the pay run, downloading draft payslips again will reflect the updated figures.
  9. If the download fails, an error message will appear with a retry option. No partial file will be delivered.

Further information

Get help from the Employment Hero Community

If you are looking for further ideas, try our community.

What is the difference between downloading and publishing payslips?
Downloading payslips gives you a PDF copy for your records or manual sharing. It does not make payslips visible to employees or send them notifications. Publishing payslips makes them available in employee self-service and notifies employees.
Can I download payslips for individual employees?
No, this feature downloads payslips for all employees in the selected pay run. Individual or filtered downloads are not supported.
What happens if the download fails?
If the download fails, you will see an error message with a retry option. No partial file will be delivered.

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