Payroll Finalized Email Templates

access level payroll advisor (full access), manager (full access), customer support (view only) module email templates januscrm sends automated emails to customers when their payroll has been processed these emails are triggered after a payroll record has been batched and finalized different email templates are sent based on the customer's configuration and payroll status key updates to email templates email attachments have been replaced with a link where customers can download available reports, excluding the net checks summary customers with net checks and fewer than 10 employees receive a summary of checks they need to write ⚠️ warning customers with net checks, if prosoftware has data retrieval issues, the system will automatically use the standard template without the table during the rollout phase, some customers may temporarily receive the standard format until we ensure proper data connectivity all emails include a " view payroll reports " button that directs customers to a dedicated reports page payroll reports page ⚠️ warning deeper dive troubleshooting document here client view of payroll finalized documents when a customer selects the " view payroll reports " button in the email, they are directed to a dedicated page where they can view and download their payroll documents the payroll reports page includes customer's business name and check date information individual download buttons for each available document a "have questions?" section with contact information ℹ️ note the system automatically determines which documents are available for download based on the customer's configuration and payroll setup email types januscrm uses several different payroll finalized templates depending on the customer's status payroll finalized standard template for most payroll scenarios interim payroll finalized used for interim payroll records payroll flagged and finalized sent when a customer's payroll has flags inactivity payroll finalized sent when a customer has no activity for the period bounced payroll finalized sent during the bounced payroll automation process how automation works the email is triggered immediately after the payroll record has been batched and finalized the email contents depend on the customer's payout method and delivery method the following table shows which documents are available for download based on these settings customer configuration invoice ts recap checks register dd report net checks + email ✅ ✅ ✅ ✅ ❌ direct deposit + email ✅ ✅ ❌ ✅ ✅ net checks + dd + email ✅ ✅ ✅ ✅ ✅ pickup or fedex ✅ ✅ ❌ ✅ ❌ document delivery rules if the customer's payout method is net checks and email delivery, they receive access to the invoice, timesheet recap, checks, and register if the customer's payout method is direct deposit, they receive the dd summary report instead of checks, plus invoice, timesheet recap, and register if the customer's payout method includes both direct deposit and net checks, they receive all documents invoice, timesheet recap, checks, register, and dd summary report if the customer's delivery method is pickup or fedex, they only receive timesheet recap, invoice, and register in their emails, with the checks or dd summary delivered in person or through mail types of email templates net check only if the customer has fewer than 10 employees, receive a summary of checks they need to write paystub distribution reminder ✅ success payroll finalized emails automatically include a reminder to distribute paystubs when net checks are present when customers have net checks as their payout method, the email includes a highlighted reminder section about paystub distribution clear instructions for distributing paystubs to employees emphasis on timely distribution to comply with regulations 📌 tip this reminder helps ensure customers don't forget this critical step in their payroll process, improving compliance and employee satisfaction net check + combination of if the customer has any combination of net checks and direct deposits, only carrier check carrier check and direct deposit flagged and finalized if the customer has the flagged and finalized flag assigned to their payroll record, a different email is sent the same document attachment rules apply inactivity payroll finalized for any payroll flagged as inactivity , a specialized email is sent instead of the standard finalized payroll email only the invoice is available for download interim payroll finalized this template is the same as payroll finalized but is specifically for payroll records of type interim bounced payroll finalized this template is sent during the bounced payroll automation process to replace the standard payroll finalized email for more information, see bounced payroll & credit hold next steps for related documentation notifications tab send manual notifications processing tab finalize payroll before emails 📚 quick reference need help with terminology? 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