Pending Approval - Payroll

access level payroll advisor (full access), manager (full access), customer support (view only) module payroll 📋 overview the pending approval process allows clients to review and approve/reject payroll before it is finalized this workflow includes email and sms notifications sent to the client a secure review link with payroll details (invoice, timesheet recap, deductions recap) logging of all actions taken by the client or payroll advisor notifications to payroll advisors for rejections (streamlined to reduce clutter) ⚠️ important payrolls in pending approval will not auto approve the client or payroll advisor must take action this setting, “client needs pending approval” , can be enabled/disabled from lead card > payroll tab payroll card > details tab (customer subtab) 🔄 how it works payroll enters pending approval client receives both email + sms with a review link review window opens a pop up displaying invoice preview timesheet recap deductions recap report (new tab added) deductions recap report employee level deductions deduction categories + amounts total deductions summary ℹ️ note this report is exclusive to pending approval workflow inactivity handling (new change) clients can approve/reject payroll even if inactivity is assessed document requirements no longer block approval ✅ client action approve or reject client selects approve or reject if approved , payroll advisors recieve a notification and the payroll card approval botton changes to green record moves to billing or delivery tab depending on the type of payment method if rejected system automatically notifies the assigned payroll advisor only 🏢 internal approval/rejection when a januscrm user processes on behalf of the client a confirmation modal appears choose predefined reason or enter a custom note action is logged for audit trail tooltip shows most recent approval/rejection users cannot manually charge clients who are still awaiting a response in the pending approval workflow a manual charge can only be processed after the client approves or an internal user overrides the pending status if the payroll is rejected users will also not be able to charge the client manually 🖥️ post approval page after client action approval/reject buttons are disabled only invoice & timesheet recap remain visible documents downloadable for 15 days via email link ⚠️ after 15 days, client must contact support 🎨 approval status indicators the client payment approval button now displays status by color 🟧 yellow/orange (#dd6b20) approval request sent – waiting on client 🟩 green approved 🟥 red rejected ⬜ gray no action taken yet 🔄 resending payroll for client approval if a client rejects a payroll and the payroll advisor reprocesses it, the advisor can resend the approval request directly from januscrm reprocess and upload the updated payroll documents open the client payment approval dropdown select send email the system will reset the approval workflow send a new pending approval email with the updated documents allow the client to approve or reject the payroll again update the client payment approval button back to 🟧 orange, indicating a new approval request is pending ⚠️ warning resending an approval request will overwrite the client’s prior decision in the audit trail always include clear notes in the record when resending to ensure proper documentation and visibility for managers 🔧 troubleshooting common issues & resolutions client cannot access link disable pop up blocker, use chrome/safari, request new link if >15 days expired approval/rejection not processing refresh page, check internet connection, ensure javascript enabled documents not downloading try save as, disable pop up blockers, switch to desktop advisor not receiving rejection notices verify advisor assignment in client record check spam/junk confirm system notification status 🚨 escalation path level 1 team lead/manager override approvals, resend manual notifications, client comms level 2 it help desk system failures, notification delivery errors, document generation issues 📌 include client name, approval status, screenshots, error messages, timestamp 🌟 best practices during onboarding explain approval process + response expectations processing efficiency monitor pending approval queue; set internal deadlines system config review approval settings regularly; update as client needs evolve next steps after understanding the pending approval process processing tab manage payroll requirements notifications tab send manual communications details tab configure approval settings 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation