This guide covers: Review payroll, See your employees, Approve timesheets, Review tax filings, Review tax payments.
Review payroll
What it does: Lists every payroll run for the selected year and lets you open the per-employee breakdown for any run.
Where: Client Portal → Payroll (/client-portal/payroll).
Steps:
- From the left nav, click Payroll.
- The year selector in the upper right defaults to the current year — change it to look at prior years (5-year window).
- Each row in the list shows: Pay period · Pay date · Employee count · Gross pay · Status pill (completed, processing, approved, draft).
- Click a row to expand it. The detail panel shows: Gross Pay, Employee Taxes, Employer Taxes, Net Pay totals across the run.
- Under the totals, the Employee Breakdown table lists every employee on the run with columns: Employee · Gross · Federal · State · SS · Medicare · Net.
- Click the row again (or the chevron) to collapse it.
Who: Anyone with a Client Portal login.
Notes: Status colors follow the rest of the portal — green for completed, blue for processing, purple for approved, gray for draft. If a year is empty the list shows No payrolls found for {year}.
See your employees
What it does: Shows your full employee roster, lets you search, and lets you add a new employee by sending them an onboarding invite.
Where: Client Portal → Employees (/client-portal/employees).
Steps:
- From the left nav, click Employees. The header shows X active of Y total employees.
- Type into the Search employees… box to filter by first name, last name, or email.
- The table shows: Name · Email · Pay Type · Hire Date · Status (Active / Inactive).
- To invite a new employee, click Add Employee in the upper right.
- In the modal, enter First name, Last name, and Email. Click Send onboarding invite.
- If the email was sent, you get a green confirmation with the invite link. If email failed, you see an amber Employee added but email not sent banner — click Copy to grab the onboarding link and send it manually.
- Click Done to close. The new employee appears in the roster as Inactive until they finish onboarding.
Who: Anyone with a Client Portal login can invite. The employee themselves completes SSN, address, W-4, and direct deposit during onboarding.
Notes: Employee detail edits (pay rate, status, etc.) live on the accountant side — contact your accountant if you need to change them. The status pill turns green to Active automatically once the employee finishes the onboarding flow.
Approve timesheets
What it does: Reviews timesheets your employees submitted, approves or rejects them, and handles change requests on already-approved timesheets.
Where: Client Portal → Timesheets (/client-portal/timesheets).
Steps:
- From the left nav, click Timesheets. The header shows N pending approval and, if any, the count of change requests.
- The blue Current Pay Period banner shows the active pay window with arrow buttons to step backward and forward. Click Today to jump back to current.
- The three stat cards show Total Timesheets, Pending Approval, Approved for the visible period.
- Use the filter row — All · Drafts · Pending Approval · Approved · Rejected — to narrow the list.
- Click any row to open the detail modal. It shows the employee's daily entries (Regular · OT · PTO · Sick · Total · Notes), employee notes, and totals.
- To approve, click Approve at the bottom of the modal. Optionally add notes, then click Approve in the confirmation dialog.
- To reject, click Reject. Type a rejection reason (≥ 5 characters) and click Reject Timesheet. The employee is notified and can resubmit.
- To add a timesheet on behalf of an employee, click Add Timesheet at the top. Pick the employee, enter hours per day, check Auto-approve this timesheet to skip the submitted step, then click Create Timesheet.
For change requests on already-approved timesheets:
- Click the Change Requests tab (badge shows pending count). Each card shows the employee, week, and an inline Approve / Reject button pair.
- Click the row to expand it and see the Proposed Changes table — original values (Was) next to new values (Now), with changed rows highlighted yellow and changed cells in green.
- Click Approve to apply the proposed changes, or Reject with a reason ≥ 5 chars.
Who: Anyone with a Client Portal login.
Notes: The pay-period stepper changes which timesheets are listed, not which approval actions are available. Timesheets in approved status can still receive a change request from the employee — those land in the Change Requests tab, not the main list.
Review tax filings
What it does: Lists every federal and state tax filing for your company with status, due date, tax liability, and filed date.
Where: Client Portal → Tax Filings (/client-portal/tax-filings).
Steps:
- From the left nav, click Tax Filings.
- Use the year selector in the upper right to filter. All Years is the default.
- The table shows: Form · Period (e.g., Q3 2026) · Due Date · Tax Liability · Status · Filed date.
- Status pills: green accepted, blue submitted, yellow pending, red rejected.
- A red rejected row needs accountant follow-up — your accountant gets the IRS reject notice and re-files; the row updates once the resubmission is accepted.
Who: Anyone with a Client Portal login can view filings.
Notes: This page is read-only. The accountant prepares, submits, and tracks filings; what you see here mirrors what they see. The Filed column is blank until the agency acknowledges.
Review tax payments
What it does: Lists every EFTPS and state tax deposit, with payment type, payment date, amount, status, and confirmation number.
Where: Client Portal → Tax Payments (/client-portal/tax-payments).
Steps:
- From the left nav, click Tax Payments.
- Use the year selector to filter. All Years is the default.
- The three summary cards at the top show Total Payments (count), Completed (sum of completed amounts), and Pending (sum of pending and scheduled amounts).
- The table shows: Tax Type (Federal Income, Social Security, Medicare, FUTA, SUTA, State Income) · Payment Type (eftps, state ACH, etc.) · Payment Date · Amount · Status · Confirmation.
- Status pills: green completed, blue submitted / scheduled, red failed, yellow pending.
- The Confirmation column shows the EFTPS or state confirmation number once the agency posts it. Save these for your records — they prove on-time deposit.
Who: Anyone with a Client Portal login.
Notes: A row in scheduled status is a payment that is queued but has not been transmitted yet — usually because the deposit deadline is still days out. Failed rows are unusual; if you see one, contact your accountant immediately — the underlying tax liability is still due.
Related: Client dashboard & notifications · How tax payments work · How Payrollix files your taxes.