This article explains how to send payslips to employees as e-payslips and track approvals. Payslips calculated in Teamso are sent from Payroll Calculation (Payroll Manager Permission); a bulk payslip PDF prepared elsewhere is sent from Pay and expenses > E-payslip management (E-Payroll Admin Permission). Tracking, re-sending and manager approval are done in E-Payroll Management.
Before you start
Employees who will see their payslip need E-Payroll Base Permission.
The employee's e-mail address must be on file; SMS notifications need a phone number and digital credits in the company (each SMS uses 1 digital credit).
Payslips calculated in Teamso can only be sent from a Closed period.
Step by step
A. Sending payslips calculated in Teamso
If you chose Yes, Send in the E-Payroll Sending window during calculation, the payslips have already been sent.
To send them later, select the closed period on Pay and expenses > Payroll periods and open the Payrolls category.
For one employee, click the Send to E-Payslip icon on the row; or select employees and click Send to E-Payslip in the box at the bottom.
The Create E-Payslip window shows how many payslips will be created. Employees see their payslips on the Pay and expenses > E-payslip management screen. If you do not want manager approval after the employee approves, tick Skip manager approval (off by default). Optionally write a note for the employee in Note (optional) (e.g. "The September bonus is included in this payroll.") and confirm.
A payslip sent this way can be rejected by the employee; after the employee approves, manager approval is requested unless Skip manager approval was ticked. Payslips sent with Yes, Send during the calculation always ask for manager approval. If you send again to the same employee for the same period, an older e-payslip the employee has not answered yet is replaced by the new one; answered ones stay as history.
B. Splitting and sending a bulk payslip PDF
If you prepare payroll in another system, you can upload one PDF with all employees' payslips and distribute it.
Go to Pay and expenses > E-payslip management in the left menu and choose the Pay Slip Splitting card. The list shows the bulk records you uploaded. The tabs on top (All, In progress, Failed, Completed) group the records by wizard stage and show how many each one has. Type a month name or a year in Search term (e.g. May 2026), or pick a single month from the list of the Term filter (it lists only the months that have a record); the search, the filter and the tab work together. Sort orders the list by term, status (in wizard order) or creation date; clicking a table header changes the same sort. Get Report is on the right of the page header (the round button under the title on phones). On a narrow screen the list turns into cards, each with Continue (or Details) and a delete button.
Click Upload Pay Slip in the page header. The Bulk Payroll Upload wizard opens.
Upload: choose the PDF and the Term it belongs to, then click Upload & Continue. The PDF is split into per-person pages (Splitting PDF). You can close the window and come back later with Continue.
Start Matching: the system matches each payslip to an employee by Turkish ID number.
Manual Match: unmatched payslips are shown as red cards. Open the payslip to see whose it is, pick the employee from the list and click Match. Partial matches (name/ID does not fully match) ask for confirmation. Payslips without an employee are not sent.
Send: set Enable the rejection feature (so the employee can reject the payslip) and Skip manager approval, optionally write a note, and click Send. The confirmation shows how many employees will get an e-payslip and a notification (email/SMS); this cannot be undone.
The Completed step lists the processed payslips.
You can delete a wrongly uploaded bulk record with the delete icon on its row: Delete Master Only leaves distributed payslips untouched and removes the pages that were not matched to anyone together with the record; Delete With Payrolls also removes every distributed payslip from employees. If approved payslips exist, an SMS code sent to your phone is required.
C. Uploading a payslip for one employee
On the Payrolls card, if an employee's cell for a month is empty, you can upload a single PDF for that month with + (Add).
D. Tracking approvals
The E-Payroll Management > Payrolls card lists employees as rows and months as columns. The icon in each cell shows the payslip's status: Sent To Employee, Pending Manager Approval, Approved, Rejected. The Search by employee name box, the Year filter and Number of payslips under Add filter above the list work together; Sort orders it by employee or number of payslips. Report and Settings sit on the right of the page header (round buttons under the title on phones).
Click a cell to open the payslip; Message History shows sending, rejections, approvals and notes in date order.
Download the Period-Based Report or Personnel-Based Report Excel with Report.
Set up the automatic reminder report on the Configuration > E-payslip > Approval follow-up notifications page (Settings in the page header opens it too): turn on Send the approval follow-up report, choose the recipients (Send to e-payroll managers, Send to the employees' direct managers, Additional e-mail addresses, at most 20) and click Save in the bar at the bottom. On day 8, 15 and 30 after sending, at 09:30, the report e-mails the list of employees who have not approved. Each manager only sees employees of the branches they are responsible for, and each direct manager only their own reports.
E. Re-sending a rejected payslip
Open a payslip with status Rejected and click Re-send.
In Re-send Payroll, read the Last rejection reason and describe the check and correction in Note (required, at most 1000 characters).
If needed, upload a Corrected payroll PDF (optional); if you do not, the current file is re-sent.
Send it. The payslip goes to the employee again on the same record; the previous rejection reason and your note stay in the message history.
F. Manager approval
After the employee approves, unless manager approval was skipped, the payslip moves to Pending Manager Approval. It is answered by a holder of E-Payroll Admin Permission responsible for the employee's branch, or by the employee's direct manager:
Open the payslip on E-Payroll Management > Payrolls (or click Answer).
Click Approve or Reject. When rejecting, you can enter a Reject Reason.
Result
A sent payslip appears on the employee's E-Payroll Management screen with status Sent To Employee; the employee gets an e-mail, and an SMS if a phone number and digital credits are available. A former (passive) employee receives the payslip as a PDF attachment by e-mail. When the employee approves or rejects, e-payroll managers and the employee's direct manager get an e-mail.
Common issues
Symptom: Send to E-Payslip is disabled and says "E-payslips can only be sent from a closed period's payrolls".
Cause: The period is open (it may have been reopened).
Fix: Calculate and close the period, then send.
Symptom: Some payslips in the bulk PDF were not matched.
Cause: The Turkish ID number on the payslip does not belong to any employee in Teamso (not added, missing or different ID number, or a summary page).
Fix: This is not an error. Open the payslip and pick the employee with Manual Match; leave summary pages unassigned.
Symptom: The employee did not receive an SMS.
Cause: No phone number on file, or the company ran out of digital credits.
Fix: Check the phone number and top up digital credits. The e-mail notification is always sent.
Symptom: An SMS code is requested when deleting a payslip.
Cause: The payslip has an employee or manager action (approval or rejection).
Fix: Enter the code sent to your phone.
Symptom: Opening a payslip says its PDF could not be found, and deleting it says "This payroll has already been deleted. The list has been refreshed."
Cause: The payslip was deleted in another tab or by another manager while the list was open.
Fix: Nothing to do; the payslip leaves its cell and the detail window at once, and the list refreshes in the background.