PaySauce has a huge range of reports for you to get lots of information: both about your pay as you are running it as well looking back over a range of pays.
This guide explains what each report shows, when to use it, where to find it, and which format works best. It also contains an appendix of fields on the reports.
Where reports live in PaySauce
Reports are accessed from three different places in PaySauce, depending on what you need:
Reports area is where you'll find most reports.
Run a Pay and History is where you'll find reports for an individual pay run. These reports are available in two places: During the pay run, before it's closed, from the Finalise tab. After the pay run is closed, from the History section.
The reports themselves are the same in both places. This is where you'll find pay summaries, payment details, costing reports, banking reports, debt balance reports, invoices, IR forms, payslips, and timesheet reports for a specific pay period.
How to choose the right format
Most reports are available in three formats:
On screen is best for a quick look or a fast check. You can't filter or save it easily, so it's not ideal if you need to share or analyse the data.
CSV is the most flexible format. You can open it in Excel or Google Sheets, sort and filter, and pull out the information you need. This is the format we recommend for almost any analysis task, and the one most accountants prefer for working files.
PDF is the right choice when you need a clean, presentable document. It's harder to manipulate, which is why some accountants prefer it for end-of-year records or when sending information that shouldn't be altered.
Reports area
The following reports are available from the 'Reports' section in PaySauce.
Unless otherwise specified, the date range fields will use your pay period dates (rather than payment dates).
Employee details
Employee details
Shows the core information held against each employee. Use this at setup time to confirm staff details have been loaded correctly, or any time you want a snapshot of who's on payroll and how they're configured.
CSV is the most useful version. It includes full personal details, contact info, IRD number, bank account, tax code, KiwiSaver settings, child support, payment setup, leave balances, and termination status.
On screen shows a useful subset for visual confirmation
PDF is a lighter version, good for sharing but missing some of the detail in the CSV
Employee details: allowances and deductions
Employee details: allowances and deductions
Shows every allowance and deduction set up for each employee.
CSV is the recommended format and useful to send to clients or accountants after setup
PDF contains the same information
On screen is available but the layout may be awkward depending on the columns displaying
Leave requests
Leave requests
Shows leave requests made through the system, including when they were submitted, approved, refused, or closed, and whether they were removed automatically after the pay cycle or manually.
This report only includes leave that was submitted as a leave request. Leave entered directly into the payroll without a request won't appear here.
CSV is the most useful version, showing all detail in a clean, easy-to-read layout
PDF contains the same information
On screen shows the same data in a less convenient format
Tagsets
Tagsets
Shows the costing centre labels and values currently in use, including archived ones. Particularly useful for businesses that cost work to different jobs or projects (such as trades), and essential for troubleshooting timesheet uploads from time and attendance systems.
CSV includes tagset ID, label, and value, which is what you need for diagnosing upload issues
PDF and on screen show the same fields in a more readable layout
Create employees export
Create employees export
Designed for moving staff between companies, for example when a business is sold and the same employees are moving to a newly set up entity, or when a new IRD number is issued and payment records need to stay separate. The export is structured so it can be imported into a new company quickly and accurately.
Format: CSV
Leave transactions export
Leave transactions export
Provides leave transaction data for export.
Pay history
Pay history
Provides full detail on every pay across a date range, including hours, days, gross taxable income, PAYE, KiwiSaver, ESCT, deductions, net pay, and a breakdown of allowances and deductions by type.
CSV (standard) is the version we recommend. It contains everything you need to understand a pay in detail
CSV Audit shows additional information about leave setup at the time of each pay. Useful when investigating historical issues, for example where an employee has switched between 8% holiday-pay-as-you-go and a leave-accruing arrangement
On screen and PDF show less detail and are best for a quick check rather than analysis
Allowance
Allowance
Shows every payment made to each employee between two dates, including leave taken. Useful when you're trying to find when a particular payment was made.
CSV is the recommended format
PDF contains the same information but page margins can cut off content
On screen is fine for a quick look
Deduction
Deduction
Shows deductions made for each employee between two dates.
Average rates
Average rates
Shows 52-week and 4-week totals and averages for hourly and daily rates. Useful for understanding how the system calculates average daily pay and average hourly rate, which feed into leave rate calculations.
Available in: on screen, PDF, CSV
Leave balances
Leave balances
Shows current leave balances for all employees, with the option to view balances at a specific date in the past (useful for end-of-financial-year reporting). Includes entitled, accrued, taken, and balance figures, along with the rate and dollar value of leave.
The dollar value is calculated for annual leave and alternative leave; other leave types show hours and the rate they would be paid at.
CSV is preferred by most accountants for working files
PDF is preferred when accountants want a record that can't be manually altered
On screen is good for a quick check
Leave payment history
Leave payment history
Shows leave taken between two dates, including the type of leave, hours, days, rate paid, and total amount. You can filter by staff, teams, or tagsets.
On screen, PDF, and standard CSV all show the core information
CSV Audit is the most comprehensive version. It adds comparison columns showing the current rate, 4-week average, and 52-week average rates at the time the leave was paid, plus a daily breakdown of hours. Invaluable during audits.
Hours worked vs leave taken
Hours worked vs leave taken
Compares hours worked against leave taken across a date range. Useful for checking the last time leave was taken, it also provides the total value of top ups (if paid).
Timesheet history
Timesheet history
Shows timesheet detail by employee and date, including hours, time in, time out, breaks, and costing.
Timesheet detail is available while processing a pay on the timesheets view (Processing tab) by clicking the 'down' arrow.
CSV is effectively an audit report. It shows who initially recorded each timesheet, when, and who modified it, when.
PDF and on screen show the basic timesheet information without the audit trail
Timesheet days not worked
Timesheet days not worked
Shows the days an employee didn't work, including weekends and other non-working days. An audit report used to demonstrate that staff are receiving the breaks required under their employment agreements. Particularly useful for businesses employing migrant workers, where these records may be reviewed by government agencies.
CSV is the recommended format for audit purposes
PDF and on screen show the same information
Average hours / day
Average hours / day
It provides the average hours worked on any day, for up to 12 weeks in the past.
PayNow requests
PayNow requests
Shows PayNow request activity for employees.
Termination pay
Termination pay
Explains how a termination payment was calculated for an individual employee. Written in plain language and suitable for sharing directly with the employee. Shows accrued pay, entitled leave balance, alternative leave balance, the rates applied, and the total payment.
Format: PDF
Termination liability
Termination liability
Shows entitled leave, accrued leave, and alternative leave totals and rates for all staff, with a grand total of the business's termination liability. (A different version of this report is available during a pay run from the Summary tab — see the Run a Pay / History tab section.)
CSV is the most useful for analysis
PDF is good for sharing
On screen shows the same information
Termination liability history
Termination liability history
Shows termination liability over time, useful for tracking how a business's liability has changed across periods.
Termination paid
Termination paid
Shows all terminated staff between two dates and what was paid in annual leave and alternative leave. The CSV version includes the 4-week, 52-week, and current rates that were available at the time, as well as the leave rate rule that applied to the employee. Makes it easy to see where rate selections were made and what the alternatives would have been.
CSV is the recommended format
On screen is useful as a quick check on names, dates, and totals
Entity audit
Entity audit
Shows which user account made changes and when. Useful for tracking who changed what in the system.
PDF is the more readable version
On screen shows the same information
Billing summary report
Billing summary report
Shows the charge for each pay cycle, including subscription charges, totals, and GST.
Available in: on screen, PDF, CSV
Billing detail report
Billing detail report
Shows more granular billing detail than the summary, including the employees on each line, the plan, the billing period, and when each pay was closed.
CSV is the recommended format (the PDF can have margin issues)
On screen and PDF show the same information
63-day annual leave taken
63-day annual leave taken
Shows annual leave taken in the 63 days following the start of the new financial year. Frequently requested by accountants for end-of-year work.
Available in: on screen, PDF, CSV
YTD earnings report
YTD earnings report
Shows total income and IRD deductions between two dates for selected employees, including gross taxable income, PAYE, KiwiSaver (employee and employer), student loan, child support, net pay, and payroll giving. Totals can be calculated across all selected employees.
PDF (individual certificates) is the version many accountants prefer to send to their clients at the end of the financial year. Each employee gets their own certificate, packaged in a zip file
PDF (standard) and CSV are useful for comparing PaySauce data with what IRD holds, and for identifying any filing discrepancies that need to be sorted
On screen is good for a quick look
Costing history
Costing history
Shows a summary of costing details for pays between two dates.
CSV is the most useful as you can filter the data
PDF and on screen show the same information in a less flexible layout
Run a Pay and History reports
These reports relate to a single pay run and are accessed in two places: from the 'Finalise' tab during the pay run before it's closed, and from the History area after the pay has been closed.
Summary report (single table)
Summary report (single table)
Shows all the payment details for the pay run in one summary table. Commonly sent to employers when an accountant or administrator is running the pays.
Format: PDF
Where to find it: Summary tab
Summary report (double table)
Summary report (double table)
Splits the pay details into two separate tables, one for allowances and one for deductions. Commonly sent to an employer or another administrator for checking.
Format: PDF
Where to find it: Summary tab
Summary report (CSV)
Summary report (CSV)
Shows the same payroll information as the on-screen Summary, but in a different order (net amount, then gross amount and other payments) and includes department costings for tagsets set up at the Employee Detail level. The only way to see "Home Department" payroll costings if you're not on the Premium plan, although it's displayed in a limited way.
Format: CSV
Where to find it: Summary tab
Summary detail report
Summary detail report
Records vertical entries for the payroll, with column headings along the top and a separate row for each payment and deduction. Popular because it shows separate detail for each payment and deduction.
CSV is the working version
PDF is preferred by accountants because it can't be modified
Where to find it: Summary tab
Comparison with previous pay report
Comparison with previous pay report
Shows you the details of the current period compared to the last processed pay. Also shows changes to employees at the bottom. Only available before processing.
Termination liability (summary)
Termination liability (summary)
Provides termination pay values at the time of each pay run. Different from the Termination Liability report in the Reports area: this version is generated for a specific pay cycle, and accountants find it useful for spotting fluctuations in leave rates between pays. Total termination value is shown in a different column from the main Reports version.
Format: CSV
Where to find it: Summary tab
Payment detail report
Payment detail report
Breaks down the payments for ordinary pay and leave taken. Useful for viewing the value of any leave taken in a pay run, including when leave was paid on top of salary. The report to use if you're trying to diagnose problems where the "reduce by" button hasn't been activated correctly.
Format: PDF
Where to find it: Payments tab
Download banking report
Download banking report
Shows net amounts payable to staff plus a comprehensive breakdown of IRD payments. Use this to confirm what's being paid and where.
Format: PDF
Where to find it: Banking tab
Download debt balances report
Download debt balances report
Shows current debt balances for the pay run, including the original balance and current balance for each debt. Useful for businesses with multiple staff carrying debt deductions.
CSV is the working version
PDF is preferred by accountants because it can't be modified
Where to find it: Balances tab
Period costing detail
Period costing detail
Comprehensive employee-by-employee costing breakdown for the pay run.
Format: CSV
Where to find it: Costing tab
Period costing summary
Period costing summary
Costing totals for the pay run, grouped by location.
Format: CSV or PDF
Where to find it: Costing tab
Invoice
Invoice
Shows the invoice for the pay run, including any discounts applied and a breakdown of fees.
Format: PDF
Where to find it: Billing tab
Timesheet report
Timesheet report
Shows all timesheet detail for the current pay run, including the costing tags used when timesheets were recorded and a basic value for each timeband against the costing tag. Useful for employers viewing details, or for an administrator to send to an employer or manager for checking before the pay is processed.
Format: CSV
Where to find it: Timesheet area (Finalise) or Timesheets tab in History
IR employment information
IR employment information
Used to create an IR file if you're uploading payday filing to IRD manually or if you wish to check what was filed to IRD for the period.
Format: CSV Where to find it: Pay history (Finalise or History)
IR345
IR345
Shows the monthly IRD payment summary by employee, including PAYE, student loan, child support, KiwiSaver (employee and employer), and ESCT. Useful for comparing what you've paid through PaySauce against what IRD has recorded, and for identifying discrepancies.
PDF is the readable version, used to view and reconcile against IRD records
On screen is also available for quick checking
Where to find it: History main monthly tab
Employee payslips
Employee payslips
Not strictly a report, but worth knowing about. You can download a payslip for any employee directly from the pay run, including before the pay is closed (useful for checking).
Format: PDF
Where to find it: Detail tab, under each employee
Reports for specific situations
If you're not sure which report to use, here are some the team recommend in the most common scenarios:
Scenario | Suggested or common reports |
Setting up a new company or new employees | Employee Details (CSV), Employee Details: Allowances and Deductions (CSV) |
Checking a pay before closing it | Comparison with Previous Pay report, Summary report (single or double table PDF), Payment Detail report, Timesheet report, employee payslips, Download Debt Balances report |
Sending a pay run to someone for sign-off | Summary report (double table PDF) or Summary report (single table PDF) |
Confirming banking and IRD payments for a pay run | Download Banking Report |
Checking costings for a pay run | Period Costing Detail, Period Costing Summary |
Reconciling against IRD | IR345, YTD Earnings Report |
End of financial year | YTD Earnings Report (PDF individual certificates), Leave Balances (PDF), 63-Day Annual Leave Taken |
Preparing for an audit/external review | Leave Payment History (CSV Audit), Timesheet History (CSV), Timesheet Days Not Worked (CSV), Pay History (CSV Audit) |
Terminating an employee | Leave Payment History, Termination Pay (PDF) before processing, Termination Paid (CSV) for your records |
Understanding business termination liability | Termination Liability (CSV or PDF), or Termination Liability (summary) at each pay run |
Investigating a historical pay or leave issue | Pay History (CSV Audit), Leave Requests (CSV), Entity Audit (PDF) |
Moving employees to a new entity | Create Employees Export |
Appendix: full field reference for every report
Appendix: full field reference for every report
Report | On screen | CSV | |
Employee details | Last Name, First Name, Email, Tax Code, KiwiSaver, KiwiSaver Employer Contribution, Child Support, Hours, Rate, Annual Salary, Period Salary | Last Name, First Name, Email, Emergency Contact, Emergency Contact Phone, Tax Code, KiwiSaver Deduction, KiwiSaver Employer Contribution, Child Support, Payment Hours, Payment Rate, Annual Salary, Period Salary | Last Name, First Name, Date of Birth, Gender, Job Title, Work Type, Email, Phone 1, Address 1, Address 2, Address 3, Emergency Contact, Emergency Contact Phone, IRD Number, Bank Account, Start Date, Tax Code, KiwiSaver Deduction, KiwiSaver Employer Contribution, Child Support, Payment Hours, Payment Rate, Annual Salary, Period Salary, Accrued Leave, Entitled Leave, Sick Leave, Alternate Leave, External Reference, Terminated, End Date |
Employee details: allowances and deductions | Name, Title, Type, Deduction, Percentage, Hours, Rate, Amount | Name, Title, Type, Deduction, Percentage, Hours, Rate, Amount | Name, Title, Type, Deduction, Percentage, Hours, Rate, Amount |
Leave requests | Summary, Type, Last Name, First Name, Leave Type, From, To, Status, Message, Account, Date | Summary, Type, Last Name, First Name, Leave Type, From, To, Status, Message, Account, Date | Summary, Type, Last Name, First Name, Leave Type, From, To, Status, Message, Account, Date |
Tagsets | Name, Label, Value, Archived Tags | Name, Label, Value, Archived Tags | Tagset ID, Name (of tagset), Tag ID, Label, Label Value, Archived |
Create employees export |
|
| First Name, Last Name, Date of Birth, Gender, Email, Phone, Address 1, Address 2, Address 3, Emergency Contact Name, Emergency Phone, IRD Number, Bank Account, Start Date, Next Financial Year Date, Tax Code, Tax Rate, KiwiSaver Employee Deduction, KiwiSaver Employer Contribution, Payment Type, Payment Rate, Payment Hours/Quantity, Payment Taxable, Leave Type, Standard Hours Per Pay Period, Standard Days Per Pay Period, Leave Paid 8%, Leave Anniversary, Entitled Leave, Accrued Leave, Total Taxable Income in Current Anniversary Year, Annual Leave Taken, Sick Anniversary, Accrued Sick Leave, Accrued Alternate Leave |
Pay history | Last Name, First Name, IRD Number, Period, Payment Date, Hours+, Hours-, Days Paid, Gross Taxable, Gross Pay, PAYE, Student Loan, Child Support, Other Deductions, Net Pay, KiwiSaver, KiwiSaver Employer Contribution, ESCT | Last Name, First Name, IRD Number, Period, Payment Date, Total Hours, Reduced Hours, Paid Days, Gross Including Tax, Gross Pay, Total PAYE, Student Loan, Child Support, Other Deductions, Net Pay, KiwiSaver Deduction, KiwiSaver Employer Contribution, ESCT | Last Name, First Name, IRD Number, Period, Payment Date, Timesheet Hours, Ordinary Hours, Hours Leave, Hours Public Holiday Worked, Total Hours Paid, Days Paid, Ordinary Pay, Other Taxable, Topup, Total Taxable, Non-Taxable, Gross Pay, Deductions, PAYE, Child Support, Student Loan, Payroll Giving, Tax Credit, KiwiSaver, Net Pay, KiwiSaver Employer Contribution, ESCT, Public Holiday Payments, Other Leave Payments, Termination Payments, plus per-employee allowance and deduction columns (varies by employee) |
Pay History csv audit |
|
| Last Name, First Name, IRD Number, Leave, Other Leave, Type, Paid Out, Standard Hours, Standard Days, Period, Period Type, Payment Date, Close Date, Close Time, Hours +, Hours -, Hours Actual, Hours Ordinary, Hours Leave, Days Paid, Gross Taxable, Gross Taxable Leave, Gross Taxable Leave (paid out), Total Paid, Other Taxable Payments, Non-Taxable Allowance, Gross Pay, Deductions, PAYE, Child Support, Student Loan, Payroll Giving, Tax Credit, KiwiSaver, Net Pay, KiwiSaver Employer Contribution, ESCT, Public Holiday Payments, Other Leave Payments, Termination Payments, plus per-employee allowance and deduction columns (varies by employee) |
Allowance | Last Name, First Name, Period, Category, Payment, Taxable, Hours, Quantity, Rate, Percentage, Salary, Gross Pay | Last Name, First Name, Period, Category, Payment, Taxable, Hours, Quantity, Rate, Percentage, Salary, Gross Pay | Last Name, First Name, Period Name, Category, Payment, Taxable, Hours, Quantity, Rate, Percentage, Salary, Gross Pay |
Average rates | Last Name, First Name, Total Hours Paid 52 Weeks, Total Days Paid 52 Weeks, Average Hours Per Day 52 Weeks, Total Gross Taxable Earnings 52 Weeks, Average Hourly Rate 52 Weeks, Average Daily Rate 52 Weeks, Total Hours Paid 4 Weeks, Total Days Paid 4 Weeks, Average Hours Per Day 4 Weeks, Total Gross Taxable Earnings 4 Weeks, Average Hourly Rate 4 Weeks, Average Daily Rate 4 Weeks | Last Name, First Name, Total Hours Paid 52 Weeks, Total Days Paid 52 Weeks, Average Hours Per Day 52 Weeks, Total Gross Taxable Earnings 52 Weeks, Average Hourly Rate 52 Weeks, Average Daily Rate 52 Weeks, Total Hours Paid 4 Weeks, Total Days Paid 4 Weeks, Average Hours Per Day 4 Weeks, Total Gross Taxable Earnings 4 Weeks, Average Hourly Rate 4 Weeks, Average Daily Rate 4 Weeks | Last Name, First Name, Total Hours Paid 52 Weeks, Total Days Paid 52 Weeks, Average Hours Per Day 52 Weeks, Total Gross Taxable Earnings 52 Weeks, Average Hourly Rate 52 Weeks, Average Daily Rate 52 Weeks, Total Hours Paid 4 Weeks, Total Days Paid 4 Weeks, Average Hours Per Day 4 Weeks, Total Gross Taxable Earnings 4 Weeks, Average Hourly Rate 4 Weeks, Average Daily Rate 4 Weeks |
Leave Balances | Last Name, First Name, Leave Type, Next Anniversary, Entitled, Accrued, Taken, Balance, Rate, Value of Leave | Last Name, First Name, Leave Type, Next Anniversary, Entitled, Accrued, Taken, Balance, Rate, Value of Leave | Last Name, First Name, Leave Type, Next Anniversary, Entitled, Accrued, Taken, Balance, Rate, Value of Leave |
Leave payment history | Last Name, First Name, Period, Leave Type, Days, Number of Hours Taken, Number of Days Taken, Rate, Amount | Last Name, First Name, Period Name, Leave Type, Days, Number of Hours Taken, Number of Days Taken, Rate, Amount | Last Name, First Name, Period Name, Leave Type, Days, Number of Hours Taken, Number of Days Taken, Rate, Amount, Rate Code, Hours Code, Current Rate, 4 Week Average Daily Rate, 4 Week Average Daily Hours, 4 Week Average Hourly Rate, 52 Week Average Daily Rate, 52 Week Average Daily Hours, 52 Week Average Hourly Rate, Monday Hours, Tuesday Hours, Wednesday Hours, Thursday Hours, Friday Hours, Saturday Hours, Sunday Hours |
Timesheet history | Last Name, First Name, Title, Date, Hours Timebands, Time In, Time Out, Break, Costing | Last Name, First Name, Title, Date, Total Approved, Timeband Hours, Time In, Time Out, Break Minutes, Costing | Last Name, First Name, Title, Date, Total Approved, Rate, Factor, Approved Amount, Timeband Hours, Time In, Time Out, Break Minutes, Timeband Amount, Costing, Note, Created (account), Created On (date/time), Modified (account), Modified On (date/time) |
Termination pay |
| Last Name, First Name, Accrued Pay, Payment Date, Period, Leave Rate, Entitled Leave Balance, Entitled Payment, Alternative Leave Balance, Alternative Payment, Amount |
|
Termination liability | Last Name, First Name, Accrued Pay, Accrued Payment, Entitled Leave Balance, Leave Rate, Entitled Payment, Alternative Leave Balance, Alternative Leave Rate, Alternative Payment, Amount | Last Name, First Name, Accrued Pay, Accrued Payment, Entitled Leave Balance, Leave Rate, Entitled Payment, Alternative Leave Balance, Alternative Leave Rate, Alternative Payment, Amount | Last Name, First Name, Accrued Pay, Accrued Payment, Entitled Leave Balance, Leave Rate, Entitled Payment, Alternative Leave Balance, Alternative Leave Rate, Alternative Payment, Amount |
Termination paid | Last Name, First Name, Payment Date, Period, Holiday Pay, Accrued Pay, Accrued Payment, Entitled Leave Balance, Leave Rate, Entitled Payment, Alternative Leave Balance, Alternative Leave Rate, Alternative Payment, Amount |
| Last Name, First Name, Payment Date, Period, Anniversary, Holiday Pay, 4 Week Rate, 52 Week Rate, Current Rate, Leave Rate Rule, Accrued Pay, Current Pay, Accrued Pay Total, Accrued Payment, Entitled Balance, Leave Rate, Entitled Payment, Alternative Leave Rate Rule, Alternative Accrued (this period), Alternative Taken (this period), Alternative Balance, Alternative Rate, Alternative Payment, Amount |
Billing summary report | Period, Title, Date, Amount, Balance, GST | Period, Title, Date, Amount, Balance, GST | Period, Title, Date, Amount, Balance, GST |
Billing detail report | Period, Title, Plan, Last Name, First Name, Billing Period, Amount, Payment Date, Closed, GST | Period, Title, Plan, Last Name, First Name, Billing Period, Amount, Payment Date, Closed, GST | Period, Title, Plan, Last Name, First Name, Billing Period, Amount, Payment Date, Closed, GST |
YTD Earnings | Last Name, First Name, Gross Taxable, PAYE, KiwiSaver Employee, KiwiSaver Employer Contribution, Student Loan Standard, Student Loan Commissioner, Student Loan Borrower, Child Support, Net Pay, Payroll Giving Total, Payroll Giving Tax Credit (totals available) | Last Name, First Name, Gross Taxable Income, PAYE, KiwiSaver Employee, KiwiSaver Employer Contribution, Student Loan Standard, Student Loan Commissioner, Student Loan Borrower, Child Support, Net Pay, Payroll Giving Total, Payroll Giving Credit |
|