## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/en-ca/payroll/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Regular Payroll

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A regular payroll refers to the standard and recurring process of paying salaries to your employees based on a recurring [pay schedule](/en-ca/payroll/help/employer/settings/pay-schedule.html).

Processing a regular payroll involves several essential steps, including:

*   Calculating the gross pay (total earnings before deductions) and net pay (earnings after taxes and deductions) for each employee.
*   Withholding the correct amount of taxes and other deductions.
*   Making payments to employees.
*   Maintaining accurate records for compliance and tax reporting requirements.

**Prerequisites:** Before you can start running payrolls for your organization, make sure you have completed the following:

*   [Configured your pay schedule](/en-ca/payroll/help/employer/getting-started/configure-pay-schedule.html)
*   [Configured taxes](/en-ca/payroll/help/employer/getting-started/configure-taxes.html)
*   [Added employees](/en-ca/payroll/help/employer/getting-started/add-employees.html)
*   [Configured Prior Payroll](/en-ca/payroll/help/employer/getting-started/configure-prior-payroll.html), if enabled

Running a regular payroll in Zoho Payroll involves four main steps:

1.  [Processing a regular payroll](/en-ca/payroll/help/employer/pay-runs/regular-payroll.html#process)
2.  [Reviewing and updating a regular payroll](/en-ca/payroll/help/employer/pay-runs/regular-payroll.html#review-and-update)
3.  [Submitting and approving a regular payroll](/en-ca/payroll/help/employer/pay-runs/regular-payroll.html#approval)
4.  [Recording payment for a regular payroll](/en-ca/payroll/help/employer/pay-runs/regular-payroll.html#record-payment)

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## Process a Regular Payroll

To process a regular payroll:

1.  Click **Pay Runs** on the left sidebar. Your upcoming payrolls will be listed under the _Run Payroll_ tab.
2.  Click **Process Pay Run**.

![Process a Regular Payroll](/payroll/help/us/pay-runs/regular-payroll/process-pay-run-button.png)

The regular payroll will be created in **Draft** status.

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## Review and Update a Regular Payroll

While a payroll is in **Draft** status, you can review employee details and make necessary changes before proceeding for approval.

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## Submit and Approve a Regular Payroll

**Prerequisites:** If you have configured Direct Deposit, ensure you have sufficient funds in your bank account to cover salaries of employees whose payment mode is Direct Deposit.

**Note:** The Approval feature is available only for certain plans of Zoho Payroll. Visit our [pricing page](/en-ca/payroll/pricing/) to check if it’s available in your current plan.

**Warning:** Once a regular payroll is approved, it cannot be edited or deleted.

To submit or approve a payroll:

1.  Go to the **Pay Runs** module.
2.  Click **Process Pay Run**.
3.  Depending on your role and permissions, follow one of these paths:
    *   If you have approval permissions (such as an admin or finance head), click **Submit and Approve** on the top right. ![Submit and Approve Regular Payroll](/payroll/help/en-ca/pay-runs/regular-payroll/submit-and-approve-regular-payroll.png)
        
    *   If you don’t have approval permissions, click **Submit for Approval** on the top right. An authorized user will then review and approve the payroll. ![Submit Regular Payroll for Approval](/payroll/help/en-ca/pay-runs/regular-payroll/submit-regular-payroll-for-approval.png)
        

**Insight:** If you have enabled [Zoho Books integration](/en-ca/payroll/help/employer/integrations/zoho-books/), you can choose to post the journal entry for the payroll transaction in Zoho Books. The transaction will be recorded under the account configured during the integration setup.

Once your regular payroll is approved, Zoho Payroll will automatically deposit salaries into employees’ bank accounts on the scheduled pay date if you’ve set up [Direct Deposit](/en-ca/payroll/help/employer/direct-deposit/) for your organization and employees.

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## Record Payment for a Regular Payroll

If you’re paying employees manually via cheque, cash, or other methods, you can mark the payment as recorded on the payday.

To record payment for a regular payroll:

1.  Go to the **Pay Runs** module and open a payroll in the Payment Due status.
2.  Click **Mark as Paid** on the top right.

**Pro Tip:** To record payment for individual employees instead of recording for the payroll as a whole, click **Mark as Paid** next to the corresponding employee.

![Mark as Paid Button to Record Payment for a Regular Payroll](/payroll/help/en-ca/pay-runs/regular-payroll/record-payment-for-a-regular-payroll.png)

3.  In the pop-up that appears, select the **Paid Through Account** and **Payment Mode**.
4.  Enable **Send pay stub notification email to all employees** if you want to email the pay stub to your employees. Otherwise, leave it disabled.
5.  Click **Save**.

The payroll will now be marked as **Paid**, and the applicable federal and provincial taxes will be generated under the [Taxes](/en-ca/payroll/help/employer/taxes-and-forms/taxes.html) module.