Reports & Exporting Data

Admin, Payroll, and Approver teammates can read ordinary reports, download their CSVs, and view and download pay statements. QuickBooks package actions require Admin. Printing and mailing checks, opening check PDFs or mailed-check images, and canceling mailed checks require Admin or Payroll; an Approver can still read the check registers and download the register CSV.

The Reports page

Reports in the navigation builds each report from your current payroll data when you ask for it, so a report always reflects what's true right now. (The QuickBooks package also keeps every version you generate; see below.) For four of the five cards, pick a report, fill in the picker (a run, a union, a year, or a date range), click Generate, then Download CSV. The QuickBooks package is the exception — its card just picks a run and opens its own page (see below).

For a company without union contracts, empty union sections stay out of the report. Any actual union amounts remain visible, and child trust remittances still appear.

The page's second tab, Pay statements, lists every payee one payroll paid, each with their statement to view or download; see Payee pay stubs.

Two more surfaces sit outside this list, both for a run's paper checks, and both open from the run's Paper checks card. (A run paid entirely by direct deposit has no Paper checks card.)

• The check register, from Check register & CSV. Headed Check register · [run code], it lists each personal check's payee, check number, net amount, and date, any payment exceptions, payments still awaiting preparation, and the saved check PDFs, with a Download CSV link. The CSV has a row for every paper-check payment, numbered or not, with the columns Payee, Check number, Net amount, Date, Status, Our tax partner's net amount, Reason, Current Greenroom net, and Current payroll date.
• The physical-check register, for checks we mailed: each check's status, the dates it printed and mailed, and its tracking. Open it from Follow them in the physical-check register, which appears on the card after a mailing. It has no download.

Once our tax partner has approved the payroll, the card offers Admin and Payroll teammates Print checks and, where mailing is turned on for your production, Mail checks. Print checks saves our tax partner's original check PDFs for printing on your own check stock; Mail checks has us print and mail the checks. Either way Greenroom first compares each paper-check payment with our tax partner's own record and numbers the ones that match; a payment that doesn't match stays listed as an exception, with no number. A payroll's checks go out one way or the other, not both. See Physical Checks.

Union fund reports (PDF or CSV)

Generate Union remittance for one union, rather than All unions, and two more buttons appear: Fund report PDF and Fund report CSV. Each downloads that union's report for the run as a file: one row per fund line, with the payee, hours worked where the union's report asks for them, the fund, the agreement, whether the amount is employer-paid or withheld, and the amounts (the register amount, any correction, and the amount reported). Once a run has been approved, the same two buttons also sit above each union's document on its printed remittance page.

Social Security numbers are masked on screen. The fund report PDF carries full SSNs only for an Admin or Payroll teammate when the union requires them; an Approver’s PDF, and every company teammate’s CSV, show the last four digits, and the note under the buttons says which applies to you. Greenroom staff get no SSNs in these files at all. See Fund reports for one union. If the union's report needs hours worked and some are missing, the download is refused with "This report still needs hours worked. Enter the hours on the run's unions step before exporting." Every fund report download is logged.

QuickBooks package (QBD)

An Admin manages the account mapping and generates, downloads, marks posted, or voids packages. Payroll and Approver teammates can read the package page and version history, but cannot use those controls or download an existing package.

The QuickBooks package is a versioned Excel workbook (a recognition journal entry, a paste-ready settlement batch, and a reconciliation) plus an accompanying PDF. Clicking Open on this card takes you to its own page rather than generating a result inline like the other four reports. A finished run's own detail page carries a QuickBooks package button too, which opens the same page with that run already selected. If a run can't produce a package — our tax partner voided it, or its figures couldn't be assembled — the page says why in a card under the run picker rather than showing nothing.

Generating a package also depends on your chart of accounts being mapped to QuickBooks categories first, under Settings → QuickBooks (a separate tab from Settings → Chart of accounts, covered in Chart of Accounts (GL Codes)) — unmapped or unconfirmed categories block generation until that mapping is complete. Full detail on the package itself lives in QuickBooks Package.

Printing (the browser PDF path)

Two specific documents are meant to be printed or saved as PDF from your browser, rather than downloaded as a file directly — both open in a new, print-formatted tab and trigger your browser's print dialog automatically. (This is separate from the QuickBooks package's PDF and the union fund report PDF above, which download directly rather than opening a print dialog.)

• Union remittance document — from the Unions step while reviewing a payroll run, Export [union] PDF for one union, or export all unions at once. This is the paperwork you'd send to a union alongside a remittance check.
• Funding / check-writing sheet — Print / share on the funding card (on the Payroll Summary step) opens the Payroll funding summary, whose Total to fund is what needs to be in your account for the whole run. Once our tax partner has priced the run, the sheet also lists Our tax partner's cash requirement, the part debited for this payroll, which the card itself shows as Cash Required for This Payroll. The tab is titled Payroll funding summary — [run code], which most browsers offer as the PDF's file name. Once the payroll is sent for approval, Print / share summary on the Submit step opens the same sheet. See Payroll Totals for what it contains.

If your browser blocks the automatic print dialog, use the Print / Save as PDF button shown on the page itself.

Payee pay stubs

Pay stubs and pay statements don't export for the whole roster at once, but you can view or download any payee's as a PDF from the company side: from the Pay statements tab on the payee's page, or, for everyone one payroll paid, from the Pay statements tab on Reports. View PDF opens the file our tax partner issued in a new browser tab, and Download PDF saves it, named by the payee's code and pay date. A week in which a payee on a term deal received benefits but no pay is listed too, as Benefits only; it has no PDF, and once the payroll is paying out or paid, View opens its statement on screen. Each payee also sees their own in their Greenroom portal, newest first, and saves any one of them with Download PDF: employees see Pay stubs; loan-outs, contractors and vendors see Pay statements. Their year-end tax forms are under Tax documents in the same portal. See Pay stubs for what each one shows.

Next steps

See Exporting and Importing Payees for the payee roster CSV, Chart of Accounts (GL Codes) for setting up GL coding, or Payroll History for finding a past run to report on.