Payroll History
Viewing and filtering past payroll runs
Payroll history gives you a complete list of every run your company has created — draft or finished — with filters and a detail view for each one.
Accessing Payroll History
Choose History in the sidebar's Pay group. The page is titled Payroll history, counts the runs it's showing, and, if your role is Admin or Payroll, has a Run payroll button for starting a new one. All three roles can read History.
Payroll codes
Payroll codes use GR-YYYY-NNNN, for example GR-2026-0041. New payrolls continue the existing number sequence. Existing payrolls keep the same year and number with the GR- prefix. Older emails may still show PR-; their payroll links still work and open the corresponding GR- record.
History List View
| Column | Description |
|---|---|
| Run | The run's code (its identifier) |
| Type | Regular, Off-cycle, Amendment, or Prepay |
| Period | The pay period the run covers |
| Pay date | The check date |
| Status | See Payroll States — Draft, In review, Approved, Processing, Paying out, or Paid. A payroll our tax partner voided after submission reads Voided instead |
| Payees | Number of payees on the run |
| Gross | Total gross for the run |
| Net | Total net for the run |
There's no "Cancelled" or "Partially Paid" status — those don't exist in Greenroom's payroll lifecycle. See Payroll States for what each real status means.
Filtering
Two filters, both dropdowns: one by status (All statuses, any of the six run statuses, or Voided) and one by year (All years, or any year you've run payroll in). Voided lists the payrolls our tax partner voided after submission, whatever status each kept, and the six statuses leave them out. Filter state lives in the page URL, so a filtered view can be bookmarked or shared. There's no free-text search by name, date-range picker, or amount-range filter — status and year are the only filters.
The list itself has a fixed order — newest pay period first — rather than a user-selectable sort.
A run sitting at In review status sometimes shows as "Awaiting reviewer" instead. That happens when the run has been formally sent for a second person's approval — it's the same underlying status, just called out more visibly because it's now waiting on a specific person rather than sitting with its preparer.
Viewing a Run
Click anywhere on a run's row, or its code, to open it. For Admin and Payroll, a run that's still being worked on opens back in the run wizard: a Draft on its Employees & Loan-outs step, an In review run on its Payroll Summary step. A Draft row also has a Resume button. For Approver, the row opens a Draft on Payroll Summary and an In review run on Submit Payroll, where you can approve it; there is no Resume button. Every other run opens its read-only detail page.
The detail page is a read-only version of the same Payroll Summary screen you'd see while building the run — the funding panel, the full entry-by-employee breakdown, vendor and contractor payments, and totals. Once the payroll has been submitted, each payee's payment line also shows a direct deposit's payment number, such as Direct deposit · #E000001 (see Payment numbers). Its header names the run, its status, the pay period and check date and, for a paid run, the day Greenroom recorded it as paid (paid [date]), and carries two buttons: Register and QuickBooks package. On a voided payroll the status reads Voided, the header gives no paid day, and a red notice under the header says the payroll was voided after submission (see Payroll States). The platform fee it shows is the one the payroll was submitted with, never a fresh recount.
On a run that pays anyone by paper check, the Paper checks card sits under the funding panel. Once our tax partner has approved the payroll, Admin and Payroll teammates can print the checks there (Print checks) or, where mailing is turned on for your production, have us mail them (Mail checks); after a mailing, the card lists each mailed check and its status. On a demo company's payroll the card shows estimates only, with nothing to print or mail. A run with no paper checks doesn't show the card. See Physical Checks.
| Button | Contents |
|---|---|
| Register | Opens Reports with this run's payroll register already generated; its Download CSV button saves a copy |
| QuickBooks package | Opens Reports → QuickBooks package (QBD) with this run already selected, where an Admin can generate or download its package — see QuickBooks Package |
Best Practices
- Use the Status and Year filters together to narrow down a specific run quickly
- Resume draft runs from history rather than starting a duplicate
- Open the Register from a finished run's detail page and download its CSV for your own records rather than re-deriving totals by hand; the QuickBooks package button beside it opens the package page for that run
- Look for "Awaiting reviewer" on runs stuck at In review — it usually means the run is sitting with someone else, not that something's broken
Next Steps
See Reports Overview for the broader reporting system, or continue to Creating New Payroll to start a new payroll run.