Payee Reports
There's no standalone payee report — here's where a payee's numbers actually show up, and where you view and download their pay statements
There's no separate "payee report" to generate on its own. A payee's pay data lives in four places, depending on what you're trying to see, plus their pay stubs or pay statements, which they see in their portal and you see on their page and on Reports.
Where a payee's numbers live
| Where | Scope | Find it |
|---|---|---|
| Payroll register | That payee's line on one specific run — gross, deductions, taxes, net, payment method, and payment or check number. Their retirement deferral and, for a minor, their trust allocation are listed below the table | Payroll Reports |
| Consolidated register, Per payee table | That payee's totals rolled up across paid runs whose payroll periods overlap your chosen date range, leaving out any payroll our tax partner voided, with a Corrections column when amendment gross changes are present | Company Reports |
| 1099 filing preview | That payee's NEC/MISC totals and filing status for one calendar year, if they had 1099-reportable pay, leaving out any payroll our tax partner voided | Company Reports |
| Payment history | Once the payee is on a payroll: recent payroll entries, up to 104, each with a link to its run, the run's status (Voided for a payroll our tax partner voided after submission) and how it was paid, for example Direct deposit #E000001 or Check #5001; excluded entries are omitted. It opens on the newest five, with Show all [N] to open the rest in place (Show the newest [N] when there may be older entries past the 104 it reads) | On the payee's own record — see An approved payee's record |
The first three are on the Reports page and covered in detail on their own pages, linked above. The fourth isn't a "report" in the Reports-page sense at all — it's a section on the payee's own record, and it shows recent entries newest payroll period first, with a way to click through to each listed run. It is a recent history window, not an unlimited archive. None of the report tables on the Reports tab let you click through like that.
Pay stubs
Each approved payee sees their own pay stubs or pay statements in their Greenroom portal, and you see the same statements from the company side, in two places:
- On the payee's page, under its Pay statements tab: every statement that payee has, newest pay date first. See A payee's Pay statements tab.
- On Reports, under its Pay statements tab: every payee one payroll paid. See Pay statements by payroll.
Every role on your company (Admin, Payroll, and Approver) sees both and can view and download from both. Greenroom staff who switch into your company's view see the lists too, but can't open a statement's PDF: a pay statement can show a payee's tax ID and bank details, which are hidden from Greenroom staff. Each time you, a teammate or the payee asks for a statement's PDF, Settings → Activity records it, served or not; see Documents viewed or downloaded.
An approved payee signs into their Greenroom account and lands on their own list for the company selected in their portal, newest payday first. Each pay stub or pay statement opens a detail page with a Download PDF button; the file is named by pay date, for example pay-statement-2026-06-11.pdf.
What the payee sees depends on how they're paid:
| Payee | Portal list | Its subtitle | Each entry opens |
|---|---|---|---|
| Employee (W-2) | Pay stubs | "Your pay stubs for the selected company, newest first." When the list holds a benefits-only statement: "Your pay stubs and benefits-only statements for the selected company, newest first." | A Pay stub: the pay date and period, a summary from our tax partner (earnings, taxes, deductions and net pay, each with its year-to-date figure), then the earnings and the taxes withheld |
| Loan-out, Contractor or Vendor | Pay statements | "Your pay statements for the selected company, newest first." When the list holds a benefits-only statement: "Your pay statements and benefits-only statements for the selected company, newest first." | A Pay statement: the company, the pay date and period, then Amount, Reimbursements and Net pay, each with Current and Year to date |
Once the run is paying out or paid, a pay stub or pay statement shows the payment's number under its title: "Payment number E000001" for a direct deposit, or the check's number for a paper check once the check has been printed or mailed. A direct deposit split between bank accounts is one payment with one number.
A payment that reverses an earlier one is listed as Reversal and opens as a Payment reversal, with a Reversal of an earlier payment badge; a statement our tax partner has voided carries a Voided badge.
Until there's something to list, the page reads No pay stubs yet or No pay statements yet, with "Pay stubs appear here after a payroll runs for this company." or "Pay statements appear here when a payment is available for this company." If the payee's record isn't connected to our tax partner yet, it says instead that their account for the company isn't fully set up and that their pay stubs or pay statements will appear once it is.
A week on which a payee was benefits only (employer union contributions, no wages) has no pay stub or pay statement from our tax partner, so the same portal list shows a Benefits only entry for it instead, with that week's contributions. It opens as an Earnings statement, with a link back to the list by its own name (‹ All pay stubs, or ‹ All pay statements for a loan-out, contractor or vendor), and has no PDF download. These are available for any payee type once the run is paying out or paid, provided the entry is included and the run has not been voided.
If a payee can't get into their portal and needs a copy, download it for them from their Pay statements tab.
A payee's Pay statements tab
Open a payee and choose Pay statements beside Details. The list, titled Pay statements ("The statements this payee gets, newest first."), is the same for an employee, a loan-out, a contractor or a vendor. Each row shows:
| Column | What it holds |
|---|---|
| Pay date | The payment's pay date |
| Period | The pay period it covers |
| Payroll | The payroll it came from, by its number, such as GR-2026-0031, which opens that payroll. A reversal our tax partner made on its own shows — |
| Statement | Paid; Reversal, for a payment that reverses an earlier one; or Benefits only, for a week with employer union contributions and no wages. A statement our tax partner has voided, or one from a payroll it voided, also carries Voided |
| Payment # | The payment's number once the payroll is paying out or paid: E000001 for a direct deposit, or the check's number for a paper check once the check has been printed or mailed |
| Net pay | The payment's net pay |
View opens the statement on screen, at the payee's own page for it: the same statement the payee sees in their portal, headed Pay stub or Pay statement, with View PDF and Download PDF at its top and "The statement [Name] gets for this payroll, as they see it." under it. ‹ All pay statements returns to the list. Download PDF on the row saves the file directly, named by the payee's code and pay date, for example pay-statement-pay-k7m2x9q4ee-2026-08-27.pdf. A Benefits only week has no PDF, so its View opens the Earnings statement the payee sees, with that week's contributions.
Until there's something to list, the tab reads No pay statements yet, and says what makes one appear:
- for a payee who isn't connected to our tax partner yet: "[Name] isn’t set up with our tax partner yet, so no payroll has paid them. That happens when their setup is approved; after that, each payroll that pays them adds a statement here."
- for a payee who is: "Each payroll that pays [Name] adds a statement here once it’s paying out."
In a demo company, the tab reads No pay statements: "A demo payroll is never sent to our tax partner, so it issues no pay statements." Its benefits-only weeks are still listed.
If the statements can't be read from our tax partner, the tab says so rather than showing an empty list: Pay statements from our tax partner couldn’t be loaded, with "Reload the page in a minute." Any benefits-only weeks are still listed, and the notice then begins "Only benefits-only weeks are listed below." An archived payee's statements stay on their page.
If you're in the middle of an edit on Details, choosing Pay statements asks first, as leaving the page by any link does: You have unsaved changes, with Save changes or Discard changes.
Pay statements by payroll
On Reports, choose the Pay statements tab. Pick a payroll under Run and choose Show. The list offers every payroll that has gone to our tax partner, newest pay date first, and opens on the newest. A payroll our tax partner voided stays in the list, marked — VOIDED by our tax partner.
Under the picker, one line says which payroll it is: its number, which opens that payroll, then Pay date [date], Period [pay period], [N] payees and the payroll's status. For a payroll our tax partner voided, that status reads Voided, so you can tell even where a phone's narrow picker cuts the payroll's label short. Then there's one row per payee on the payroll: the payee's name, which opens their Pay statements tab, and their code; Payment #, as on the payee's tab; Net pay; and View and Download PDF, or View for a Benefits only week. View opens the same on-screen statement the payee's tab does. A payee who isn't set up with our tax partner has no statement to open, and a voided payroll's benefits-only weeks have no View.
A payroll that is still being submitted, at Processing, lists its payees with no payment numbers and nothing to open yet, and says "This payroll isn’t paying out yet. Its statements can be downloaded once it is." A payroll our tax partner voided never pays out, so it doesn't say that; its status reads Voided instead. A payroll with nobody left on it reads No payees on this payroll: "Pick another run to see its statements." Before any payroll has gone to our tax partner, the tab reads No pay statements yet: "Each payee’s statement for a payroll appears here once that payroll is paying out or paid." In a demo company it reads No pay statements, with the same sentence about demo payrolls as a payee's tab.
Next steps
See Payroll Reports for the run-level payroll register, Company Reports for cross-run and year-based payee totals, or return to the Reports Overview.