Payroll & Chart of Accounts Settings
Where pay frequency, check numbering, and payroll approvals actually live, plus GL coding in Chart of accounts
There is no "Payroll Setup" tab in Greenroom
The current Settings tabs are Me, Company, Chart of accounts, Team, Activity, and Pricing — there's no tab called "Payroll Setup," and there's no pay-period picker (Weekly / Bi-Weekly / Semi-Monthly / Monthly / Custom) anywhere in Settings. What this page used to describe is now split across two real places, both covered below: Settings → Company (pay frequency, check numbering, payroll approvals) and Settings → Chart of accounts (GL coding).
Pay frequency, check numbering, and payroll approvals
These now live on the Company tab, not a separate payroll page:
- Pay frequency and Check start number are on the Banking & checks card.
- Payroll approvals (the two-person sign-off control for submitting a run) is its own card.
Full field-by-field detail is in Company Settings — including the important caveat that pay frequency here doesn't change Greenroom's own processing cadence (it always processes weekly) and that the banking fields are display-only, not a live bank connection.
Chart of accounts
Go to Settings → Chart of accounts to manage your GL (general ledger) codes — what used to be called "cost codes." This catalog drives your payroll coding summary and the QuickBooks export, so every payroll line lands in the right bucket.
Adding and editing codes
| Field | Notes |
|---|---|
| Code | Letters, numbers, dots, and dashes only (e.g., 4310). 12 characters max. |
| Name | A plain description (e.g., "AEA performance wages"). 80 characters max. |
| Category | One of Wages, Fees & services, or Taxes & fringe. |
Click Add code to insert a new row inline, edit any existing row directly in the table, then save. Every row you've touched — new and edited — saves together from one save bar at the bottom; nothing commits until you click Save there.
Deleting a code asks for confirmation first. Past payroll lines that already used that code keep their coding — deleting only stops the code from being used on new lines going forward.
Importing codes from a spreadsheet
Instead of entering codes one at a time, click Import CSV / Excel (a Template button next to it downloads a starter file). Accepts .csv or .xlsx, up to 256 KB and 1,000 rows per file.
Every import previews before anything saves — you'll see a table of every row with a verdict:
| Verdict | Meaning |
|---|---|
| Will add | A brand-new code |
| Updates existing | Matches a code you already have; shows exactly which fields (name and/or category) would change |
| Duplicate in file | The same code appears more than once in your spreadsheet |
| Invalid code / Name too long / Unknown category / Missing code or name | That row needs fixing before anything imports |
Nothing imports until every row is clean — fix the file and re-upload rather than trying to import the good rows only. For the Category column, Greenroom accepts "Wages," "Fees" (or "Fees & services"), and "Taxes & fringe" (or "Taxes and fringe") — not case-sensitive.
Next Steps
See Company Settings for the fields that moved off this page, Team for who has access to your company, or continue to Running Payroll to process payroll.