Batch Payroll Processing
Overview
Use batch payroll processing to run payroll for multiple clients in sequence. This workflow is designed for service bureaus and accounting firms that process payroll for many clients. You select the clients, and ProPay processes each one in order.
> Note: This topic covers multi-client batch processing — running payroll across several companies in sequence. For batch entry mode within a single client (entering hours for all employees before posting), see Entering New Payroll.
Accessing Batch Payroll Processing
- From the ProPay Main Menu, click Payroll Functions.
- The client list displays all companies in your system.
- Select the clients you want to process in this batch. [NEEDS-REVIEW — verify exact multi-select mechanism: checkboxes, Ctrl+click, or separate batch selection dialog]
Before You Begin
Before starting a batch, complete this checklist:
- Mark clients scheduled for payroll this week using the red check mark in the client list (see Select Client).
- Verify employee pay rates and hours are current for each client.
- Import any ProPay Web or ProClock payroll files before starting the batch (see Import ProPay Web Files).
- Review the Scheduled Pay Dates report for each client.
Processing Payroll for Multiple Clients
- After selecting clients, ProPay opens the first client's payroll.
- Enter the Pay Date, Period Ending, and Period Beginning dates.
- Select the Pay Frequency (Weekly, Bi-Weekly, Semi-Monthly, or Monthly).
- ProPay calculates paychecks for all employees in the current client matching the selected pay frequency.
- Review the payroll totals for the current client.
- Proceed to check printing or direct deposit processing for the current client.
- ProPay automatically advances to the next client in the batch. Repeat steps 2-6 for each client.
> Important: Each client in the batch is processed independently. Pay dates, frequencies, and employee selections can differ between clients.
Validation Checks
ProPay performs automatic checks for each client in the batch:
| Check | What Happens |
|---|---|
| Pay frequency alert | Warns if the client has employees on multiple pay frequencies |
| License validation | Verifies your ProPay license covers the selected pay date |
| Duplicate detection | Alerts you if paychecks already exist for the same employees on the selected pay date |
| Bank date verification | Confirms direct deposit settlement dates are valid business days |
| Client reminders | Displays any notes or reminders saved for the current client |
Tips and Warnings
> Tip: Use the red check mark feature in the client list to flag clients scheduled for this week's payroll. This helps you quickly identify which clients to include in the batch.
> Tip: If you need to skip a client during batch processing, you can advance to the next client without completing the current one.
> Warning: If ProPay detects duplicate paychecks for a client, review carefully before proceeding. Duplicate checks may indicate that payroll was already processed for that client this period.
Related Topics
- Entering New Payroll — Process payroll for a single client (includes batch entry mode)
- Select Client — View and select clients for payroll processing
- Import ProPay Web Files — Import payroll data before batch processing
- Computing Paychecks — How ProPay calculates gross-to-net
- Print Checks — Print paychecks after payroll processing
- Direct Deposit - Complete Guide — Process electronic payments
- Display Payroll Totals — Review payroll summary after processing