Getting started with PayCanvas

PayCanvas takes operational inputs, normalizes them into a consistent structure, and runs the rules exactly as they are written in the Canvas. The result is a traceable payroll calculation with reviewable evidence and downloadable payroll-ready files. PayCanvas does not file taxes, administer benefits, submit payroll to a provider, or pay employees.

Prerequisites

• A PayCanvas invitation or an active membership in at least one payroll account.
• Your PayCanvas email and password.
• The correct payroll account name and operating timezone.

Sign in and open a payroll account

1. Go to app.paycanvas.io/payroll.
2. Sign in with your PayCanvas account.
3. On Select a payroll account, choose the account you need to work in.
4. Confirm the payroll account and timezone before reviewing dates or amounts.
5. Choose Pay periods for run operations or Forecasting for the provisional operating snapshot.

If you belong to more than one account, use the account switcher to change accounts. PayCanvas keeps each account's people, rules, sources, and results separate.

Understand the run workflow

A normal run moves through these separate steps:

1. Create a payroll period.
2. Collect or attach the configured inputs.
3. Normalize people, roles, dates, locations, and amounts into the concepts used by the Canvas.
4. Run the engine against a locked copy of the normalized inputs and the reviewed Canvas version.
5. Resolve pay-affecting exceptions, when any exist.
6. Review worksheet totals, allocation details, evidence, adjustments, and audit history.
7. Download the available output files.

Provisional means at least one question that could affect pay still needs review. PayCanvas holds the affected money but continues calculating the rest. Final means those questions are cleared and every cent balances. Neither state approves, submits, emails, or pays payroll.

Expected result

You can see the selected account, available periods, source status, and only the actions allowed by your role and the current deployment.

Troubleshooting

• No payroll accounts are listed: ask an account administrator to verify your invitation and access.
• The account is inactive: contact your account administrator or PayCanvas Support.
• A button is disabled: read the message beside the action. It should tell you whether data, payroll rules, access, or an unavailable feature is blocking the next step.
• You are viewing sample data: demonstration workspaces are read-only and do not represent a live payroll run.

Related articles

• Creating and reviewing payroll runs
• Data sources and imports
• Troubleshooting and FAQ