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.

Access and personal preferences

An account must be configured before its sources and Canvas rules can be used. Signing in or connecting an assistant does not configure providers, set rates, or create payroll policy. Ask the person managing your account or PayCanvas Support about setup and access; self-service onboarding is not part of this guide.

An active payroll operator can review the account and perform supported payroll actions when permitted. Account-access management is separate. A Member label in the profile menu does not mean employee self-service or permission to manage other users.

To update your own details, open your profile menu at the bottom of the sidebar and choose Profile & preferences. Save your display name, job title, and personal timezone there. The sign-in email is not editable in this form. These preferences do not change employee pay records, Canvas rules, or the payroll account's operating timezone.

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 known affected money while calculating safe amounts; an unpriced question stays unknown rather than becoming zero. 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: a sample workspace or connector review environment does not represent live payroll. Any preview or demo actions are not proof that the same action is enabled for your account.

Related articles

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