Payroll Statuses Explained

Understand what each payroll status means and what actions are available at each stage.

Every payroll run in Omnivoo moves through a series of statuses from creation to completion. This guide explains each status, what actions you can take, and what happens next.

To see a run’s current status, open Pay and click any run, or open Payroll History. Each run shows a color-coded status badge.

Status Flow Overview

A typical payroll run follows this path. Waiting for approval only appears when approval is on in Payroll Settings, and a run approved with Approve and generate invoice goes straight from Draft or Waiting for approval to Waiting for your payment.

Draft
  ↓
Waiting for approval
  ↓
Approved
  ↓
Waiting for your payment
  ↓
Payment received
  ↓
Moving to India
  ↓
Getting ready to pay
  ↓
Paying employees
  ↓
Paid

A run can also end in one of these:

Partly paid -- Everyone's payment settled, and some didn't reach their bank
Failed      -- Nobody's payment reached their bank
Discarded   -- Discarded before the invoice was generated

Status Details

Draft

What it means: The payroll run is saved but not invoiced. You can keep changing it.

Available actions:

• Edit (reopens the run flow on the same run)
• Discard
• Approve and generate invoice, if approval is off or you are an approver
• Submit for approval, if approval is on and you are not an approver

What happens next: Approving it moves it to Waiting for your payment. Submitting it moves it to Waiting for approval.

Use Draft status to prepare payroll ahead of time. You can create a payroll run early and finalize it closer to the pay date.

Waiting for approval

What it means: The run was submitted and is waiting for an approver. This status only appears when Require approval before processing is enabled in Payroll Settings.

Available actions:

• Approvers: Approve and generate invoice, or Send back to draft with what needs to change
• Everyone else: Withdraw it back to draft

What happens next: Approving it moves it to Waiting for your payment. Sending it back or withdrawing it moves it to Draft, where it can be edited and submitted again.

A run waiting for approval cannot be edited or discarded. Send it back or withdraw it first.

Approved

What it means: The run was approved but the invoice has not been generated yet. You will mostly see this on older runs.

Available actions:

• Generate invoice
• Discard

What happens next: Generating the invoice moves it to Waiting for your payment.

Waiting for your payment

What it means: The invoice is ready and Omnivoo is waiting for your bank transfer.

Available actions:

• Copy the bank details from the run, send the amount with the reference, and click I’ve sent the payment. You can also pay from the Billing page.

What happens next: Once we confirm your money arrived, the status moves to Payment received and we email you.

If you are paying by bank transfer, send the exact amount shown on the run. Mismatched amounts will delay processing.

Payment received

What it means: Omnivoo has received and confirmed your payment.

Available actions:

• None.

What happens next: Omnivoo moves the money to India. The status moves to Moving to India.

Moving to India

What it means: Your money is on its way to Omnivoo India.

Available actions:

• None.

What happens next: Once it arrives, the status moves to Getting ready to pay.

Getting ready to pay

What it means: The money is in India. Our team checks the run, then queues it for your payout day. The run shows Goes out with the date, and each employee is emailed the day their salary lands.

Available actions:

• None.

What happens next: Salaries are sent at 6 AM IST on the payout day and the status moves to Paying employees. If your money arrives after the payout day, they go out as soon as the run is checked.

Paying employees

What it means: Each salary is being sent to each employee’s bank account.

Available actions:

• None. You can watch each person’s status on the run.

What happens next: Once every payment has settled, the status moves to Paid, or to Partly paid if some didn’t reach the bank.

Paid

What it means: Every salary reached its bank. Payslips are generated and available to employees.

Available actions:

• View the payroll summary and per-employee items (including UTR numbers once paid).

What happens next: Nothing. This is a terminal state. The payroll run is finished.

Checking your payment

What it means: You’ve told us your payment is sent, and we’re waiting for it to arrive and be confirmed.

Available actions:

• None.

What happens next: The run moves on to whichever stage it was transitioning into.

Partly paid

What it means: Every payment has settled, and some salaries didn’t reach their bank, usually because of a closed account or wrong bank details. The rest were paid.

Available actions:

• See who wasn’t paid and why in Payouts that failed at the top of the run.
• Ask them to fix their bank details. We email them too.

What happens next: The money stays with Omnivoo. We pay it again once their bank details are fixed, and when the last person is paid the run moves to Paid.

Failed

What it means: None of the salaries reached their bank.

Available actions:

• See each reason in Payouts that failed at the top of the run.
• Contact support.

What happens next: We pay them again once the cause is fixed.

Discarded

What it means: Someone discarded the run before its invoice was generated. The run is kept for your records with the reason they gave, and nothing on it can be paid or edited. Adjustments it held go back to your adjustments list for the next run.

Available actions:

• None. Create a new payroll run for the period if you need one.

What happens next: Nothing. This is a terminal state.

Status Color Coding

Omnivoo uses color-coded badges to help you quickly identify payroll status:

Color	Statuses
Gray	Draft, Discarded
Yellow	Waiting for approval, Waiting for your payment
Blue	Approved, Payment received, Moving to India, Getting ready to pay, Paying employees, Checking your payment
Green	Paid
Red	Partly paid, Failed

Quick Reference Table

A run can be discarded until its invoice is generated. After that, contact support to cancel it.

Status	Can Edit?	Can Discard?	Manual Action Needed?
Draft	Yes	Yes	Approve, or submit for approval
Waiting for approval	No, send back or withdraw first	No	Approve or send back
Approved	No	Yes	Generate invoice
Waiting for your payment	No	No, contact support	Send payment
Checking your payment	No	No, contact support	None
Payment received	No	No, contact support	None
Moving to India	No	No, contact support	None
Getting ready to pay	No	No, contact support	None
Paying employees	No	No, contact support	None
Paid	No	No	None
Partly paid	No	No	Ask them to fix their bank details
Failed	No	No	Contact support
Discarded	No	No	Create new run if needed

Checking your payment means you’ve said the money is sent and we’re waiting to confirm it arrived. No action is needed.