Sending payslips and reports via email using Payroll Manager
This guide shows you how to email payslips and reports from Payroll Manager to your employees / employers via the server of your email provider. There are 3 main sections:
- Set up and testing
- Sending payslips and reports by email
1. Set up and testing
In order to send emails from Payroll Manager you first need to provide the software with your email provider’s SMTP* server settings. Payroll Manager then attempts to send a ‘Test email’ via that server (which you should address to yourself) to check that the details you have entered are correct.
(*SMTP stands for ‘Simple Mail Transfer Protocol’, and is the language that the software uses to communicate with the email server. Other email protocols exist, but SMTP is the simpleast and easiest to use. Payroll Manager does not support the use of IMAP).
Click ‘Tools‘ then ‘Email‘ then ‘Setup‘ from the main menu in Payroll Manager.
Payroll Manager has the settings for a number of email providers (e.g. Outlook, Gmail, AOL, Yahoo, SKY and others) built-in. Click on the ‘Select pre-set‘ button to see if your provider is listed. If so, select the providers name and the SMTP server settings will be populated automatically.
If you have purchased SMTP services from a third party and/or if your email provider is not listed then you should contact them to obtain the ‘Host’, ‘Port’ and ‘Authentication’ details before proceeding further. The example below shows the typical format of each of these items.
The next section of the setup screen is specific to your particular email account.
Username: This is the username issued to you by your email provider. Sometimes your username will be the same as your email address – e.g. if your email address is ‘email@example.com’ then your username may also be ‘firstname.lastname@example.org’. For some email providers however, your username may be the first part of your email address – e.g. if your email address is ‘email@example.com’ then your username may simply be ‘angusmcoatupm8’ (i.e. everything before the ‘@’ symbol). It is also possible that your username may be entirely different from your email address. If in doubt you should contact your email provider.
Password: This is the password that your email provider requires in order for your to send emails. Some email providers require a different password for sending emails from that used for receiving emails, so you should be careful to use the correct one. For security reasons the password will not be visible as you type it into this field, so please be especially careful when doing so. If you choose to ‘copy and paste’ your password from another source then double-check that you are not inadvertently pasting ‘hidden’ spaces or characters into this field. Passwords are case sensitive, so ensure that you do not have ‘Caps Lock’ enabled on your keyboard (unless of course your password really is all upper case).
Note: Some email providers insist that you use a special ‘App Password’ (or similar), provided by themselves, in order to use their servers with third party software such as Payroll Manager. Please see the ‘Troubleshooting’ section of this guide for more details.
Sender’s email: This is simply the email address from which you wish the email to be sent – i.e your email address.
Sender’s name: Enter the name of the person / organisation that you wish to appear in the ‘From’ field of the email. You can enter anything you like here, typically your name, or the name of your business.
The remaining items towards the bottom of the screen should be ignored at this point, and you should click ‘OK’ to continue. You can edit these settings later if necessary after having successfully sent a test email through the software. More information about each item is given below:
CC all emails to: this is an optional field and can be left blank if you wish. Enter the email address of a recipient that you wish to receive a copy of all emails sent through the software.
BCC all email to: this is an optional field and can be left blank if you wish. Enter the email address of a recipient that you wish to receive a blind copy of all emails sent through the software.
Edit email templates (button): It is possible to define templates to be used when sending emails. For more information, click this button, then click on the ‘Help’ button on the next screen.
Send emails immediately: This box is ticked by default. If you wish for the software to temporarily ‘hold’ the emails for sending at a later time then you would untick this box.
Use these settings in all data files: If you are a payroll agent and wish to use the same email settings for all clients then ticking this box means that these settings will appear in all of your payroll files.
Once you have clicked ‘OK‘ at the bottom of this screen, a box will appear asking if you wish to send a test email with these settings (below) – click ‘Yes‘.
Next enter the address that you wish to send the test email to. This should be your email address, so that you can check that the email has been received. Click ‘OK‘
The next screen will show details of the test email, which the software will attempt to send immediately.
If the test email has been successful then a message will appear to indicate this and you are ready to move onto the ‘Sending payslips and reports by email‘ section below. If instead you receive an error message (which can sometimes take 30 seconds or so to appear) then please see the ‘Troubleshooting‘ section towards the bottom of this guide.
2. Sending payslips and reports by email
Payroll Manager is able to create emails, attach PDF copies of payslips and reports to those emails, and send these to the recipient via your email server. Each PDF document can be automatically password protected, and the software keeps a ‘log’ of all emails that have been sent.
Make sure that the recipients email address has been entered into the software. To enter the email address of an employee, click ‘Employees‘ then ‘Employee details‘ from the main menu in Payroll Manager then click on the ‘Personal‘ tab. Immediately below the E-mail field is a box marked ‘PDF password‘. If you wish for Payroll Manager to automatically password protect PDF documents that are sent by email (which for GDPR purposes is strongly recommended) then you should enter a suitable password into this field. The recipient of the email will need to enter the same password in order to open the PDF document.
(Similar ’email address / PDF password’ boxes can be found on the ‘Employer – Employer Details‘ screen, which you should complete if you intend to use Payroll Manager to send documents by email to the employer. Please note that it is possible to enter more than one email address in these boxes, separated by a semi-colon (;), if you want to send the email to more than one address at a time).
Produce the payslips (or report) on screen in the normal way (e.g. for payslips, click ‘Pay’ then ‘Employee Payslip’ from the main menu in Payroll Manager, and select the relevant employees). The example below shows how to send employee payslips by email, but the same method applies should you wish to send an Employers Summary report (for example) to the employer.
Click on the ‘E-mail report‘ button on the report toolbar.
If you are sending employee payslips by email, then you will see a list of options (below). If you are sending a different report (e.g. an ‘Employers Summary’ to the employer) then these options will not appear, and instead you will be taken directly to the ‘Email templates’ screen (further below).
When sending employee payslips you have 4 options:
E-mail to each employee (separate PDFs, employee passwords) – This is the most commonly used option and should be selected when you wish to send a payslip directly to each employee. A separate email will be sent to each employee containing their own PDF payslip (password protected as applicable).
The 3 remaining options are typically used by payroll agents when producing payslips on behalf of their clients:
E-mail to the employer (separate PDFs, employee passwords) – This option sends one single email to the employer. This email will contain separate pdf documents (one for each employee), protected (if applicable) by each employee’s own password. You might choose this option if you are an agent processing the payroll on behalf of an employer who wishes to issue pdf payslips to their employees themself, but has provided you with individual employee passwords to use.
E-mail to the employer (separate PDFs, employer password) – This option sends one single email to the employer. This email will contain separate pdf documents (one for each employee), and each PDF payslip will be password protected (if applicable) by the employer password. You might choose this option if you are an agent processing the payroll on behalf of an employer and wish to email these payslips securely to the employer but do not wish to set up individual employee passwords.
E-mail to the employer (one PDF, employer password) – This option sends one single email to the employer, containing one single pdf document (password protected as applicable) detailing each employees payslip information. You might choose this option if having separate PDF payslip documents is not important to the employer.
Once you have made your selection, click ‘OK‘ .
The ‘Email templates‘ screen will appear. Click on the ‘Preview‘ button at the bottom of this screen if you wish to see how the body of your email will appear to the recipient. The ‘default’ template provided in the software will be suitable in most cases.
(It is possible to create and edit your own email templates if you wish. Details of how to do this are beyond the scope of this guide – click on the ‘Help‘ button at the bottom of the Email templates screen to find out more).
Click ‘OK‘ to send the email(s). A message will appear once they have been sent to your email server.
The time taken for your email server to deliver the email(s) to their final recipient will vary between providers, but typically this should not take more than a couple of minutes.
Payroll Manager keeps a record of all successful emails. Click ‘Tools‘ then ‘Email’ then ‘Log‘ from the main menu in Payroll Manager should you wish to view this record.
Payroll Manager relies on a number of things being in place and set up correctly in order to be able to send emails. For example, the username/password credentials that you enter into the ‘Tools – Email – Setup’ screen must be complete and accurate. The email server settings must be correct. The email server that you are using must allow third party software to connect to it via SMTP. Your antivirus/firewall software/router must not be set to block Payroll Manager from establishing such connections etc. All of these things are out of the control of Payroll Manager, and if you are having problems sending emails then the solution will often lie outside of the software itself.
If you are seeing a “Cannot connect” , “Cannot log on” or “Connection failed” error message then this means that Payroll Manager has attempted to make a connection to your email server, using the credentials supplied, but has been prevented from doing so. This may happen for a number of reasons, including:
– Your computer does not currently have an internet connection, or
– Your computer does have an internet connection, but your Antivirus/Firewall is blocking Payroll Manager from using it, or
– Your antivirus software is allowing Payroll Manager access to the internet, but the email server settings that you have entered are incorrect, or
– The email server settings that you have entered are correct, but the username / password that you have entered are not, or
– Your username and password are correct, but your email provider is not allowing access to its servers to third party software (such as Payroll Manager).
Each of these reasons results in a similar error message being returned to Payroll Manager, so you must systematically check each possibility in order to find a solution.
First make sure that you have the latest version of Payroll Manager installed by clicking ‘Help‘ then ‘Program Update‘ from the main menu.
Check that you have the correct information entered on the ‘Tools – Email – Setup‘ screen (as described in section 1 of this guide – ‘Setup and testing’)
Go through each field individually and double-check what has been entered. When you press ‘OK’ the software will ask if you wish to send a test email – so you can make changes and repeat this process as many times as you need.
– SMTP server settings : If you are using one of the ‘pre-set’ server settings, then the ‘Host‘ and ‘Port‘ are likely to be correct, but it is worth checking these with your email provider just in case. If you have entered these manually then double check that you have used the correct credentials.
If you are unsure what to set the ‘Authentication‘ and `port` fields to, then try each of these 4 combinations as they are the most common configurations:
It may be worth trying each of those three configurations if you are having issues with sending emails, even if you have been told to use different settings.
– Username: Check that you have entered this correctly. If you have entered e.g. ‘firstname.lastname@example.org’ as the username, then try entering ‘angusmcoatupm8’ instead (and vice versa).
– Password: Try removing and re-entering your password in case you mis-keyed it initially. Be aware of whether or not you have Caps Lock or Num Lock active on your keyboard.
Some email providers insist that you use a different password (often called an ‘App Password’) when using their servers with other software. An App Password is a 16-character password generated by the email provider, to be used specifically with one software app (such as Payroll Manager). You should search the support pages of your email service provider to see if this applies to you (perhaps search using the key words ‘App password’, or similar). If your provider does insist that you use an ‘App password’ then you should enter it into the ‘Password’ field of the Payroll Manager email setup screen. The ‘Links‘ section below gives links to the relevant support pages of some email providers that are known to use ‘App Passwords’.
– Sender’s email: Make sure that you have the correct address entered here (i.e. typically your/your company’s email address)
The other items on this screen (senders name, cc, bcc etc) do not affect whether or not an email can be sent, so these can be ignored when troubleshooting.
If you are still having problems after having checked the contents of the email setup screen then the connection problem may be caused by antivirus or firewall software, either on your computer or your router.
Many antivirus providers have features built into their software which specifically block outgoing SMTP (Secure Mail Transfer Protocol) messages, the method used by Payroll Manager to send email. We recommend that you look at the support page of your antivirus provider to see if this is the case, or perhaps use Google to search for the keywords “SMTP blocked xxxxx”, where “xxxxx” is the name of your antivirus provider. You may find that your antivirus software has a setting to turn this particular feature off, which may solve the problem. If your antivirus software has ‘chosen’ to block Payroll Manager from sending emails then obviously there is nothing that Moneysoft can do to get around this.
We do occasionally receive feedback from Payroll Manager users who have identified that it was their antivirus software that was preventing emails from being sent and who then provide us with a link to the relevant support page of that provider. These links can be found in the ‘Links‘ section, below.
If you have tried each of the suggestions above and are still not able to send emails using Payroll Manager then there a few other things that you could try:
– Try using a totally different email account to see if you can send a test message – e.g. if you were using a Gmail account, then try using a ‘Mail.com’ account, or an ‘Outlook.com’ account instead.
– Install Payroll Manager on a different computer and try sending a test email from that machine.
You should also be aware that providers of free email accounts (such as Google, Yahoo, AOL etc) often have no interest in allowing you to send emails via a third party software and would much prefer you to use their own online interfaces where they can show advertising and encourage you to use their other services. If being able to send emails directly is very important to your business then we would suggest that you consider an email provider that is set up to allow simple SMTP access to its servers.
Finally, if you are in a position where you need to urgently send payslips to employees by email and can’t manage to do this directly from Payroll Manager then it is of course possible to save each payslip as a PDF document (by clicking on the ‘Save as pdf’ button on the toolbar) and then attach these to an email that you create manually with your email software.
WindowsReport- Antivirus blocks email – how to fix it – a useful article which covers some of the main antivirus providers