Payroll Statuses Explained
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.
Status Flow Overview
A typical payroll run follows this path:
Draft
↓
Pending Approval
↓
Approved
↓
Awaiting Payment
↓
Payment Received
↓
Transferring
↓
Transferred
↓
Disbursing
↓
Completed
A payroll run can also end up in one of two terminal states at various points:
Failed -- Something went wrong during processing
Cancelled -- Manually cancelled by an admin
Status Details
Draft
What it means: The payroll run has been created but is not yet finalized. You can still add or remove employees, adjust amounts, and make changes.
Available actions:
- Edit payroll items (add/remove employees, adjust amounts)
- Submit for approval
- Cancel the run
What happens next: When you are satisfied with the payroll details, submit it for approval. The status moves to Pending Approval.
Use Draft status to prepare payroll ahead of time. You can create next month's payroll run early and finalize it closer to the pay date.
Pending Approval
What it means: The payroll run has been submitted and is waiting for an authorized approver to review and approve it.
Available actions:
- Approve (moves to Approved)
- Reject (moves back to Draft with comments)
- Cancel the run
What happens next: An approver reviews the payroll details and either approves or rejects it. If approved, the status moves to Approved.
If your payroll settings have approval disabled, this status is skipped entirely. The run moves directly from Draft to Approved.
Approved
What it means: The payroll run has been reviewed and approved. It is ready for payment processing.
Available actions:
- Initiate payment (moves to Awaiting Payment)
- Cancel the run
What happens next: When you click Pay, Omnivoo generates the payment request. The status moves to Awaiting Payment.
Awaiting Payment
What it means: Omnivoo is waiting for the employer's payment to be received. This applies when paying via bank transfer or ACH -- the funds need to clear before processing can continue.
Available actions:
- View payment instructions
- Cancel (only before funds are received)
What happens next: Once the payment clears and is confirmed, the status automatically moves to Payment Received.
If you are paying via manual bank transfer, make sure to send the exact amount shown on the payment instructions. Mismatched amounts will delay processing.
Payment Received
What it means: Omnivoo has received and confirmed the employer's payment. Funds are now being prepared for transfer.
Available actions:
- View payment confirmation
- No manual actions required at this stage
What happens next: Omnivoo initiates the international transfer. The status moves to Transferring.
Transferring
What it means: Funds are being transferred to the destination country (e.g., India) for disbursement. This involves currency conversion and international wire transfer.
Available actions:
- Track transfer progress
- No manual actions required at this stage
What happens next: Once the funds arrive in the destination account, the status moves to Transferred.
Transferred
What it means: Funds have arrived in the local disbursement account and are ready to be sent to individual employee bank accounts.
Available actions:
- View transfer confirmation
- No manual actions required at this stage
What happens next: Omnivoo begins processing individual salary payments. The status moves to Disbursing.
Disbursing
What it means: Individual salary transfers are being processed to each employee's bank account. This happens through the local banking network (e.g., NEFT/RTGS/IMPS in India).
Available actions:
- View individual payment progress
- No manual actions required at this stage
What happens next: Once all individual payments are confirmed, the status moves to Completed.
- Employers receive an email confirming funds have been received in India, including the conversion rate (e.g., 1 USD = ₹83.45), total INR amount, and number of employees.
- Employees receive individual emails confirming their salary transfer has been initiated, including the net amount in INR and transfer mode (NEFT/RTGS/IMPS).
Completed
What it means: All salaries have been successfully credited to employee bank accounts. Payslips are generated and available for download.
Available actions:
- View payroll summary
- Download payroll reports
- View individual payslips
What happens next: Nothing -- this is a terminal state. The payroll run is finished.
- Employers receive an email confirming all disbursements are complete, with the total amount disbursed and number of employees paid.
- Employees receive individual emails confirming their salary has been credited, including the amount, UTR number (for bank tracking), and transfer mode.
- Employees also receive an email when their payslip is generated and available for download.
Failed
What it means: Something went wrong during payment processing. This could be a bank transfer failure, currency conversion issue, or individual payment rejection.
Available actions:
- View error details
- Retry failed payments
- Contact support
What happens next: Review the error details and either retry the failed payments or contact Omnivoo support for assistance.
If a payroll run fails, check the individual employee payment statuses. Often only one or two payments fail (e.g., due to incorrect bank details) while the rest succeed. You can retry just the failed ones.
Cancelled
What it means: The payroll run was manually cancelled by an admin before completion. No payments were processed (or if payments were already in progress, they are reversed where possible).
Available actions:
- View cancellation details
- Create a new payroll run
What happens next: Nothing -- this is a terminal state. Create a new payroll run if needed.
Status Color Coding
Omnivoo uses color-coded badges to help you quickly identify payroll status:
| Color | Statuses |
|---|---|
| Gray | Draft |
| Yellow | Pending Approval |
| Blue | Approved, Awaiting Payment, Payment Received |
| Purple | Transferring, Transferred, Disbursing |
| Green | Completed |
| Red | Failed, Cancelled |
Quick Reference Table
| Status | Can Edit? | Can Cancel? | Manual Action Needed? |
|---|---|---|---|
| Draft | Yes | Yes | Submit for approval |
| Pending Approval | No | Yes | Approve or reject |
| Approved | No | Yes | Initiate payment |
| Awaiting Payment | No | Limited | Send payment (if manual transfer) |
| Payment Received | No | No | None |
| Transferring | No | No | None |
| Transferred | No | No | None |
| Disbursing | No | No | None |
| Completed | No | No | None |
| Failed | No | No | Retry or contact support |
| Cancelled | No | No | Create new run |