How to Run Payroll in KaziQuest
🧾 How to Run Payroll in KaziQuest
Running payroll in KaziQuest is streamlined and powerful. This guide walks you through everything — from setup to exporting reports, approving payroll, and sharing payslips with employees.
🔹 Step 1: Access the Payroll Page
- From the side menu, go to Pay.
- Click on Payroll.
If it’s your first time, you’ll be guided through a one-time setup.
🛠️ One-Time Setup
Before your first payroll, you’ll need to fill in your company’s key details:
- Company Legal Name (e.g. Isowatt Engineering)
- DBA (Doing Business As) – your company’s trade name
- KRA PIN – 11 characters
- NSSF Number
- SHIF Number
- Street Address
- Phone Number
- Website URL
- Country: Kenya
👥 Add Payroll Approvers
As part of the setup, you will be asked to add payroll approvers. These are the people who must approve each payroll before it’s finalized.
You’ll also choose who handles statutory filing:
“Who will handle payroll tax filings?”
- ✅ I will file statutory deductions (PAYE, NSSF, SHIF)
- ✅ KaziQuest will handle the filings
▶️ Step 2: Start Payroll
Click Start Payroll on the Payroll page. A confirmation will pop up:
❗ “Are you sure you want to run payroll? This cannot be undone.”
Click Yes to proceed.
📊 Step 3: Review Payroll Summary
You’ll now see a full payroll summary (e.g. August 2025 Payroll):
💸 Payroll Breakdown
Employee Totals
- Total Gross Pay
- Total PAYE
- Total SHIF
- Total AHL (Affordable Housing Levy)
Employer Contributions
- Total NSSF
- Total AHL (Employer)
- Total NITA
- Total Pension (if applicable)
✅ Step 4: Approve Payroll & Actions
Once payroll is processed:
🧾 View Payslip Details
Click any employee’s name to view their payslip summary on the right.
Each payslip shows structured sections, including:
- Employee Details – name, PIN, job title, department
- Earnings – Basic pay, gross earnings
- Allowable Deductions – NSSF, SHIF, AHL, Pension (if any)
- Taxable Pay
- Relief – e.g. personal relief
- Tax Payable (PAYE)
- Total Deductions
- Net Pay
Accountants and payroll officers will appreciate the clear layout and compliance-ready breakdown.
Available Actions:
- ✏️ Edit Payslip
- 👤 View Employee Profile
🔘 Approve Payroll
Click Approve to finalize the payroll.
🔁 You can Rerun Payroll as many times as needed before approval.
✉️ Share Payslips
You can:
- Select employees to Mail Payslips (with your company logo or initials)
- Use the Distribute button to allow ESS access (Employee Self Service)
📤 Step 5: Export Reports
Export a wide range of outputs:
- 📥 Export Table – Excel or CSV
- 📥 Export NSSF – Excel or CSV
- 📥 Export SHIF – Excel or CSV
- 📥 Export P10 Reports – Employees / PWD / AHL
- 📥 Download P9 Forms – For KRA reporting
🔍 Payroll Status Tags
KaziQuest automatically shows visual indicators of payroll progress:
| Status | Indicator |
|---|---|
| Approved | 🟢 Green |
| Pending Approval | 🔴 Red |
| Payslips Distributed | 🟢 Green |
| Not Distributed | 🔴 Red |
🕘 Previous Payroll Runs
Need to refer to earlier payrolls?
📂 Visit Payroll History in the side menu to access all past runs — complete with reports, approvals, and payslip data.