QTAC software effortlessly allows emailing of payslips either directly via SMTP or through outlook without the need for any third party applications.
With offices becoming increasingly paperless the ability to email reports to employees or clients directly is an essential features.
Setting up Email Distribution
Before payslips can be sent the email distribution needs to be configured. Enter ‘Company > Company Maintenance‘ and navigate to the ‘Reports‘ tab. In the bottom right hand corner you can configure the following options: Outlook, Google Mail, Live Mail & SMTP.
- Outlook: If logged into Outlook application, the software will use those details.
- Gmail: Enter the sender name, email address, and an app password (setup here: https://support.google.com/accounts/answer/185833?hl=en).
- Hotmail: Enter the sender name, email address, and login password.
- SMTP Server: Provide the sender name, email address, SMTP server address, password, and port number (usually known by the IT team).
When selecting Outlook, there is no need to carry out any further configuration. The software will seamlessly integrate with outlook and send the payslips directly from your primary account.
If you wish to configure your email to send via another email provider that is not configured within Outlook or one of our pre-configured providers then you can specify your own SMTP details.
If you require further assistance with the configuration of these details seek advice from your IT department or the help page on your email providers website.
On the left-hand side of the ‘Company > Company Maintenance > Reports‘ screen, you will find company email and password fields. If you are intending on emailing your payslips as one email directly to your client, you should configure their email details here. If you are looking to email employees directly, then you can leave these fields blank and tick the ‘Email Payslips to Employees‘ box. The employees email address and password can be configured in ‘Employee > Employee Maintenance > Personal‘.
Configuring Email Contents
QTAC uses a versatile method of allowing you to configure a standardised message for the subject and contents of the email. This message can then be used across multiple companies and employees without the need to tailor on a per company/employee basis.
The message can be configured as a default for all companies in ‘Settings > Manage Database Email Messages‘. Here you can set what message will appear in the email along with the payslip(s) for all of your companies. Any new companies added to the payroll will automatically have their email message details updated if this option is set.
The list below shows the difference in function options
- All Functions: this email message will apply to all functions (Payslips, P60s, P45s, Automated Reports 2.0, AE Letters and Invoicing)
- Payslips: the email message will apply to all payslips
- P60s: this email message will only apply to P60s
- P45s: the email message will apply to P45s
- Automated Reports v2.0: the email message will apply to reports emailed via Automated reports 2.0
- AE Letters: the email message will apply to AE Letters
- Invoicing: this email message will apply to invoicing
You will also need to select the recipient of the email:
- Company & Employee: both the company and the employee will be receiving the same email message
- Company: the company will be receiving the email message
- Employee: the employee will be receiving the email message
You can change the default message for each individual company in ‘Company > Manage Company Email Messages‘. This will change to default email message for all emails sent from this specific company.
Below is an example of what the formatted email message looks like. To configure the contents of the message you can use the placeholders at the bottom of the tab. You can use the placeholders in both the title and the message. See below for an example of how to do this.
Sending Payslips
The process of sending payslips is very simple. Once you have completed your pay run go to ‘Reports > Pay Period > Email Payslips‘. Within here you have several options, choose whether you wish to email all the payslips in one email to the company or as separate emails to each individual employee. Choose which pay frequency and period you wish to send your payslips for and finally whether you would like to send everyone’s payslips, or just those you have not yet emailed.
Password protection will be applied if you have specified a password in ‘Company > Company Maintenance > Reports‘ if you are emailing to a company. For individual employees you can specify a password in ‘Employee > Employee Maintenance > Reports‘.
On the next screen you will see a preview of the pre-configured message, or if you have not configured a message then you will be given the ability to specify one. Any changes you make at this stage will not be stored for future payslip messages.
Upon clicking ‘Next‘, the software will display the employees that are about to receive a payslip and confirm their details with you. When happy, press ‘Send Payslips‘ and the software will automatically send all payslips.
F.A.Q:
What happens if an employee does not have an email address set?
If an employee does not have an email address a failure message will be set against that employee and the process will continue. You can then return to ‘Employee > Employee Maintenance‘ to set their email before returning back to the emailing payslips feature and choosing ‘Email employees who have not yet received their payslips’ to prevent other employees getting sent multiple payslips.
Will my RTI FPS send automatically?
Unfortunately an RTI FPS is not automatically sent, as with printed payslips, however submitting your FPS after the emailing process has completed is simple. To setup, go to ‘Company > Submit RTI FPS > Select Pay Period > Submit‘ and your FPS will be sent for the entire company within seconds.
what is SMTP?
Simple Mail Transfer Protocol - is a way of the application talking to an external mail server such as outlook.com, gmail, hotmail etc. you do need to make sure that your mail provider supports SMTP and it is enabled.
Can I use two factor authentication on my mail server?
Unfortunately Qtac does not support 2FA for SMTP, you will need to make sure that you have your SMTP enabled in simple authentication mode. Please make sure if you have to create a separate password for SMTP, that it is a strong password due to it being a non-two factored system
A little bit about us...
Qtac, a recognised payroll solutions provider in the UK, has been serving businesses for 30 years. Specializing in both payroll software and outsourced payroll services, Qtac caters to small businesses, large corporations, and payroll bureaux. Our software, recognised by HMRC, streamlines the payroll process, featuring RTI submissions, workplace pensions management, and a cloud-based portal for payslips and employee self-service. This software is supported by top-tier customer assistance, ensuring a smooth payroll experience.
Additionally, Qtac offers tailored ‘white-labelled’ outsourcing services. These services are particularly attractive to accountancy firms, as they save time, reduce stress, and mitigate payroll-related risks. By outsourcing to Qtac, companies can be confident in the knowledge that their payroll needs are being expertly managed.
Qtac's solutions are not just about functionality; they are about building long-lasting relationships with clients, offering them a combination of technology and expertise. Their commitment to adapting to client needs and providing reliable, efficient services has established Qtac as a trusted name in the payroll solutions sector in the UK. In essence, Qtac simplifies and enhances the payroll process for a diverse range of clients, ensuring compliance, efficiency, and customer satisfaction.
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