What you'll learn

Your file's journey
The File Detail screen, area by area
Green rows and red rows
Quarantine: what it is — and what it is not
Officers & subcontractors
Fixing a red row (you approve first)
The emails you'll receive
What happens at renewal

Good to know

You reported on time the moment your file arrived — everything after is our processing
Nothing is ever charged automatically for a flagged row
Anyone signed into the account can fix a row — no special permission needed
There is no deadline and no countdown

Your File's Journey

From the moment a payroll file reaches us to a fully explained premium.

When a payroll file reaches us — uploaded by you, sent by your payroll company, or delivered automatically by a connector — it goes on a short, friendly journey:

Received — we store the original file exactly as it arrived. You can always download it back.
Read — we recognize the columns (names, wages, class codes, states), even when every payroll system labels them differently.
Checked — every row is verified against your policy: is the class code on the policy? Is the state covered?
Priced — rows that pass are priced using your policy's rates. That's your premium for the period, calculated from real payroll.
Done — the file shows as completed, your reporting schedule marks the period as reported, and you can see every number behind the math.

A completed File Detail screen showing overview cards and green rows — A sample payroll file, fully processed — overview cards up top, and each row priced and ready below.

The important reassurance The moment your file arrives, you've reported on time. Everything after that is our processing — never a mark against you.

The File Detail Screen, Area by Area

Everything on the page, explained — no black boxes.

At the top of every file are the overview cards: Class Codes Reported, Employees Reported, Valid Rows, Total Payroll Reported, and Premium Reported. Tap More on Total Payroll to see Auditable vs Gross, and Subject vs Excluded wages.

The five overview cards on a File Detail screen — The overview cards on a sample payroll file — a plain-English summary of the whole file.

Total Payroll expanded to show auditable, subject and excluded wages — Tap **More** to expand the wage breakdown — auditable payroll, plus subject vs excluded wages.

You'll always find two things in the header. Notification Proof shows a timestamped record of every notification we sent about this file — and if nothing was ever sent, it says so honestly. Download original CSV hands you back the exact file that arrived.

Notification Proof and Download original CSV buttons — Notification Proof and Download original CSV live in the file header.

Every row has a receipt Open Breakdown on any row to see the exact math: gross pay, minus excluded wages, state adjustments, included wages, times your policy's rate — equals that row's premium.

A per-row premium breakdown showing the full calculation — A row's premium breakdown on a sample file — gross pay to included wages to rate to premium. No black boxes.

Rows are grouped into tabs You'll see tabs like All, Successful, $0.00 Zero Payroll, Quarantine, Officers Included, Officers Excluded, and Subcontractors — but only when they actually have rows. Green means priced and billed; red means waiting for a fix.

Green Rows and Red Rows

What makes a row wait — and everything that doesn't.

A row turns red only when we genuinely can't price it — for example:

the class code is missing, unrecognized, or not on your policy,
the state is missing, unrecognized, or not covered by your policy,
or we can't tell which of several possibilities applies.

Everything else is green (priced) or slate (a $0-payroll period — tracked so you can confirm it was intentional).

Row tabs showing Successful rows and one Quarantine row — On this sample file, 12 rows priced cleanly (Successful) and 1 is waiting in Quarantine — you can see exactly which, at a glance.

Hover to see why Every red row tells you exactly why it's waiting — in plain English, right where you're looking.

Quarantine: What It Is — and What It Is Not

This is the part people worry about, so let's be direct.

Red rows collect in the Quarantine tab, and a calm red banner appears at the top of the file. Here's what it says — and, just as importantly, what it does not mean.

The calm red banner explaining a record needs attention and premium is not charged — The banner on a sample file: “1 record needs your attention — premium is not charged for it.”

Not “late”

Your file arrived — you reported on time. The period shows as received.

Not a fine or penalty

Nothing punitive happens. There is no interest, no fee, nothing.

Not a charge

Premium is never collected for red rows — not now, and not automatically later.

No deadline or countdown

Red rows simply wait, visibly, until someone fixes them. Whenever you're ready.

“There is no time pressure — fix them whenever you are ready.”

When a red row happens, the reason is spelled out plainly — no codes to decipher:

A plain-English reason explaining why a row is in quarantine — The reason on a sample row, in plain English — which state or class code needs attention, and what's valid.

The exact wording on your screen “premium is not charged for them. Fixing a record creates an additional charge you confirm first. Records still unresolved when the policy ends go to the carrier's renewal-audit report.”

So the honest consequence of leaving red rows alone: at the end of the policy term, anything still unresolved is simply compiled into a report for your carrier's renewal audit. Fixing rows as you go keeps your reporting complete and your renewal audit uneventful.

Officers & Subcontractors

Why some rows are calmly set aside — with nothing to fix.

If your roster marks an officer as excluded from coverage, or a row belongs to a subcontractor, that person was never going to be billed. Their rows are set aside at $0 in their own calm, informational tabs — Officers Excluded, Subcontractors — with no red, no action needed, and nothing to fix.

Tabs showing Successful rows and an Officers Excluded tab — On a sample file: an Officers Excluded tab sits quietly beside Successful — informational, never a problem.

Officers who are covered Officers included in coverage are billed normally, with your state's officer wage caps applied automatically. They get their own informational tab too, so it's always clear who's who.

Fixing a Red Row (You Approve First)

The one and only time a fix costs anything — and you see the number first.

Open the Quarantine tab (or tap Fix now on the red banner) and correct the highlighted cells — usually a class code or state.
Save activates as soon as at least one row is fixed. Fix what you can; leave the rest for later.
Before anything happens, a dialog shows you the exact additional amount, the rows included, the bank account's last digits, and the cycle date.
Nothing is charged unless you press Confirm. Cancel and no money moves.
After confirming, the newly-priced rows are billed once, in the next processing batch — and you get a confirmation notice.

You see the number first, then you decide That's the whole point. Anyone signed into the account can do this — no special permission and no call to support needed.

Missing a class code or state on your policy? Use Request Endorsement — it goes to your carrier, and the row waits patiently in the meantime. Nothing is charged while it waits.

The Emails You'll Receive

Every notice is branded for your program — and provable on-screen.

Every notice we send is recorded in the file's Notification Proof panel — a timestamped, immutable record that serves as legal proof of notice. If nothing was sent, it tells you that too.

The Notification Proof panel described as a legal proof of notice — The Notification Proof panel — a timestamped, honest record of every notice sent about a file.

Payroll File ReceivedThe intake receipt when a file arrives. Its key line: “You will only hear from us if rows are quarantined.” One receipt covers a whole split upload.
File — N Row(s) QuarantinedSent the moment validation finds red rows, to whoever sent the file. It reassures directly: nothing is charged for them meanwhile, there's no time pressure, and fixing shows the exact amount to add — which you confirm first.
Action needed: N record(s) can't be pricedA gentle follow-up while rows remain — about weekly at first, then no more than once every two weeks. It can be turned off per account on request.
A charge was scheduled for the records you correctedThe receipt after you confirmed a fix on screen: amount, records, bank account last-4, and expected debit date. The email is the receipt — the on-screen dialog was the approval.
Payment receivedA simple confirmation when a payment settles.

Red rows sometimes clear on their own We automatically re-check every night. If the blocker goes away — for example, your policy adds the class code after an endorsement — the row prices itself. Any resulting amount still only ever bills through the same confirm-first dialog.

What Happens at Renewal

Nothing is silently dropped, and nothing is retroactively charged.

When a policy term ends, any records still unresolved are compiled into an unresolved-records report for the carrier's renewal audit. That's the whole story — nothing is silently dropped, and nothing is charged after the fact.

Fixing as you go keeps it uneventful Correct red rows whenever it's convenient, and your renewal audit has nothing new to reconcile. No surprises, no pressure — just an accurate, complete record.

Continue learning

Start here Employer Onboarding Set up your account from invitation email to fully configured — company, payroll, banks, and locations. For payroll companies Payroll Company Onboarding Connect your data and report on behalf of your clients — including split files across many policies.