The management of payroll for a small number of employees is easy. Payroll management for an organization that operates in many departments, with many pay cycles, and with numerous (or even more) number of employees is altogether a different matter. With an increase in the number of employees, there would be increased mess in the payroll, and locating payslips of the correct period would be like hunting for a needle in a haystack.
Optional payslip batch naming by Horilla HRMS helps in overcoming this problem with a small but highly effective feature.
Where It Starts: The Payroll Module
The payroll can be found in its very own category in Horilla by clicking on the left navigation. The payroll category consists of everything you need, namely: Payslips, Loans and Salary Advances, Encashments and Reimbursements, Contracts, Income Tax, and Configuration.
From here, you will see the Payslips screen, which contains individual and bulk pay runs. Each payslip has all the necessary information, such as the employee, pay period, gross pay, deductions, net pay, and status of draft, review ongoing, confirmed, and paid.
Bulk Payslip Generation With an Optional Batch Name
Horilla makes it easy to create payslips for a lot of employees at once. You do not have to make a payslip for each employee one by one. With Horilla, you can make payslips for employees all together. You pick the employees you want to make payslips for, choose a start date and an end date. Then you can make payslips for the whole group of employees with just one step. This is what we call Bulk Payslip generation in Horilla.
At the top of this dialog sits the Batch Name field, and it’s completely optional. Leave it blank, and Horilla will process the payslips without any grouping label. Fill it in, and every payslip generated in that run gets tagged with the name you choose, such as “Demo Payroll – Aug 2026.”
And this is the core of the feature itself: naming is optional. For small teams that process one payroll every month, there could be no need for that ever. But for larger, multi-team companies processing multiple payroll batches per month, based on department, salary level, region, or payroll date, it allows them to name their payroll batches with zero configuration effort.
Why This Matters for Multi-Team Organizations
Once you’re managing payroll across multiple teams, cycles, or entities, an unlabeled list of payslips becomes hard to navigate. Batch names solve this in a few concrete ways:
- Instant grouping: Payslips View comes with the Group By option that can be utilized for Group Name. In words, this Group By function sorts all the payslips based on the Batch Name. This view does not show a list of payslips. Instead, it shows a list of batches. The batches include “Demo Payroll – Aug 2026 “, “Demo Payroll – Jul 2026 “, “Demo Payroll – Jun 2026” and on.
- Faster review cycles: Expansion of the batch will allow viewing of the total list of employees for the given batch with statuses displayed as (Draft, Review In Progress, Confirmed, Paid). All a payroll administrator needs to do is just check, confirm, or pay the whole month’s batch without searching for loose documents.
- Historical traceability: Since each monthly or departmental batch uses its unique name, previous batches remain separate. You require the figures from July while calculating August’s payroll? They’re all lined up for you, each self-contained in its own space.
- Filtering and reporting: When using batches, filters such as Draft, Review Ongoing, Confirmed, and Paid can be applied to a particular batch only, making status filtering and performing bulk actions (download, email, delete) much easier than doing so on a single huge unfiltered list.
Flexible by Design
What sets this functionality apart as a practical tool is that Horilla does not impose any naming convention on its users. If the business is one location, with only one payroll done once a month, the field can be totally ignored. A business running payrolls in different departments, subsidiaries, or contract types can use a suitable naming convention – “Department – Month Year” or “Region – Pay Cycle,” for instance.
Since the batch name field is free text, there is no need to adhere to a specific taxonomy. The name can reflect any criteria relevant to the business’s needs, such as monthly cycles, department names, project-based contracts, etc.
Batch naming can be considered an optional feature that Horilla introduced to its payroll module. However, it solves a major problem faced by growing companies –how to organize large numbers of payslips in an effective manner without burdening the process with unnecessary complexity. Small groups retain the simplicity of their unlabeled process while larger companies with multiple teams get an organized structure for all their payrolls.
This is a great illustration of how HR systems should work – a feature that is there for you, just in case you’ll ever need it.
Download Horilla HRMS from the App Store or Play Store and explore the free HR Experience In Your Hands.
