Download payroll reports

The Payroll reports page end to end: how months are listed, downloading a month, exporting the list of months, when a report unlocks, which expenses it collects, and choosing the right export format, plus fixing greyed-out months and missing expenses.

The Payroll reports page gives your HR team a month-by-month view of approved expenses that are ready to hand over to payroll. Each month sits on its own row, so you can see at a glance how many expenses fall into a given period and download that month's report in the format your payroll system expects. This page is part of the HR area, so it only appears for people on your HR team. This article walks the page end to end: how months are listed, how to download one, how to export the overview of months, when a report unlocks, which expenses it collects, and how to pick the right export format.

Open the page

The page lives in the HR section of the webapp, alongside your HR dashboard and employees. Open the HR menu and go to the reports view. If you are not on the HR team, the webapp sends you back to your own dashboard instead, so a missing page usually just means your account does not have HR access yet.

How months are listed

Every row is a single payroll month, labelled with the month and year, for example March 2025. The list is sorted newest first, so the most recent month is at the top.

The page shows a continuous run of months from your earliest approved expense to your latest, with no gaps. That means a month with no approved expenses can still appear in the list as an empty row, which is normal.

Each row gives you a quick summary of the period:

• A count of approved expenses, shown as 1 expense for this period or 3 expenses for this period.
• No expenses for this period when that month has nothing to report.
• A Download button on the right, but only when the month actually has expenses.

A month with no expenses has nothing to export, so it shows no Download button at all. There is no per-employee breakdown on this overview; you see the totals here and the detail lands inside the file you download. Use the search and column controls at the top if you have many months to scroll through.

Download a month

When a month has expenses and is ready, select Download to open the format menu. CLVR generates the file for that single month in the format you pick:

The first time you download a month, CLVR stores the generated file privately. When you re-download the same month in the same format, it reopens that stored file rather than building a new one, so you get an identical report. See the re-downloading section below for why the file does not change.

Export the list of months

The toolbar above the table has an Export button that downloads a small overview spreadsheet: one row per month, with that month's name and how many expenses it contains. This is a quick summary of the months themselves, not the per-employee payroll data you hand to your payroll system, which you get from the per-month download instead.

Selecting Export downloads an Excel (.xlsx) workbook with one row per month and two columns:

• Payroll reports: the month, written out as the month name and year (for example, May 2026).
• Expenses: the number of approved expenses counted in that month.

That is the whole file. It is the same list of months you see in the table, exported so you can scan or share it outside CLVR. It does not include employee names, amounts, tax lines, or salary codes.

When a month becomes available

A report is not available the instant the month begins. Each month becomes downloadable after your company's payroll cutoff has passed, which gives approvals time to settle before the figures are exported.

Until that point, the row is dimmed, the Download button is greyed out, and you see a line that reads Available for download on followed by the exact date and time it unlocks, for example Available for download on April 1, 2025, 12:00 AM. The date is written out in full (month, day, year, hour, and minute) so there is no guessing. Availability is checked against the current time, so once that moment passes you can simply reload the page and the month becomes downloadable.

CLVR works out that date using one of two rules:

• With payroll settings saved, the report unlocks at your company's cutoff for that month. The cutoff is built from the Payroll cutoff day and time you set, adjusted by your chosen Weekend behavior if the cutoff lands on a Saturday or Sunday.
• Without payroll settings saved, CLVR falls back to the legacy schedule: the report unlocks on the first day of the month after the report month. If that first day falls on a Saturday or Sunday, it rolls forward to the following Monday. For example, a March report on legacy timing unlocks on the first business day of April.

A month with no approved expenses is different: it has nothing to put in a report, so it shows No expenses for this period and no Download button at all. This is not a locked state waiting to unlock. An empty month stays without a Download option no matter how much time passes, because there is nothing to generate.

Which expenses appear in a report

Not every expense in CLVR ends up in a payroll report. A report only collects what is fully settled and ready to hand to payroll, and each expense lands in exactly one month based on when it was finalised.

A payroll report only includes expenses that are both:

• Approved, and
• one of two kinds: an Expense Report (a receipt an employee uploaded) or a Benefit Store purchase.

Anything still in Pending or marked Declined is left out. A report you download is always a snapshot of what was settled by that month, never a list of everything in flight.

CLVR places each approved expense in a month using its completion date, the moment the expense was finally approved (or auto-approved). An expense that has somehow not reached that finished state has no completion date and is skipped until it does. How that completion date maps to a month depends on whether your HR team has saved payroll cutoff settings:

• With a payroll cutoff saved, anything approved before the cutoff for its month goes into that month's report, and anything approved at or after the cutoff rolls into the next month's report. This is what lets you close a month cleanly.
• Without cutoff settings (legacy behaviour), each approved expense is grouped by the plain calendar month of its completion date. There is no roll-forward, so an expense approved on the last day of the month stays in that month.

Reports can also include one item that is not an everyday expense: a resolved overused-allowance salary deduction. When an employee leaves having spent more than their pro-rated allowance, your HR team chooses to recover it as a gross or net salary deduction, and once that record is resolved it is added to the report for the month it was resolved in. CLVR adds each resolved deduction only once, so the same amount is never sent to payroll twice.

Choose the right export format

When you select Download, CLVR offers four formats: Fortnox, Excel, Flex HRM (xlsx), and Flex HRM (dta). They all contain the same approved expenses for that month, so the only thing that changes is the layout. Switching format never changes the amounts or who they belong to; it only changes the file type and the column structure.

• Excel. Choose this when you want to read the report yourself. It is a plain .xlsx workbook with CLVR's own readable column layout, so you can open it in Excel, Numbers, or Google Sheets and review the amounts per employee before anything is imported elsewhere.
• Fortnox. Choose this when you import payroll transactions into Fortnox. It is a PAXML 2.0 file (the standard Swedish payroll XML), not a spreadsheet, meant to be uploaded into Fortnox rather than opened and read by hand.
• Flex HRM (xlsx). Choose this for Flex HRM when you want the import template as an Excel workbook. It follows the standard FlexHRM row format and includes a column-description header row (Anstnr, Löneartsnr, Belopp, and so on), so it is both importable and readable.
• Flex HRM (dta). Choose this for machine import into Flex HRM (and Aspia, which reads the same format). It holds the same FlexHRM rows as the xlsx version but as a tab-delimited .dta text file, without the descriptive header row.

Quick guide:

• Just reviewing the figures? Use Excel.
• Importing into Fortnox? Use Fortnox (PAXML).
• Importing into Flex HRM or Aspia? Use Flex HRM (dta), or Flex HRM (xlsx) if you want a readable copy.

Re-downloading the same month

When you download a month, CLVR builds the file once, stores it securely, and then reuses that stored copy for later downloads of the same month and the same format. That is why a second download opens a file that is identical to the first, byte for byte. Payroll exports for a closed month should not quietly change between downloads.

The reuse is matched on the saved file, by its format:

• Excel reuses a file ending in -excel-report.xlsx
• Flex HRM (xlsx) reuses a file ending in -flex-xlsx-report.xlsx
• Flex HRM (dta) reuses a file ending in -flex-dta-report.dta

Switching to a different format for the same month builds a fresh file in that format, because the stored copy is for one format at a time. Picking the same format again gives you the stored file back.

If you genuinely need CLVR to rebuild a recent month (for example, a late expense was just approved and should be included), clear the stored copy by re-saving your payroll settings. Open Payroll Settings, save the page, and CLVR clears the stored reports for the most recent months. The next download for those months is then generated from scratch.

Troubleshooting

The page is not in my menu. The reports page is HR only. If you cannot see it, ask your HR contact to confirm your account has HR access.

A month has no Download button. That month shows No expenses for this period, so there is nothing to export. Empty months are listed for completeness and can never be downloaded.

Download is greyed out. The month has not reached its availability date yet. Read the Available for download on ... line on that row for the exact date and time, wait until then, and reload the page so availability is re-checked against the current time. The unlock line shows a full date and time, not just a day, so a month with an early-morning cutoff will not open the evening before. The current month is the one most often greyed out, because its cutoff is still in the future.

I need a month sooner. A member of your HR team can lower the cutoff in Payroll Settings: set an earlier Payroll cutoff day, Payroll cutoff hour, and Payroll cutoff minute, then save. Recent months are recomputed against the new cutoff, so a month whose new cutoff has already passed unlocks straight away. Saving new settings refreshes the most recent months, so a report you had already downloaded for one of those months can be regenerated and may look slightly different next time. If that matters for your records, download what you need before changing the cutoff.

The file downloaded instead of opening in a tab. If file storage is briefly unavailable, CLVR falls back to downloading the report straight to your browser. The file is the same, it just arrives as a download.

A newly approved expense is not in the report. CLVR saved the report file the first time the month was downloaded and reuses that stored file, so it will not pick up an expense approved after that first download. First confirm the expense belongs in the month you expect: it must be Approved, it needs a completion date, and an approval at or after your cutoff correctly rolls into the next month (open the next month and you will find it there). When the expense should be in the month and is simply not in the stored file, clear the cached report by re-saving your payroll settings: go to Settings, open Payroll Settings, select Save Changes (you do not need to alter anything), then download the month again. Saving clears the stored reports for the three most recent months. A month older than that keeps its previously generated file, so re-saving settings will not refresh it; reach out to your HR contact at CLVR if an older month needs to be regenerated.

An expense is missing from the export. First check it qualifies at all: only Approved expense reports and Benefit Store purchases are collected, and it has to land in the month you are looking at (an approval at or after your cutoff rolls into the next month). If it qualifies and is in the right month, the format you downloaded may be excluding it on purpose:

• It is in Excel but not in Flex HRM. Both Flex HRM files drop a line when no payroll code (löneart) is configured for that expense's category or benefit, or when the covered amount rounds to zero or less. The Excel export does not need a payroll code, so it lists the expense anyway. The fix is usually to set the category's payroll code on Payroll Settings.
• A Benefit Store purchase is missing from Fortnox. The Fortnox export leaves out a purchase paid entirely from salary (a salary deduction rather than from the allowance), and any line whose covered amount is zero or negative. Check it in the Excel export instead.
• The amount is smaller than the receipt. Only the allowance-covered amount is exported; the part above the allowance is the employee's own cost and is never in a file. See why a payroll line amount differs from the receipt total.

Some money is intentionally outside every payroll file: receipt overshoot (the part of an uploaded receipt above the allowance, which is the employee's own cost) and Benefit Store salary-deduction remainders (recovered as a salary deduction handled outside these files). These export files report the benefit value the employer credited through the allowance for the period, so anything that did not cross the allowance boundary does not belong in them, by design.

I get the same file even though something changed. That is the stored copy being reused. Re-save Payroll Settings to force a rebuild of the recent months, then download again.