Export pay statements

Download approved pay statements as PDFs and the pay summary as a CSV or Excel file, and pick the summary's columns.

For agency owners and admins Web app and email 5 min read Last updated October 20, 2026

What you'll learn

  • How to download pay statements and a pay summary file when you're ready to pay your interpreters.
  • How to choose which columns the pay summary file includes.

Before you start

Export a pay run

Owners and Admins can export pay statements and pick the pay summary's columns. The export covers every approved payee on the run, before or after the close.

  1. Go to Billing › Review.
  2. In the runs index, click Pay runs.
  3. Click the run.
  4. Click Export… in the run header.
  5. Turn on each format you want: PDFs (PDF for 1 statement), CSV, or Excel (.xlsx).
  6. Click Export.
  7. If you turned on CSV or Excel (.xlsx), enter the 6-digit code in the "Two-Factor Verification" dialog and click Verify.

Fluent shows a message such as "Downloaded PDFs, CSV for 8 statements." When the export covers more than 1 statement, the PDFs download in one .zip file.

After the export, each statement's Status cell shows "Exported " on its second line.

To export one payee, click the ⋯ menu at the end of their row, then click Export…. Once they're exported, the item reads Export again….

The verification code

Before a pay summary file downloads, Fluent checks that it's you with a 6-digit code.

  • What asks: CSV and Excel files. PDFs alone don't ask.
  • How long it lasts: one code covers your exports for the next 9 minutes.

Where the code goes:

  • Text messages: if your two-factor authentication uses text messages, Fluent texts the code, and the dialog shows the last 4 digits of the phone number.
  • Email: otherwise, Fluent emails the code to the address you sign in with. It expires in 10 minutes.

What the files contain

Each format gives you a different file, for the payee or for whoever processes payment.

  • PDFs: One pay statement per payee, with your agency's logo, name, and address.
  • CSV: The pay summary, with 1 row per payee and a Totals row, in the columns saved in Settings › Export settings.
  • Excel (.xlsx): The same rows as the CSV, in a formatted workbook.

Each PDF shows the pay period, pay day, status, and total pay, with a line for each appointment that pays more than $0. Below the lines come the appointments that paid nothing and why, then any correction statements and adjustments.

Some payees aren't paid through the run, such as a partner agency that sends you its own invoice. Once you approve their work, they appear in the summary:

  • PDF: none for these payees.
  • Paid via column: reads Partner invoice or Paid outside.
  • Subtotals: the file adds "Paid through this run" and "Not paid through this run" above Totals.

For which run number the summary's Run column shows, see Pay runs overview.

Pick the pay summary columns

The CSV and Excel files always carry 6 columns, and you pick which of the other 19 to add. Your picks apply to every pay summary your agency exports.

  1. Go to Settings › Export settings.
  2. In the Pay summary columns card, turn each optional column on or off.

Each pick saves itself, and Fluent shows "Pay export columns saved". Select all and Clear turn every optional column on or off at once.

  • Always included: Payee, Payee type, Period start, Period end, Total pay, and Paid via.
  • On by default: Appointments, Service hours, Service pay, Travel time (hr), Travel time pay, Mileage (mi), Mileage pay, Corrections, and Adjustments.
  • Off by default: Payee ID, Pay date, Run, Status, Regular hours, After-hours hours, Holiday hours, Effective hourly rate, Effective travel rate, and Effective mileage rate.

Column picks don't change the PDF.

Download one statement

When a payee asks for their statement after the close, download or print it on its own.

  1. Go to Billing › Payments.
  2. Click the run.
  3. Click Statement on the payee's row.
  4. Click Download PDF, or click Print statement to print from your browser.
  • Download PDF: saves the same PDF the export makes. It doesn't ask for a verification code, and it marks the statement Exported.
  • Print statement: doesn't mark the statement Exported.

Rules and limits

  • An export covers at most 200 payees.
  • Exports keep working after you close the run, send it to payout, or mark it paid. Closed runs stay in the Pay runs index.
  • Exported means Fluent made a file for the payee. Fluent doesn't send the files, and payees get only the pay summary email when you mark the run paid. See Send to payout and mark paid.
  • Each PDF shows the statement's status on the day you export it, such as Approved, Closed, or Paid.

Troubleshooting

Export… is greyed out

No payee on the run is approved. Approve at least 1 payee, then click Export….

Download PDF is greyed out

The statement isn't approved. A statement on an open run starts unapproved, and revising a closed statement sends it back to review.

Approve it in Billing › Review, then download it. See Correct a closed pay run.

"Invalid code. Please try again."

The code is wrong or has expired. Click Resend and enter the new code.

The code never arrived

The code goes to the phone your two-factor authentication uses, or to the address you sign in with.

  1. Check that phone, or your inbox and spam folder for "Your verification code".
  2. In the dialog, click Resend.
  3. If the phone number is wrong, go to Settings › Login & Devices and change it. See Two-factor authentication.

The message says a format failed

When one format fails, the others still download, and the message names each failed format with the reason. When every format fails, it starts with "Nothing downloaded".

Export again with only the formats that failed.