Where to find documents in bulk

1. On your sidebar, head to Documents
2. Select Send in bulk
3. Select the Payslips

The payslips flow will Payslips belonging to the employee will automatically be merged together (based on First Name, Last Name and ID). First, the system will match them automatically. Then, you can also match them by hand to make sure all payslips are correctly identified and combined

Send payslips via payslips flow

1. Drag and Drop a PDF document
2. Define the Splitting settings
   1. Split by employee: Separate files will be created for each employee, containing only the pages specifically assigned to them from the original document.
   2. Maintain original formatting: Each PDF file will keep its original page formatting and be assigned to a specific employee.
3. Choose the Preferences
   1. Folder selector: Payslips
   2. E-signatures: If you want to request e-signatures, activate this feature and decide whether to include additional signatures.
4. Click on Upload Files

5. Once the document has been uploaded, check if it matched correctly with the payslip. If not click on change and assign the correct employee.

6. If by change you uploaded a page by mistake you can click on the trash icon on the bottom left, and discard the current page

7. After assigning all payslips to the correct employee, click on the Distribute button to distribute all payslips

How employee matching works

The bulk payslip matching engine identifies each employee by comparing the following three fields simultaneously:

• First Name — as it appears in the employee's Factorial profile.
• Last Name — as it appears in the employee's Factorial profile.
• Identification Number (ID) — the main identification document stored in the employee's Personal tab under Identification Documents (for example, Social Security Number, DNI, NIE, or similar).

A payslip is automatically assigned only when:

• All three fields are present both in the PDF and in the employee's Factorial profile.
• The values match exactly, with no extra spaces, formatting differences, or encoding issues.

Troubleshooting automatic employee matching

If one or more payslips are not automatically assigned after uploading the PDF, check the following.

1. Verify the employee's identification document

Go to:

Employee profile → Personal → Identification Documents

Confirm that the employee has at least one identification document completed (for example, Social Security Number, DNI, NIE, or passport).

If this field is empty, the employee cannot be matched automatically.

This is the most common reason why only some employees are assigned correctly while others remain unassigned.

2. Compare the identification number

Open the payslip PDF and locate the employee's identification number.

Compare it character by character with the value stored in the employee's Factorial profile.

Make sure there are no differences such as:

• Leading zeros
• Extra spaces
• Different formatting (for example, 00011 vs 11)

3. Verify the employee's name

Check that the First Name and Last Name shown on the PDF match exactly the values stored in Factorial.

Differences in any of the following may prevent a match:

• Accents
• Middle names
• Double surnames
• Reversed name order

4. Verify that the PDF contains selectable text

The uploaded PDF must be text-based.

When you are trying to upload a document or send documents in bulk, one of the requirements is that the document is in PDF, not editable and in text format.

To know if the PDF is in text format:

• Open the PDF.
• Try selecting or copying the employee's name or identification number.

If you can select individual words, the PDF is text-based.

If the entire page is selected as a single image, the PDF is a scanned document and cannot be processed correctly.

You can also verify this by opening:

1. Open a PDF Document
2. Click in Files
3. Select Properties and Sources: if the format is text, the different fonts used will be listed, otherwise, a blank space will appear.

5. Check for PDF encoding issues

Copy the employee's identification number from the PDF and paste it into a plain text editor (for example, Notepad).

If unexpected, invisible, or corrupted characters appear, the PDF may have encoding issues.

How to resolve matching issues

Depending on the cause, use one of the following solutions.

The identification document is missing

Ask the administrator to add the employee's identification document:

1. Go to Organisation → Employee profile → Personal.
2. Open Identification Documents.
3. Add the same identification number that appears on the payslip.
4. Save the changes.
5. Retry the bulk payslip distribution.

The identification number doesn't match

Update the identification document in Factorial so it exactly matches the value shown in the PDF.

Ensure there are no formatting differences, missing digits, leading zeros, or extra spaces.

The PDF is a scanned document

Use a PDF generated directly from the payroll software instead of a scanned copy.

The PDF has encoding issues

Generate a new PDF from the payroll software or re-save the existing file using:

Open → Print → Save as PDF

Alternatively, validate the document using PDF/A validation software.