How to send the monthly payroll sheet to the work accident insurer

What is it for?

Work accident insurance covers the employees the insurer knows about, for the pay it knows about. Every month, the company sends the insurer the list of who worked, with their profession, situation and what was paid. fiscaldoo prepares that list from the month's payslips, warns you when someone is missing and generates the file.

fiscaldoo does not send anything to the insurer. The file is delivered through the channel the insurer specifies; then you record in fiscaldoo that it was sent.

When to use it?

• Every month, after paying the salaries.
• When the insurer rejects it or the company finds an error in a sheet already sent: you create a new revision of the same month.

Where to find it?

Payroll › Close and review › Payroll for the insurer

Before you start

• Payroll Processor profile. The whole walkthrough in this article was done with this profile (create, generate, download, record the sending and create a revision).
• The month's payslips are validated. The sheet only counts closed payslips.
• The company has an insurer and a policy configured. In the demo, the Insurer is “Seguradora Fictícia, SA” and the Policy DEMO-AT-2026-001, with a fixed premium.

How to use it

1. Open Payroll › Close and review › Payroll for the insurer and click New.
2. In Month of the payments, choose the month (in the example, 01/09/2026; any day of the month will do, the screen stores the 1st). Send until is filled in automatically with the 15th of the following month (15/10/2026), and the Insurer, Policy and Premium come from the company's policy.
3. In End of line, leave LF (Linux / Mac) or choose CRLF (Windows), as the insurer asks. If in doubt, ask them: the file is the same, only the way each line ends changes.
4. Click Generate from the payslips. The list gets one line per employee: Profession, State, Retribution paid, Retribution declared to the insurer, Part not insured (%), Payslips and Omitted. The total appears in Total retribution.
5. Read the yellow warning strip above the form (see “Important notes” and “Common problems”). Correct what it points out and click Generate from the payslips again: the list is rebuilt.
6. Click Download file. A text file with columns separated by “;” is saved, named folha_seguradora_2026-09_rev1.csv (year, month and revision), which opens in Excel. It has the header line Trabalhador;Profissão;Estado;Retribuição;Retribuição declarada;Mês and one line per employee, for example Ana Margarida Pinto;Profissionais qualificados;Normal;2400.00;0.00;2026-09.
7. Send the file to the insurer, outside fiscaldoo.
8. Click Record as sent. The window says “This only records that you sent the file to the insurer; nothing is sent from here. Continue?”. Click Confirm. The sheet becomes Sent and can no longer be changed.

Example. The September 2026 salaries (8 employees) give a total retribution of 11,560.00 €: Ana Margarida Pinto 2,400.00, Bruno Miguel Teixeira 1,650.00, Carla Sofia Mendes 1,900.00, Diogo Ferreira Lopes 1,150.00, Eva Cristina Rocha 960.00, Fábio Nuno Carvalho 1,450.00, Gabriela Sousa Reis 800.00 and Hugo Miguel Santos 1,250.00. All appear with 1 payslip and State “Regular”.

Correcting a sheet already sent

A Sent sheet cannot be changed: the Generate from the payslips button no longer appears and the employees are fixed.

1. Open the month's Sent sheet and click New revision (correction). A new sheet for the same month opens, in Draft, with Revision 2.
2. Click Generate from the payslips, check it, download the file (folha_seguradora_2026-09_rev2.csv), send it to the insurer and click Record as sent.

Expected result

• The month's sheet is in the Sent state, and the Payroll for the insurer list shows the month, the Revision, Send until, the State, Sent on, the Workers omitted and the Total retribution.
• The downloaded file has one line per employee on the sheet.
• After a correction, the new revision appears next to the previous one, with the same month.

Important notes

• Deadline. The sheet must be sent by the 15th of the following month. After that day, the sheet shows “The deadline (day 15 of the following month) has passed. What happened: the insurer may refuse the workers who were left out. How to fix it: send the payroll now.” The screen compares with today's date: the September sheet showed this warning on 02/11/2026. Pending validation by a certified accountant: the 15th deadline and the consequence of missing it depend on the policy and the insurer's conditions.
• What the screen does not warn about. In a test with the demo policy, Retribution declared to the insurer came out at 0.00 for every employee and the sheet showed no warning: neither for missing insured pay, nor for an uninsured part. Before sending, check this column: a value of 0.00 means the employee's file has no Insured monthly retribution (tab Work › Insurance of work accidents) and the insurer is left without the pay that covers the employee. When the insured pay is lower than the pay received, the sheet warns “… received more than the retribution declared to the insurer …” and shows the Part not insured (%). Pending validation on screen: filling in the Insured monthly retribution and seeing the uninsured-part warning. On the demo file (contract confirmed on 01/01/2026) the field did not save; the change goes through a new contract version, as in How to change an employee's salary.
• Do not send a sheet for a month without validated payslips. For November 2026, with no payslips, the sheet has the 8 employees as omitted and a total retribution of 0.00, and the screen let it be recorded as sent.
• Sending is not a guarantee of cover. Anyone left off the sheet may not be covered in an accident; when the declared pay is lower than the pay received, the insurer is only liable for the declared part and the company for the difference, proportionally (Law no. 98/2009, art. 79.º, nos. 4 and 5). Pending validation by a certified accountant: reading of this split and the format required by each insurer (fiscaldoo generates a simple file with employee, profession, situation and pay).

Common problems

“N active worker(s) have no payslip in the month”

• Symptom: after Generate from the payslips, the strip says, for example: “8 active worker(s) have no payslip in the month: Ana Margarida Pinto, Bruno Miguel Teixeira, … What happened: the workers left out of the payroll are not covered in an accident. How to fix it: validate their payslips and generate the payroll again, or confirm that they were not at work.”
• Cause: there are no validated payslips that month for those employees (in the test, the month chosen was November 2026, not yet processed), or you chose the wrong month.
• What to do: check the Month of the payments. If payslips are missing, process and validate the month and click Generate from the payslips again. If the employee was not at work, the warning stays and the sheet keeps them as Omitted.

The deadline has passed

• Symptom: “The deadline (day 15 of the following month) has passed. …”
• Cause: today's date is later than Send until.
• What to do: send the sheet as soon as possible. The warning does not prevent Download file or Record as sent.

I have already sent it and cannot generate it again

• Symptom: on a Sent sheet there is no Generate from the payslips button; only Download file and New revision (correction). Fields such as End of line are read-only.
• Cause: a sent sheet is fixed for the record.
• What to do: use New revision (correction) (see “Correcting a sheet already sent”).

“There is already a payroll for this month and revision”

• Symptom: when saving a new sheet, the screen says “The operation cannot be completed: There is already a payroll for this month and revision.” (in the test, with Month of the payments 15/09/2026, when the September sheet already existed).
• Cause: the company has one sheet per month and per revision. Any day of the month counts as the whole month.
• What to do: discard the new sheet and open the existing one in the list. To correct a sent sheet, use New revision (correction).