Monthly Payslip Template (Salary Slip)
Create a professional monthly payslip for any employee in minutes. Add earnings, deductions and net pay, then generate and download it as a PDF ready to send.
Preview
A payslip; also called a salary slip or pay stub; is the statement an employer gives an employee each pay period showing what was earned, what was taken off, and what was actually paid. This template turns that into a few guided questions: enter the employee's details, list the earnings and the deductions, and generate a clean one-page payslip you can download as a PDF and send the same day.
It is built for the way small teams actually run payroll; a handful of people, a monthly cycle, and no dedicated payroll software.
What this payslip includes
- Your company name, address and logo at the top, so the payslip is identifiably yours
- An Employee Pay Summary; employee name, employee ID, pay period, pay date, paid days and loss-of-pay days
- Optional extra detail rows for anything else your team records: designation, department, bank account, tax ID, pension PIN
- An earnings table; one row per component: basic, housing, transport, overtime, bonus, commission, whatever your pay structure uses
- A deductions table; income tax or PAYE, pension, health insurance, loan repayments, union dues, salary advances
- Gross earnings, total deductions and net payable, with the net amount repeated in words
- An authorised signature block and a footer note for the payroll contact
Why the breakdown matters more than the total
The number an employee cares about is the one that lands in their account, but the number that prevents arguments is the breakdown above it. A payslip that shows only "salary: 800,000" invites every question your payroll inbox is already getting: why is this less than last month, what was the tax, was my overtime counted, has the loan been deducted twice?
Listing each earning and each deduction on its own line answers those questions before they are asked. It also gives the employee something they can use — payslips are the standard evidence for a loan application, a visa application, a rental agreement, or a mortgage, and a slip with a visible gross-to-net trail is accepted where a bare figure is not.
Getting the rows right
Gross earnings, total deductions and net payable are worked out from the rows for you, so the arithmetic between them can no longer disagree. What is still worth checking is the rows themselves:
1. Every earning the employee is due is listed. Add an allowance and it is already in the gross; nothing further to update.
2. Every deduction appears once. A loan repayment or a tax line entered twice under two different names inflates the total without ever looking wrong on its own. Get the rows right and the three totals; and the mismatch that used to hide in them; take care of themselves.
Loss of pay days
The paid days and loss of pay days fields are what make a short month explainable. If an employee took unpaid leave or joined mid-month, the reduced net pay has a stated reason on the face of the document. Leaving loss-of-pay days at zero and quietly reducing the basic figure is the single most common cause of a disputed payslip.
How to create your payslip
1. Open the template and click Generate.
2. Answer the guided questions; company and employee details, the pay period and pay date.
3. Add your earnings and deductions rows, one line per component.
4. Enter the net amount in words. Gross earnings, total deductions and net payable are worked out from the rows as you go, and again when the document is generated; nothing to enter there.
5. Generate and download the PDF, then send it to the employee and keep a copy on file.
Running the same payroll next month? Reopen the document, change the pay period, pay date and the figures that moved, and generate again.
Who is this for
Small businesses, startups and agencies paying a handful of salaried staff; HR and operations people who need a presentable payslip without buying payroll software; accountants and bookkeepers preparing slips on a client's behalf; and employers issuing a one-off slip for an employee who needs proof of income.
Note: This template is provided for convenience and general information only and is not legal, tax or payroll advice. What a payslip must show, which deductions are mandatory, how tax is calculated, and how long you must keep records all depend on where you and your employee are based. Check your local employment and tax rules, or ask whoever prepares your payroll. A payslip must reflect pay that was genuinely earned and genuinely paid.
- Professional formatting and layout
- Easy customization with guided questions
- Multiple export formats: pdf
- Legally reviewed and compliant
- Instant download after generation
What is a payslip and is my business required to issue one?
A payslip is the statement an employer gives an employee each pay period showing gross pay, every deduction taken, and the net amount paid. Whether issuing one is legally required, and what it must contain, depends on your country and sometimes your state or industry; many jurisdictions require an itemised written statement at or before the time of payment. Issue one either way: it is the cleanest record you have of what you paid and why, and it is the document your employee will be asked for by lenders, landlords and embassies.
What is the difference between gross pay and net pay?
Gross pay is everything the employee earned before anything is taken off; basic salary plus allowances, overtime, bonuses and commission. Net pay, shown here as Net Payable, is what is left after deductions such as income tax, pension and loan repayments, and it is the amount that actually reaches their bank account. This template shows both, with the deductions itemised in between, so the gap between the two figures is explained rather than assumed.
How do I add or remove earnings and deduction lines?
Both tables are repeating sections, so you add one row per component and remove any you do not use. Typical earnings rows are basic, housing allowance, transport, overtime, bonus and commission; typical deductions are income tax or PAYE, pension, health insurance, loan repayments, salary advances and union dues. There is no fixed limit, though keeping each table to a handful of clearly named rows is what makes the payslip readable.
Are the totals calculated automatically?
Yes. Gross earnings adds up your earnings rows, total deductions adds up your deduction rows, and net payable is the difference between them; all worked out as you fill the form and recalculated whenever a row changes. You cannot end up with a payslip whose total disagrees with the lines above it, which is the most common error in a hand-made payslip.
What do 'paid days' and 'loss of pay days' mean?
Paid days is how many days in the period the employee is actually being paid for; loss of pay days is any unpaid time; unpaid leave, unauthorised absence, or a mid-month start or exit. Together they explain why a month's net pay is lower than usual. If someone joined on the 10th of a 22-working-day month, showing 15 paid days and 7 loss of pay days answers the question before it is asked; silently reducing the basic figure does not.
Can I use this payslip for a loan, visa or rental application?
Yes. Payslips are the standard evidence of income for lenders, embassies and landlords, and they are usually asked for alongside bank statements that should corroborate them. This template produces the gross-to-net breakdown, employer details and authorising signature those reviewers look for. It must reflect pay that was genuinely earned and genuinely paid: creating a payslip for income you did not receive is fraud, and it is generally caught when the figures are checked against bank records or an employer is contacted directly.
Does it work for weekly, fortnightly or hourly pay?
Yes. The pay period is a free text field, so you can enter 'July 2025', 'Week 31, 2025' or '1–15 August 2025' and the payslip reads correctly either way. For hourly staff, put the worked hours and rate in the earnings description; for example 'Regular hours (86 × 2,500)' — so the calculation behind the figure is visible on the slip.
Can I use my own currency and add my company logo?
Yes to both. Enter your currency as a symbol — ₦, $, £, € or ₹ — and it will sit flush against every total, with the full currency name spelled out once beneath the tables. Your company logo is pulled from your company profile automatically, and you can upload a different one for a specific payslip. If no logo is on file, the header simply falls back to your company name.
Does the payslip need a signature?
There is no universal requirement, but a signature or authorising name makes the document far more useful to whoever the employee shows it to. You can draw or upload a signature, in which case it is printed above the signatory's name and title, or leave it blank to print a ruled line and sign the copy by hand. Many employers instead add a line to the footer note stating the payslip is computer-generated and valid without a signature.
How long should we keep payslips, and who can see them?
Payroll records typically have to be kept for several years; commonly between three and seven, depending on your country's tax and employment rules; so keep a copy of every payslip you issue rather than relying on the employee's. Treat them as confidential: a payslip carries salary, bank and tax identifiers, so send it to the employee directly rather than to a shared inbox, and limit internal access to payroll and the employee's own manager where that is necessary.
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