Salary Slip and Payslip PDF Generator

A payslip is the monthly record of what an employee earned, what was taken off and what they received. Employees need it for loan applications, visas and tax returns, and employers need it to show what they paid. Small businesses often lack payroll software, and a slip made by hand in a word processor takes time and invites arithmetic slips. This page turns a short list of earnings and deductions into a neat PDF with the totals worked out.

Entering the figures

Under Earnings, type one line for each item: Basic salary, a colon or a pipe, and the amount. Do the same for deductions. Commas in numbers, such as 50,000, are fine. A line without an amount is an error, with an example of how to write it. The totals update as you type, so you can see gross, deductions and net before you make the PDF. The employer’s name, address and tax numbers go in their own box, and the employee’s name, ID, designation and department in another.

The totals

Gross earnings are the sum of the earnings and total deductions the sum of the deductions, each rounded to the cent. Net pay is the gross minus the deductions. If the deductions come to more than the earnings, the page will not create the slip and tells you why. Net pay is shown large in a shaded box, with the amount written out in words beneath it.

A worked example

Press Sample for a textile company’s supervisor. The earnings are basic salary of 50,000, house rent allowance of 20,000, special allowance of 12,000 and travel allowance of 3,000, a gross of 85,000.00. The deductions are provident fund of 6,000, professional tax of 200 and income tax of 4,500, a total of 10,700.00. The net pay is 74,300.00, written as “Seventy-four thousand three hundred rupees only”. The pay period is the month you choose and the pay date is a separate field. The earnings and deductions sit side by side in one table, with the gross and total deduction in a bold row.

Amount in words

Slips and cheques often spell out the amount, to prevent alteration. The page can write it in the Indian style, with lakh and crore, or in the international style with thousand and million. Rupees and paise, dollars and cents, pounds and pence, or euros and cents are named for the four common currencies, and any other symbol uses the generic words units and hundredths. A net pay with paise is spelled out too, such as “and fifty paise”.

What the employer should add

A slip is more useful when it carries the details that the reader may need: the employer’s registration or tax number, the employee’s tax identifier, the bank account that received the payment, and the period it covers. The page has boxes for these. Many countries require certain items on a payslip, such as hours or leave balances, and the page has no fields for them, so use the footnote box for anything extra.

Edge cases

An empty deductions box is fine. Negative amounts are allowed in a line, for example a deduction that is a reimbursement, and are added as typed. If there are more earnings than deductions or the other way round, the shorter column is padded with blank rows. The pay date prints in long form. The look, currency, paper size and footnote are remembered in this browser.

Limits

The page produces a document and does not ensure that it meets the payroll or labour law of your country. It does not calculate deductions, accrue leave, produce year-end summaries or send the slip to anyone. Keep copies for the period that your law requires, and issue slips in the way your agreements and rules demand.

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