Payslips
A payslip is a document that shows an employee the breakdown of their pay for a specific payroll period. Payslips are generated from payroll entries after a Payroll Run has been completed or approved. Each payslip includes a PDF document with the full salary breakdown.
Payslip Workflow
Every payslip moves through a defined set of statuses:
Draft -> Finalized -> Sent -> Viewed
| Status | Badge | Description |
|---|---|---|
| Draft | Grey | The payslip has been generated but not yet finalized. It can still be regenerated if corrections are needed. |
| Finalized | Blue | The payslip is confirmed and locked. It is ready to be sent to the employee. |
| Sent | Green | The payslip notification has been emailed to the employee. |
| Viewed | Purple | The employee has viewed or downloaded the payslip. |
Generating Payslips
Payslips are generated in bulk from a payroll run, or individually from a payroll entry.
From a Payroll Run
- Open the payroll run (must be in Completed or Approved status).
- Click the Generate Payslips action.
- Configure the options:
- Regenerate existing — Recreate payslips that have already been generated. Existing PDFs are replaced.
- Send notifications — Email employees that their payslip is available.
- Confirm.
The system generates a payslip and PDF for each payroll entry in the run.
If payslips were already generated for some entries and you do not check Regenerate existing, those entries are skipped. Only entries without payslips receive new ones.
Payslip Number
Each payslip receives a unique number in the format PS-YYYY-MM-NNNN (e.g., PS-2026-02-0001). The year and month come from the payroll run's period, and the sequence number auto-increments.
Finalizing Payslips
Finalizing a payslip confirms that the figures are correct and locks the payslip for distribution.
- From the Payslips list, find the payslip in Draft status.
- Click the Finalize action.
- The status changes to Finalized.
Once finalized, a payslip cannot be edited. If you need to make corrections, you must regenerate the payslip from the payroll run (using the Regenerate existing option).
Who Can Finalize
Users with the Finalize Payslips permission.
Sending Payslips
Sending a payslip emails the employee a notification that their payslip is ready to view. The employee can then view and download the payslip PDF through the Employee Portal.
Sending Individual Payslips
- Find the finalized payslip in the Payslips list.
- Click the Send Payslip action.
- The employee receives an email notification.
- The payslip status changes to Sent, and the sent timestamp is recorded.
Sending from a Payroll Run
When generating payslips with the Send notifications option enabled, each payslip is automatically sent after generation. You do not need to send them individually.
Who Can Send
Users with the Send Payslips permission.
The employee must have an associated user account to receive the notification email. Employees without user accounts can still have payslips generated, but notifications cannot be sent.
Employee Payslip View & Download
Viewing Payslips as an Employee
Employees logged into the Employee Portal can access their payslips from:
- The Payslips tab on their profile page
- The Payslips section in the sidebar (if available)
Each payslip card shows:
- Payslip number
- Month and year
- Status badge
- Net salary amount
Employees can view the full payslip details and download the PDF.
Viewing a Payslip
Click the View action on a payslip to open the PDF in a new browser tab. The first time an employee views their payslip, the status automatically changes from Sent to Viewed, and the viewed timestamp is recorded.
Downloading a Payslip
Click the Download action on a payslip to download the PDF file directly. The downloaded file is named using the payslip number (e.g., PS-2026-02-0001.pdf).
Employees can only see their own payslips. Administrators and HR managers can see all payslips.
Payslip PDF Template
The payslip PDF is a professional, printable document generated automatically from the payroll data. It includes the following sections:
Company Information
- Company name and logo
- Company address and contact details
Employee Information
- Employee name and ID
- Department and designation
- Date of joining
Pay Period
- Month and year
- Pay period dates (from the payroll run)
Attendance Summary
| Item | Description |
|---|---|
| Working Days | Total working days in the period |
| Present Days | Days the employee was present |
| Absent Days | Days absent |
| Leave Days | Approved paid leave days |
| Overtime Hours | Total overtime hours worked |
Earnings Breakdown
| Item | Amount |
|---|---|
| Basic Salary | Pro-rated basic salary |
| Each allowance component | Individual allowance amounts |
| Overtime Pay | Overtime compensation (if applicable) |
| Total Earnings (Gross) | Sum of all earnings |
Deductions & Taxes Breakdown
| Item | Amount |
|---|---|
| Each deduction component | Individual deduction amounts |
| Each tax component | Individual tax amounts |
| Total Deductions | Sum of all deductions and taxes |
Net Salary
The final take-home pay, prominently displayed:
Net Salary = Gross Salary - Total Deductions - Total Taxes
Footer
- Payslip number
- Generation date
- A note that the payslip is system-generated
Filtering and Views
The Payslips list includes these pre-built views:
| View | Description |
|---|---|
| All Payslips | Shows all payslips |
| Draft | Shows payslips that have not been finalized |
| Finalized | Shows finalized payslips ready to send |
| Sent | Shows payslips that have been sent to employees |
Additional filters are available for payslip number, month, year, status, and employee.