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 → ViewedDraft
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
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
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
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:
Footer
Payslip number
Generation date
A note that the payslip is system-generated
Filtering and Views
The Payslips list includes these pre-built views:
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.
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