STP coming soon: The separate STP application has not officially launched. STP lodgement is not currently available; references to STP controls and submission statuses below describe planned functionality.
Overview
A payslip is the record of an individual pay event for an employee. It contains all the line items that make up their pay — wages, tax deductions, employer contributions, and the resulting net amount.
Payslips are normally created via a Pay Run (batch creation for all employees) or individually from an employee's Payslips tab.
Payslip Layout
Header
The header bar shows the payslip's identity at a glance:
- Payslip # — a unique reference (e.g. PR-001).
- Employee — the recipient's name, with a Final Payslip badge if this is their last pay before leaving.
- Pay Period — the date range this pay covers.
- Processing Date — the bank deposit date that appears on the payslip.
- Net Amount — the figure deposited into the employee's bank account.
| Group | Contents | Editable? |
|---|---|---|
| Wages & Salaries | Base pay, overtime, allowances, statutory payments (SMP, SPP, SSP), bonuses. | All lines editable; you can add new lines. |
| Tax Withheld | PAYE Income Tax (cumulative), Employee National Insurance, and Student Loan repayments. | System-calculated, read-only. Add Line Item is hidden for this group. |
| Employer Contributions | Employer National Insurance and Employer Pension contributions. | System-calculated, read-only. Add Line Item is hidden for this group. |
| Deductions | Employee Pension contributions, attachment-of-earnings court orders, voluntary deductions (union dues, payroll giving, season-ticket loans). | Employee Pension is system-calculated; manual deductions are fully editable and can be added. |
Each line item shows the description, account allocation, and amount.
System-Calculated Lines
Certain lines are calculated by formula and cannot be edited directly:
- PAYE withholding, HELP/HECS, Medicare Levy, Superannuation Guarantee. <!-- /region --> <!-- region:GB -->
- PAYE Income Tax, Employee NI, Employer NI, Employee Pension, Employer Pension, Student Loan repayments. <!-- /region -->
These display with a locked indicator and a subtle grey background. The Add Line Item button is hidden inside the Tax Withheld and Employer Contributions groups so you can't break the calculation. If you need to override a system value (e.g. to correct a back-dated change), edit the source field on the employee's record — the system lines are recalculated whenever the payslip is saved.
Manual lines (descriptions and amounts in Wages & Salaries and most of Deductions) remain fully editable as long as the payslip itself is editable.
Net Amount
The net pay is displayed at the bottom — this is the amount deposited into the employee's bank account.
Calculation: Gross Pay − Tax Withheld − Deductions = Net Pay
Creating a Payslip
Via Pay Run (Recommended)
Use Payroll → Pay Run to generate payslips for all employees at once. See the Pay Run help page.
Individually
- Navigate to an employee's profile → Payslips tab.
- Click Create Payslip.
- Enter the pay period, date paid, and bank account.
- The payslip is pre-filled from the employee's Default Pay template.
- Review and save.
Alternatively, from Default Pay, click Create Payslip to generate one directly from the template.
Editing a Payslip
You can edit a payslip to adjust amounts, add line items, or correct errors — as long as the payslip has not been reconciled against a bank transaction.
What You Can Change
- Wage items — adjust base pay, add overtime or allowances.
- Deductions — add or remove employee deductions.
- Pay period — correct the date range.
- Date paid — change the bank date.
- Bank account — change the payment account.
What's Recalculated Automatically
When you save changes, the following are recalculated based on the updated amounts:
- PAYE withholding (from the employee's tax scale)
- HELP/HECS repayment (if applicable)
- Superannuation Guarantee <!-- /region --> <!-- region:GB -->
- PAYE Income Tax (from the employee's tax code)
- Employee and Employer National Insurance
- Pension contributions
- Student loan repayments (if applicable) <!-- /region -->
When Editing is Locked
A payslip becomes read-only once it has been reconciled against a bank transaction. This prevents changes that would create discrepancies with your bank records.
Sending a Payslip
Click Send from the payslip's action menu to email a PDF payslip to the employee. The PDF includes:
- Employee name and pay details
- Full breakdown of all transaction groups
- Pay period and bank date
- Net amount banked
The email is sent to the employee's registered email address.
Previewing a Payslip
Click Preview to open a PDF view of the payslip in a new tab. Use this to check the layout and figures before sending.
Duplicating a Payslip
Use the Clone option from the action menu to create a copy of an existing payslip. The clone resets the dates and state, allowing you to use it as a starting point for a new pay period. This is useful for one-off adjustments or back-pay calculations.
Deleting a Payslip
Click Delete from the action menu to remove a payslip. A confirmation dialog appears — you must explicitly click Yes, Delete It! to proceed. This is a soft delete: the payslip is hidden but can be recovered if needed.
After deletion, you're redirected back to the employee's Payslips tab (or to All Payslips if the payslip wasn't tied to a specific employee).
Note: You cannot delete a payslip that has been reconciled against a bank transaction.
<!-- region:GB -->
Note: Deleting a Final Payslip does not automatically retract the FPS submission. If a Final Payslip has already been reported to HMRC, contact HMRC and follow their correction guidance before deleting locally.
<!-- /region -->
Payslip States
| State | Meaning |
|---|---|
| Draft | Payslip is being prepared. Fully editable. |
| Finalised | Payslip has been completed. Still editable unless reconciled. |
| Paid | Payment has been recorded. Editable only if not reconciled. |
Permissions
| Action | Owner | Super Admin | Manager | Accountant | Basic |
|---|---|---|---|---|---|
| View payslip | ✓ | ✓ | ✗ | ✓ | ✗ |
| Create payslip | ✓ | ✓ | ✗ | ✓ | ✗ |
| Edit payslip | ✓ | ✓ | ✗ | ✓ | ✗ |
| Send payslip | ✓ | ✓ | ✗ | ✓ | ✗ |
| Delete payslip | ✓ | ✓ | ✗ | ✓ | ✗ |
About the Manager role. Managers do not have access to the payroll section, so they cannot view payslips. Payroll is limited to Owners, Super Admins and the Accounts role.
About the Accounts role. The role picker calls this role Accounts; it is shown here as Accountant. It has full access to payroll, employee and Time in Lieu features. It cannot manage account settings or API tokens, approve payments, or change an account owner's role.
Tips
- Review system-calculated items. After editing wage amounts, check that the recalculated tax and contributions look correct before sending.
- Send payslips on time. Employees expect their payslip on or before pay day.
- Use clone for corrections. If you need to issue a corrected payslip, clone the original and adjust the amounts rather than editing the original (which may already be reconciled).