Run monthly payroll for a small team without a payroll subscription. The Payroll Calculator and Payslip Generator in Google Sheets calculates gross pay, pre-tax deductions, federal and state income tax, Social Security, Medicare and net pay for every employee, then turns any payroll row into a print-ready payslip. Everything runs inside Google Sheets, with no macros and no add-ons.
Watch the Payroll Calculator and Payslip Generator in Google Sheets walkthrough
Please note: this is a calculator for your records, not a tax filing tool. The tax rates and withholding percentages are editable sample values. Confirm them with your payroll provider or tax adviser, and keep real employee data private.
What You Get
- A Payroll Register with salaried pay (annual salary divided by 12, pro rata for unpaid leave) and hourly pay with 1.5 times overtime
- 401(k) and health insurance taken pre-tax, with federal and state withholding set per employee
- Social Security that stops at the annual wage base and Additional Medicare that starts above $200,000
- A Payslip generator with year to date totals, ready to save as PDF
- A Payroll Summary with six tiles for any month, department and monthly tables, and two charts
- Employees, Settings, List, Instructions and Explore More Templates tabs
Key Features
Payroll Register
One row per employee per month. You pick the name, enter the pay month, pay date, regular hours, overtime hours, bonus and status. Everything else is calculated: regular pay, overtime pay, gross pay, 401(k), health insurance, federal tax, Social Security, Medicare, state tax, total deductions, net pay and employer FICA. A Total Gross Payroll card sits above four charts: YTD Gross Pay by Department, Active Employees by Pay Type, Net Pay by Month and YTD Taxes and Deductions by Type.
Payslip
Select an employee and a pay date and the earnings statement fills in by itself, with company details, employee details, earnings, deductions with current and year to date amounts, and net pay. Save it as a PDF from the File menu.
Payroll Summary
Pick a pay month and six tiles show gross pay, net pay, employee taxes, 401(k) plus health, employer FICA and total employer cost. Department and monthly tables and two charts sit below.
Employees
One row per person: department, job title, pay type, annual salary or hourly rate, federal withholding percentage, work state, state tax percentage, 401(k) percentage and health premium. New hires appear in the register dropdown automatically.
Settings
Company name and address that print on every payslip, the pay schedule and the editable tax rates and wage base.
Who Is It For?
Owners, office managers and bookkeepers of small businesses who run payroll monthly, plus accountants who want a clear working file for a client. It suits teams with a mix of salaried and hourly staff.
How to Use
- Download the PDF and open the link inside it, then choose File, Make a copy.
- Enter your company details and tax rates on the Settings tab.
- Add your employees on the Employees tab.
- Add one row per employee per month on the Payroll Register.
- Open the Payslip tab to print or save payslips, and the Payroll Summary for monthly totals.
Comparison
| Feature | This template | Paper or manual sheet |
|---|---|---|
| Gross to net calculation | Automatic | Manual |
| Payslip PDF | Pick an employee and pay date | Retype every time |
| Social Security wage base | Stops automatically | Easy to miss |
| Monthly summary and charts | Included | Build yourself |
| Files taxes or pays staff | No | No |
Frequently Asked Questions
Does this file file taxes or pay my employees?
No. It is a calculator for your records. It works out gross pay, deductions, withholding, Social Security, Medicare and net pay from the numbers and rates you enter, and it prints payslips. It does not file returns, move money or connect to a bank.
Are the tax rates correct for my year and location?
The rates on the Settings tab and the withholding percentages on the Employees tab are editable sample values. Update them for your year and state, and confirm them with your payroll provider or tax adviser.
How does overtime work?
Hourly staff are paid overtime hours at 1.5 times their hourly rate. Salaried staff are paid annual salary divided by 12, reduced in proportion if you enter fewer regular hours than the standard 173.33.
What happens when an employee passes the Social Security wage base?
Social Security stops automatically once the employee’s year to date wages pass the wage base on the Settings tab, and Additional Medicare starts once year to date wages pass $200,000.
How do I create a payslip?
Open the Payslip tab, pick an employee and a pay date, and the earnings statement fills in. Use File, Download, PDF to save it and email it to the employee.
Does it need macros or add-ons?
No. It is a plain Google Sheet with formulas, dropdowns and charts. Use File, Make a copy from the link in the PDF you download.
Is it safe to keep real payroll data in a Google Sheet?
A Google Sheet is only as private as its sharing settings. Keep your copy private, share it with named people only, and remember that payroll records can contain sensitive personal data.
Get the Template
Download the Payroll Calculator and Payslip Generator in Google Sheets and run your next payroll with a clear register and ready payslips. For a charts-first view of payroll, see the Payroll Management Dashboard in Google Sheets, or browse all Google Sheets templates.
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