Let’s face it — everyone loves getting paid. But if you’re a small business owner, freelancer, or someone managing payroll manually, you know that creating a clean, professional-looking pay stub isn’t always easy.
Fortunately, Excel can make you look like a payroll pro — without needing to learn accounting software. And to make things even easier, I’ve created a modern, ready-to-use Excel template that looks great and does the math for you.
Let’s dive in!
📌 What Is a Pay Stub (and Why Do You Need One)?
A pay stub (also known as a payslip) is a document that shows an employee’s earnings, deductions, and net pay for a specific period. It’s useful for taxes, record-keeping, applying for loans, and providing proof of income.
🧰 Step 1: Open Excel and Create Your Layout
Start with two columns: one for the label (like "Gross Pay") and another for the details (like the dollar amount).
| Label | Details |
|---|---|
| Employee Name | John Doe |
| Pay Period | 2025-06-01 to 2025-06-15 |
| Gross Pay | $3000 |
| Deductions | Federal Tax: $450, State Tax: $150 |
| Net Pay | $2300 |
Make sure to format currency values properly, and use bold text for headers and totals.
📉 Step 2: Add Simple Formulas
Here’s a little Excel magic: calculate net pay automatically with a formula like:
=Gross Pay - (Federal Tax + State Tax + Other Deductions)
Use actual cell references like =F6-(F7+F8+F9) so it updates dynamically if values change.
🎨 Step 3: Make It Look Good
Use colors to separate sections, bold fonts for clarity, and borders to organize. A great-looking pay stub helps build trust — whether you’re giving it to a contractor or just keeping your own records.
The template I’ve included already has:
- Clean formatting
- Pre-filled formulas
- Room to customize for your business
🎁 Download Your Free Excel Pay Stub Template
Click below to grab a polished, easy-to-use template that you can start using today:
📥 Download the Excel Pay Stub Template
🚀 Final Thoughts
You don’t need expensive payroll software to produce professional pay stubs. With Excel, a few formulas, and a great template, you’re good to go — whether you’re running a business or managing your freelance income.
Try the template and make it your own. Add your logo, change the colors, and boom — you’ve got a branded, professional pay stub in minutes. 💼
Let me know if you’d like a version for multiple employees or a Google Sheets edition. I’m happy to help you level up your payroll game.