Salary Slip Generator — Free Printable Payslip

Quick answer

A salary slip generator turns a month's pay details into a clean, printable payslip. You enter the employer, employee, month, days paid, each earning (basic + DA, HRA, special allowance, others) and each deduction (PF, professional tax, TDS, others). The tool adds up earnings and deductions, shows net pay in figures and in words, and opens your browser's print window so you can print it or save it as a PDF.

Who this payslip tool is for

Large companies run payroll software that produces payslips automatically. This tool is for everyone else: a shop owner with three staff, a startup paying its first two employees, a clinic, a CA office, or a family that employs a driver, cook or caretaker and wants to give a proper monthly record.

It is also useful for an employee whose employer pays correctly but never issues slips. In that case, the right step is to fill the details and ask the employer to check, sign and stamp it. A salary slip is a record issued by the employer; it carries weight only when the employer stands behind it.

The generator does not calculate tax, PF or professional tax for you. It records what was actually paid and deducted. If you need to work out the TDS or the in-hand figure first, do that before you fill the slip, as explained in the steps below.

How to use the salary slip generator, field by field

The form has sixteen fields. Four are compulsory — company name, employee name, salary month and Basic + DA. If any of these is empty, the tool asks you to fill them before it prints.

Employer and employee details

1. Company / employer name — the legal or trade name that pays the salary. For a household employer, write your own name.
2. Employer address — printed under the name at the top. Use the registered or office address.
3. Employee name — as on PAN or bank records, so that banks and embassies can match it.
4. Employee ID — any code you use internally. Leave blank if you do not have one.
5. Designation — the role, such as Accounts Executive, Sales Associate or Driver.
6. Employee PAN (optional) — the tool prints it in capital letters even if you type it in small letters. Add it whenever TDS is deducted, because the TDS must be reported against this PAN.
7. Salary month — pick the month and year. The slip heading reads, for example, "Salary slip — March 2026".
8. Days paid — pre-filled as 30. Change it if the employee joined mid-month, left mid-month or had unpaid leave.

Earnings

1. Basic + DA — the fixed basic pay plus dearness allowance, if any.
2. HRA — house rent allowance paid for the month.
3. Special allowance — the balancing figure many salary structures use.
4. Other earnings — bonus, conveyance, overtime, incentive or arrears paid this month.

Deductions

1. Provident fund (employee) — only the employee's share deducted from salary.
2. Professional tax — the state tax deducted this month, if your state levies it.
3. Income tax (TDS) — the tax deducted from this month's salary.
4. Other deductions — employee ESI, salary advance recovery, canteen, loan EMI recovery and similar items.

Click the button and the browser's print dialog opens. Choose a printer, or choose "Save as PDF" as the destination to keep a digital copy. Nothing you type is sent to a server — the slip is built inside your own browser.

What the generator calculates and prints

The arithmetic is deliberately simple so that the slip always matches what you entered:

• Total earnings = Basic + DA + HRA + Special allowance + Other earnings.
• Total deductions = PF + Professional tax + TDS + Other deductions.
• Net pay = Total earnings − Total deductions.

Any earning or deduction left at zero is hidden, so a simple slip with only basic pay stays tidy. Earnings and deductions are printed side by side in a two-column table with totals at the bottom.

Below the table the slip shows net pay in bold and repeats it in words using the Indian system — for example "Rupees One Lakh Thirteen Thousand Six Hundred Ninety Five only". The amount in words is rounded to the nearest rupee. The slip ends with a line for the authorised signatory and the note "This is a computer-generated salary slip".

Printing and saving tips

• Use A4 paper and portrait orientation; the slip fits on one page for a normal salary structure.
• Turn off the browser's own "headers and footers" option in the print dialog if you do not want the page address and date printed in the margins.
• Name the saved PDF clearly, for example "Payslip-Ravi-Kumar-2026-03.pdf", so month-wise records are easy to find.
• Sign and stamp the printed slip where it says "Authorised signatory" if the employee needs it for a bank or embassy.

One thing the tool does not do: it does not reduce the salary for days not paid. The "Days paid" figure is printed for information only. If the employee worked 20 of 30 days, you must enter the reduced amounts yourself. Example 3 below shows how.

Common salary components explained

The employer's own PF contribution and gratuity are part of CTC but are not paid out monthly, so they normally do not appear as earnings on the payslip. That is the main reason in-hand pay is lower than CTC divided by twelve.

Working out the deductions before you fill the slip

Provident fund

Where EPF applies, the employee contributes 12% of basic + DA, and the employer contributes another 12%. Contribution is compulsory on wages up to ₹15,000 a month; for wages above that, many employers restrict PF to 12% of ₹15,000 (₹1,800), while others deduct on the full basic. Follow whatever your establishment has chosen and stick to it month after month. Details of the scheme are on the EPFO website.

ESI

For employees covered by ESI (wages up to ₹21,000 a month in covered establishments), the employee share is 0.75% of wages and the employer share is 3.25%. The calculator has no separate ESI line, so enter the employee share under "Other deductions".

Professional tax

Professional tax is levied by states, not the Centre, and the yearly amount cannot exceed ₹2,500. Rates and monthly slabs differ by state, and some states — including Delhi and Uttar Pradesh — do not levy it at all. If your state does not levy it, leave the field blank.

TDS on salary

The employer estimates the employee's tax for the whole year, using the regime the employee has chosen and the declarations given (for the old regime, through Form 12BB), and spreads it over the remaining months. If the estimate changes mid-year, the monthly TDS changes too. The deducted tax must be deposited by the 7th of the following month (30 April for March), and Form 16 is issued after the year ends.

To estimate the yearly tax, use the income tax calculator; to estimate the in-hand figure from a CTC, use the salary take-home calculator.

Note: from tax year 2026-27 the Income-tax Act, 2025 renumbers sections such as 80C and the salary TDS provision. This page uses the familiar section numbers; the rates and limits shown are the ones the site's calculators follow.

Worked examples with real numbers

Example 1: a small-office executive

Basic + DA ₹30,000, HRA ₹12,000, special allowance ₹13,000 and conveyance ₹2,000 (under other earnings). Total earnings = ₹57,000.

Annual salary is ₹57,000 × 12 = ₹6,84,000. Under the new regime, taxable income after the ₹75,000 standard deduction is ₹6,09,000. That is below ₹12 lakh, so the 87A rebate makes the tax nil, and TDS for the month is ₹0.

Deductions: PF 12% of ₹30,000 = ₹3,600 and professional tax ₹200 (say the office is in a state that levies ₹200 a month). Total deductions = ₹3,800.

Net pay = ₹57,000 − ₹3,800 = ₹53,200, printed as "Rupees Fifty Three Thousand Two Hundred only". Since TDS is zero, that line simply does not appear on the slip.

Example 2: a senior employee with TDS

Basic ₹60,000, HRA ₹30,000, special allowance ₹40,000. Total earnings = ₹1,30,000 a month, or ₹15,60,000 a year.

The employee has chosen the new regime. Taxable income = ₹15,60,000 − ₹75,000 = ₹14,85,000. Tax: nil on the first ₹4 lakh, ₹20,000 on ₹4–8 lakh (5%), ₹40,000 on ₹8–12 lakh (10%) and ₹42,750 on the remaining ₹2,85,000 (15%). Total ₹1,02,750, plus 4% cess = ₹1,06,860 for the year, or ₹8,905 a month.

Deductions: PF ₹7,200 (12% of the full basic), professional tax ₹200, TDS ₹8,905. Total ₹16,305.

Net pay = ₹1,30,000 − ₹16,305 = ₹1,13,695. In the new regime, the employee's PF does not reduce tax, which is why the TDS above is worked out without it.

Example 3: joining in the middle of the month

A new hire's monthly structure is basic ₹24,000, HRA ₹9,600 and special allowance ₹6,000. They joined on the 11th of a 30-day month, so days paid = 20.

Prorate each component by 20/30: basic ₹16,000, HRA ₹6,400, special ₹4,000. Total earnings = ₹26,400. PF at 12% of ₹16,000 = ₹1,920. The office is in Uttar Pradesh, which has no professional tax, and no TDS is due on this salary level.

Net pay = ₹26,400 − ₹1,920 = ₹24,480. Enter 20 in "Days paid" and the prorated amounts in the earnings fields — the tool will not do the proration for you.

Example 4: a household driver

A family pays its driver ₹18,000 a month, with no PF, ESI or TDS. Fill your own name as employer, the driver's name, the month and ₹18,000 under Basic + DA. Leave everything else blank.

The slip shows one earning line, total earnings ₹18,000, no deductions and net pay ₹18,000 — "Rupees Eighteen Thousand only". Signed by you each month, this gives the driver a simple income record for a bank account, a loan or a rental agreement.

Special cases

Loss of pay and unpaid leave

Reduce each fixed component in the same proportion as the unpaid days, or follow the method your appointment letter specifies (some employers divide by 26 working days, some by calendar days). Use the same method every month so slips stay consistent.

Arrears and bonus

Show arrears of earlier months or a one-time bonus under "Other earnings" in the month they are actually paid. Arrears are taxed in the year of receipt; an employee who receives a large arrear can look at relief under section 89 when filing the return.

Full and final settlement

For the last month, the payslip covers salary for the days worked. Leave encashment and gratuity paid at exit are better shown in a separate settlement statement, because their tax treatment differs from monthly salary.

Reimbursements

Genuine reimbursements of office expenses against bills are not salary and are usually paid separately. Adding them as earnings would wrongly increase the employee's taxable salary.

Salary paid in cash

For small amounts, some household and shop employers still pay in cash. If you do, ask the employee to sign the printed slip or a payment register on the day of payment, and keep it. Cash salary is harder for the employee to prove later, because there is no bank credit to match the slip, so a bank transfer is better for both sides wherever possible.

Several employees at once

The generator makes one slip at a time. For a team, keep a small sheet with each person's monthly components, then fill and print one slip per person. Your browser remembers nothing from a generator, so you will retype the details each month; keeping the sheet ready makes this a two-minute job per employee.

Interns and consultants

A consultant or freelancer is not an employee. Payments to them are professional fees with TDS under the rules for fees, not salary, and they should raise an invoice rather than receive a payslip. Using a salary slip for a contract relationship creates confusion in both parties' returns. For the right TDS on fees, see the TDS calculator.

Common mistakes on salary slips

• Net pay not matching the bank credit. Banks and lenders compare the slip with the bank statement. If the employer pays ₹53,200 but the slip shows ₹54,000, the slip loses credibility.
• TDS on the slip but not deposited. If tax is shown as deducted, it must be deposited and reported in the employer's TDS return. Otherwise the employee's AIS and Form 26AS will not show it and the credit is lost at filing time.
• Days paid changed but amounts not. Writing 20 days paid against a full month's salary is a mismatch; prorate the amounts.
• Different names on PAN and slip. Use the name exactly as on PAN to avoid questions from banks and visa offices.
• Annual HRA typed instead of monthly. Every field is for one month only.
• Employer PF shown as a deduction. Only the employee's share is deducted from salary; the employer's share is an extra cost to the employer.
• Making a slip for salary not paid. A salary slip must reflect real payment. Creating a slip for an amount that was never paid, or for a job that does not exist, to get a loan or visa is falsification and can have serious legal consequences.

Where salary slips are needed

Employees are commonly asked for recent salary slips when they apply for a home loan, personal loan or credit card, rent a flat, apply for a visa, or join a new employer who wants proof of last drawn salary.

For income tax, slips are the fallback when Form 16 is late or missing. They show the break-up of salary, HRA received and monthly TDS. HRA received, along with rent receipts, is the starting point for the HRA exemption in the old regime — the HRA exemption calculator works it out.

Lenders rarely rely on the slip alone. They usually ask for bank statements for the same months and may check the employer, the PF record or Form 26AS. A slip that matches all of these is accepted quickly; a slip that does not match is what delays a loan file. That is why the figures you enter here should always be the figures actually paid.

For a small employer, a monthly slip is also an internal record. It shows exactly what was paid and deducted, which makes yearly TDS reconciliation, Form 16 preparation and PF returns easier.

What to keep alongside the payslip

• A copy of every slip issued (save the PDF month-wise).
• Proof of salary payment — bank transfer reference or cash payment register signed by the employee.
• For TDS: the employee's regime choice and declarations, challans for deposit, and the quarterly TDS return acknowledgement.
• For PF and ESI: monthly challans and returns filed on the respective portals.
• The appointment letter showing the salary structure, so the components on the slip match the agreed terms.

An employer that deducts TDS needs a TAN and must file quarterly salary TDS returns. Each employee's tax is then visible in their AIS and Form 26AS, which they can view on the income tax portal.

A simple monthly payroll routine for small employers

If you pay a handful of people, payroll does not need software. It needs the same steps in the same order every month. Here is a routine that works for most small offices and shops.

1. Close attendance. On the last working day, note days worked, paid leave and unpaid leave for each person.
2. Prorate fixed pay. For anyone with unpaid days, reduce each component using the method in their appointment letter.
3. Add variable pay. Overtime, incentives or arrears for the month go under other earnings.
4. Work out deductions. PF and ESI on the eligible wages, professional tax as per your state's slab, and the month's TDS based on the yearly estimate.
5. Pay salaries by bank transfer. Bank transfer leaves a clean trail that matches the slip.
6. Generate and share slips. Use this generator for each employee, save the PDF, and share it by email or print and sign.
7. Deposit statutory dues. TDS by the 7th of the next month (30 April for March); PF and ESI by the 15th of the next month.
8. File returns. Salary TDS returns are quarterly; PF and ESI returns are monthly on their portals.

Following this order means the slip, the bank credit, the TDS challan and the PF return all show the same figures — which is exactly what an employee, a bank or the department will check.

Key dates linked to salary payments

Late deposit of TDS attracts interest of 1.5% per month, and a late TDS return attracts a fee of ₹200 per day, capped at the TDS amount. Employees then see their TDS in Form 26AS only after the return is processed, so delays on the employer's side directly affect their refunds.

Salary structure and the tax regime

How you split a salary between basic, HRA and special allowance matters less than it used to, because the new regime ignores most exemptions. Under the new regime, HRA is fully taxable and the employee's PF does not reduce tax; the whole salary is taxed after a flat ₹75,000 standard deduction.

Under the old regime, the split still matters. An employee who pays rent can claim HRA exemption on the HRA component, and the employee PF counts towards the 80C limit. So for an employee who opts for the old regime and pays rent, showing a reasonable HRA component on the slip can reduce TDS.

Whatever the split, keep basic + DA at a level consistent with your PF and gratuity policy, because both are usually linked to basic. Changing the structure every few months for tax reasons makes slips inconsistent and invites questions from the employee and from lenders.

How payslips connect to the employee's ITR

At filing time, the total of twelve slips should match the gross salary in Form 16 and in the AIS. The total TDS on the slips should match the TDS credit in Form 26AS. If an employee changed jobs during the year, both employers' salaries must be added in the return, and slips from each help catch double benefit of the standard deduction or rebate.

A gap between slips and AIS is one of the common reasons for a mismatch notice. Fix it early: ask the employer to correct the TDS return if a deducted amount is missing, rather than filing a return that does not match what the department sees.

Get it checked by an expert

If you are setting up payroll for the first time, or an employee needs their salary and TDS reconciled before filing, TaxCaller's expert can check the figures, the PF and TDS treatment, and handle the income tax filing for you. You will know the fee upfront before any work starts, and the first call is free.