The Best Free Pay Stub Template for Your Small Business

It’s five minutes to the dinner rush when your new server leans in. “Hey, do you have a pay stub I can use for my apartment application?” And just like that, you’re ducking into the back room to Google how to make a pay stub from scratch.

Deep breath—we’ve got you.

We’ll show you what to include, who needs a pay stub, and toss in a free pay stub template or two to get you started.

TL;DR: Need a free pay stub template? Start here.

Pay stubs aren’t just paperwork. Your team needs them to track pay, understand deductions, and prove income for things like apartment applications, car loans, or credit checks.

• What’s on it: Gross pay, net pay, hours worked, taxes, and year-to-date totals.
• Why it matters: Because “I think this is right” doesn’t cut it when it comes to your team’s pay.
• Which states care: Most of them. Some even require a hard copy.
• Why it helps: Fewer questions, fewer mix-ups, way smoother payroll.
• Where to start: Grab a free pay stub template, fill it out fast. Or let Homebase handle it while you get back to, well… literally anything else.

“Before Homebase, I was manually tallying up my team's work hours and entering them into payroll, crossing my fingers I hadn't made any mistakes. Now our entire team logs in and out quickly and easily with the Homebase app, and all I have to do is send their hours to my payroll program with the click of a button. Time tracking for small businesses doesn't get better (or more affordable) than this!” — Kathleen Smith, Founder, Smiling Tree Toys.

Over 150,000 small businesses (including Kathleen’s) already use Homebase to make payroll a no-brainer. You can too.

What is a pay stub (and why does it matter)?

A paycheck stub (also called a pay slip or check stub) shows the full breakdown of an employee’s pay: hours worked, gross pay, taxes, deductions, and net pay. To make things easier, most businesses issue pay stubs based on their payroll schedule.

Pay your team every Friday? They’ll get a new pay stub every Friday, too. Run payroll monthly? That’s when they’ll see their breakdown, so a monthly pay stub template is the perfect fit.

Pay stubs matter because they:

• Keep employees informed: Pay stubs break down exactly how your team’s pay is calculated and what’s being deducted. Super helpful for anyone seeing FICA on their first paycheck and wondering where their money went.
• Support compliance: Most states have rules about what pay information you need to share, and skipping it can get messy.
• Save your team (and yourself) some hassle: Pay stubs make it easier to apply for rentals, loans, or just figure out a monthly budget.
• Keep records clean: They give you a clean paper trail, so if questions pop up later, you’ve got the receipts (literally).

Heads up: Pay stubs should always be accurate, but they’re not legal contracts. They’re just the paper trail that backs up each paycheck.

What’s included in a pay stub?

Pay stub requirements vary by state, but most cover the basics like who got paid, how much, and what was deducted.

Here’s what to include:

• Your business info: Company name, address, and maybe your logo.
• Employee details: Name, address, employee ID, and Social Security number.
• Pay period: The start and end dates for this paycheck.
• Pay date: When they actually get paid.
• Hours worked: Regular, overtime, and PTO if you track it.
• Pay rate: Hourly wage or portion of salary paid this cycle.
• Bonuses: Anything extra added to this paycheck.
• Gross pay: Total before deductions.
• Deductions: Taxes, Social Security, health benefits, retirement, etc.
• Net pay: What hits their account.
• Year-to-date totals: Running totals for gross pay, deductions, and net pay.
  

Your pay stub format might vary slightly, but the goal’s the same: show pay clearly and skip the paycheck questions.

Are employers required to give pay stubs?

There’s no federal rule saying you have to give pay stubs, but most states expect it. And depending on where you’re based, the fine print looks a little different.

States usually fall into one of three categories:

• No requirement: You’re not legally required to give pay stubs (but it’s still a smart move).
• Access states: You’ve got to give employees access—paper or digital, both work.
• Access/print states: Digital’s fine, as long as your team can easily print a copy when they need it.

There’s one more thing to check: does your state run opt-in or opt-out for digital delivery?

• Opt-in states: Your employee has to say yes before you switch to digital.
• Opt-out states: You can send digital by default, unless they ask for paper.

Either way, you still need to give them a pay stub. It’s just a matter of how you send it.

No requirement states

There’s no law saying you have to hand out pay stubs here. But giving your team a clear breakdown of their pay? That’s how you skip the follow-up questions and keep everyone on the same page.

• Alabama
• Arkansas
• Florida
• Georgia
• Louisiana
• Mississippi
• Ohio
• South Dakota
• Tennessee

Access states

In these states, you can’t just pay your team and call it a day. You also have to give them access to a pay stub. Both paper and digital are fine, as long as they’re accessible.

• Alaska
• Arizona
• Idaho
• Illinois
• Indiana
• Kansas
• Kentucky
• Maryland
• Michigan
• Missouri
• Montana
• Nebraska
• Nevada
• New Hampshire
• New Jersey
• New York* (Since Jan 1, 2021, you can send an electronic confirmation instead of a paper stub. One less thing to print and one more win for your recycling bin.)
• North Dakota
• Oklahoma
• Pennsylvania
• Rhode Island
• South Carolina
• Utah
• Virginia
• West Virginia
• Wisconsin
• Wyoming

Access/print states

Sending a digital stub? Totally fine, as long as your team can easily download and print it. If not, you’ll need to hand over a paper copy.

• California
• Colorado
• Connecticut
• Iowa
• Maine
• Massachusetts
• New Mexico
• North Carolina
• Texas
• Vermont
• Washington

Opt-out states

You can send pay stubs electronically by default in these states. But if someone “opts out” of digital pay stubs, you have to hand over a physical copy.

• Delaware
• Minnesota
• Oregon

Opt-in states

Hawaii’s the one place where you have to get permission before going paperless. No green light from the team? Stick to paper. 

Not sure what your state requires? Homebase automatically sends your team the pay stubs they need, in whatever format keeps you compliant. It’s easy, accurate, and one less thing to worry about.

Benefits of giving employees a pay stub

Pay stubs help you stay compliant with state law, which is reason enough in most places. But even if they’re not required, they’re still a smart move. Here’s why.

1. Improve financial literacy

Pay stubs give your team a clear view of how payroll taxes and deductions shape what actually hits their account. When people understand where their money’s going, it’s easier to budget, save, or just stay ahead.

For everyday stuff—like oil changes, vet bills, or a weekend trip—a recent pay stub helps make the numbers add up. It’s a small tool that makes financial literacy a little more doable.

2. Streamline the payroll process 

Whether you're handing out paper or going digital, pay stubs keep everything in one place, so you're not piecing together payroll after the fact.

Payroll software makes it even easier. Electronic pay stubs are auto-generated from your team’s hours and sent out for you. No exporting files, no last-minute scrambling. Just accurate, secure payroll without the heavy lift.

3. Increase your business's transparency

Want to build a positive company culture? Start with transparency. Clear pay stubs show exactly what’s been deducted, so your team isn’t left guessing where their money went.

If something looks off, they’ll feel comfortable asking because the numbers are right there. And you’ll have the answers ready, so you can skip the back-and-forth and get straight to solving it.

4. Less paperwork

Paper pay stubs? Still a thing. But building them by hand every pay period doesn’t have to be.

Switch to digital and skip the filing cabinet drama. Homebase auto-generates pay stubs from your team’s hours, so everything’s ready when payday hits.

Download your free printable pay stub template

Now you know what a paystub needs to include and why it's important. But you might still be wondering, “How do I make a pay stub for my employee? Here's your answer: grab our free pay stub template. Just pop in your company info, add your team's hours and pay, and boom—you're done. Easy, fast, and no surprises.

Fillable PDF pay stub template (best for printing & portability)

Need something simple and printable? This fillable PDF lets you drop in your info and crank out pay stubs that look clean, clear, and ready to hand off.

Pay stub template (PDF)

PowerPoint template (best for quick customization)

Want your payroll to look as good as it runs? This PowerPoint template keeps your pay stubs clean, clear, and easy to customize.

Pay stub template (PowerPoint)

How to fill out and customize your pay stub

Don't have dedicated payroll software yet? No problem. You can still issue a paycheck stub using a free pay stub template. Whether you're doing it in Excel, Google Sheets, or filling out a monthly pay stub template by hand, the process is pretty simple.

Here’s how to make a paystub for your employee, step by step:

• Download a pay stub template: Grab a PDF, Google Sheet, or Excel version. You’ll find a sample paystub layout in most free templates.
• Add your business info: Company name, address, and contact details.
• Fill in employee details: Name, employee ID (if applicable), and pay period dates.
• Track hours worked: Include regular, overtime, and PTO hours. Accuracy counts.
• List pay rate: Hourly wage or salary—and make sure overtime pay is in there, too. 
• Add deductions: Taxes, health benefits, retirement contributions—whatever applies.
• Show gross pay vs. net pay: Gross is total earnings before deductions. Net is what lands in their bank account.
• Customize your check stub: Add your logo, change the format, or include a note.

Streamline payroll, not just pay stubs

Pay stubs? That’s just the warm-up act. If you’re still elbow-deep in spreadsheets, chasing missed punches, and sweating every payroll run, it’s time to switch gears. Homebase pulls your hours, schedules, and payroll details into one spot, so you can run payroll without breaking a sweat.

Here’s how Homebase makes payroll the easiest part of your week:

• Run payroll in minutes, not hours: Automatically sync your team’s hours, wages, tax info, and yes, even pay stubs. Just review and click “Run.” That’s it.
• Auto-calculated taxes and filings: Federal, state, and local taxes? Handled, withheld, and filed for you.
• Pay your team their way: Choose direct deposit or printable checks, plus early wage access for hourly workers.
• Digital timesheets that do the work for you: Approved hours, breaks, PTO, and overtime flow straight into payroll, without a single calculation from you. 
• Multi-rate pay made simple: Employees with multiple roles? Different pay rates? Homebase handles it automatically.
• Easy onboarding and W-2/1099 setup: Add new hires in a few clicks and generate forms without breaking out your legal dictionary.
• Compliance built in: From missed break alerts to overtime enforcement, Homebase stays current with FLSA and state rules so you don’t have to.

Thousands of small business owners already use Homebase to simplify payroll from start to finish:

I use Homebase for our scheduling software and as our payroll processor. I love how easy it is to use. With a free app to go with the software, Staff can easily log in/out for their shifts, whether they are working on or off site. I also like that staff can request time off through the software or swap shifts with other employees. It makes scheduling easy. —Amber, Tare Market 

Payroll doesn’t have to be a time suck. Homebase makes it quick, clean, and kind of a non-issue. Start your free trial and cross “figure out how to make pay stubs” off your to-do list.

Pay stub template FAQs

What is the best free pay stub template?

The best free pay stub template is the one you actually use. Keep it simple, accurate, and make sure it covers wages, hours, and deductions. Editable formats like Google Sheets or PDFs are easy to update and reuse.

How do I make a pay stub legally?

Every state has its own rules, but most require you to include key information like gross pay, net pay, taxes withheld, and hours worked. The safest bet? Use a simple pay stub generator or template that’s based on your state’s requirements. And always double-check local labour laws to stay compliant.

‍Heads up: If your team earns tips, they might ask you to fudge their pay stub to get approved for a bigger mortgage or car lease. But fake pay stubs are 100% illegal. So even if it seems helpful, it’s just not worth the risk.

Can I create my own pay stub for my employee?

You sure can. Just make sure your pay stub includes the essentials: employee info, pay period dates, hours worked, gross pay, deductions, and net pay. The best pay stub makers already have these sections built in, so all you need to do is plug in the details.

What is the difference between a paycheck and a pay stub?

A paycheck is how you pay your employees. A pay stub shows the details, like hours worked, taxes taken out, and the final amount they bring home. Even if you pay by direct deposit, your team still needs easy access to their pay stubs.

What’s required on a pay stub?

Most pay stubs should include:

• Employee name and pay period
• Gross wages (before deductions)
• Net pay (after deductions)
• Taxes withheld (federal, state, local)
• Hours worked and pay rate

Remember, requirements vary by state, so it’s always a good idea to check your local rules to stay compliant.

With Homebase, payroll has never been easier. Try Homebase today.

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