Salary Slip
Create salary slips with earnings, deductions, PF and net pay in words. Free PDF download.
In short
A salary slip is the monthly statement an employer gives each employee showing earnings (basic, HRA, allowances), deductions (PF, ESI, professional tax, TDS) and net pay. VyaparKit's Salary Slip tool reads the saved salary structure of an employee, computes PF, ESI and professional tax for the month, writes the net amount in words and produces a PDF on your letterhead. Free accounts get 3 a month.
Create a Salary Slip in under a minute
Sign in once with Google or email. Your business name, GSTIN, logo, bank details and saved customers fill in automatically. Download a PDF or share a link on WhatsApp. 3 documents a month are free, forever.
- ✓Beautiful PDF with your logo and details
- ✓GST calculated automatically where applicable
- ✓Saved customers, vendors and items, so no retyping
- ✓Share link with WhatsApp button and UPI QR
- ✓Converts to related documents in one click
About the salary slip tool
A salary slip, also called a pay slip or wage slip, records what an employee earned in a month and what was deducted before the money reached their bank. In India it matters beyond the office: banks ask for the last three slips before sanctioning a loan, landlords ask for one, visa officers ask for six, and the employee needs it to claim HRA exemption or reconcile Form 16. Covered establishments must issue one under the Payment of Wages Act and the Minimum Wages Rules, and employers registered under PF and ESI need the same numbers for their monthly returns.
Most small firms make slips in Excel, copying last month's sheet and changing a few cells. That is how the PF column stays at 12% of an old basic, ESI keeps being deducted after the employee crosses ₹21,000, and professional tax is charged at the Maharashtra slab for someone sitting in Bengaluru. VyaparKit stores each employee's structure once: basic, HRA, other allowances, PF and ESI applicability, professional tax state and TDS. Pick the month, enter paid days, and the tool prorates earnings, applies the correct rates and ceilings, and writes the net pay in words.
The slip prints on your letterhead with logo, address and signature, so nothing needs to be pasted into Word. When the team grows past a handful of people, the Payroll Run tool produces every slip in one go from the same employee records, along with a payroll register and a bank upload file. Paid days can come straight from the Attendance Sheet.
How to make a salary slip in VyaparKit
- 1
Add the employee
Open Employees and click Add employee. Enter name, employee code, designation, date of joining, PAN, UAN, ESI number and bank account, then fill the salary structure: basic, HRA, other allowances, and whether PF, ESI and professional tax apply.
- 2
Pick the month and paid days
In Salary Slip, choose the employee and the month. Enter paid days out of the month's total; the tool prorates every earning head for loss of pay.
- 3
Check earnings and deductions
PF at 12% of basic (with the optional ₹15,000 ceiling), ESI at 0.75% when gross is up to ₹21,000, professional tax by state slab and any TDS are filled in. Add overtime, bonus or advance recovery as extra lines if needed.
- 4
Create the slip
Click Create. Net pay is shown in figures and in words, and the slip gets a number in the SAL/26-27/0001 series that you can change from settings.
- 5
Download and send
Click Download PDF to get the slip on your letterhead and send it to the employee on WhatsApp or email. Every slip stays in Documents for the year.
What a salary slip should show
- Employer name, address and logo, and the pay month with total days and paid days.
- Employee name, code, designation, department, date of joining, PAN and UAN (and ESI number where ESI applies).
- Earnings by head: basic, HRA, conveyance, special or other allowances, overtime and bonus, each prorated for paid days.
- Employee PF at 12% of basic plus DA, with the ₹15,000 wage ceiling if your establishment applies it; the employer's 12% goes in the CTC note, not the deduction column.
- ESI at 0.75% of gross for employees earning up to ₹21,000 a month in a covered establishment (10 or more employees in most states).
- Professional tax as per the state slab, for example up to ₹200 a month in Maharashtra with ₹300 in February, or ₹200 in Karnataka for salary above ₹25,000.
- TDS under Section 192 where the annual salary crosses the taxable limit, plus any advance or loan recovery.
- Gross pay, total deductions and net pay, with the net amount in words and the bank account it was paid to.
- Authorised signatory or a 'computer generated, no signature required' line.
Who uses the salary slip
Boutique in Surat with six tailors
The owner keeps every tailor's basic and allowances saved, changes only paid days each month, and hands over printed slips that the workers use for bank KYC and rental agreements.
CA firm doing payroll for clients
A practice in Indore runs slips for a dozen small clients from one login, each on the client's own letterhead, and exports the register for PF and ESI returns.
Bootstrapped startup in Pune
Four employees, PF registered, no HR person. The founder creates slips in five minutes, with PF and professional tax computed the same way every month, so nobody argues about the numbers.
Restaurant in Kochi
Kitchen staff on ESI and front-of-house staff above the ESI limit are handled in one place; the tool stops ESI automatically for anyone whose gross crosses ₹21,000.
Salary Slip: frequently asked questions
- Is a salary slip mandatory in India?
- There is no single law that forces every employer to issue a salary slip, but establishments covered by the Payment of Wages Act, the Minimum Wages Rules of their state, or the Shops and Establishments Act are required to give a wage slip, and PF and ESI registered employers effectively need one to support their returns. Employees also need it for loans, HRA claims and visas, so issuing it is good practice for everyone.
- How is PF calculated on a salary slip?
- Employee PF is 12% of basic plus dearness allowance. Many employers restrict the calculation to a wage ceiling of ₹15,000, which caps the deduction at ₹1,800 a month. The employer contributes another 12%, split between EPF and EPS, but that amount is part of CTC and does not appear in the employee's deduction column. PF is mandatory once an establishment has 20 or more employees.
- Is ESI deducted on every salary?
- No. ESI applies only in covered establishments (10 or more employees in most states) and only for employees whose gross wages are ₹21,000 or less a month (₹25,000 for persons with disabilities). The employee pays 0.75% of gross and the employer 3.25%. Once wages cross the limit, ESI continues until the end of the current contribution period and then stops.
- Can I make a salary slip without PF and ESI?
- Yes. A shop with five staff is usually outside both PF and ESI coverage, so the slip simply shows earnings, professional tax if your state levies it, and net pay. In VyaparKit you switch PF and ESI off in the employee's salary structure and the deduction lines disappear. If you are unsure whether coverage applies to you, check with your CA.
- What is the difference between gross salary and net salary?
- Gross salary is the total of all earnings for the month before any deduction: basic, HRA, allowances, overtime and bonus. Net salary, or take-home pay, is what remains after employee PF, ESI, professional tax, TDS and any recoveries are subtracted. CTC is a third figure that adds the employer's PF and ESI share and other benefits on top of gross.
- Can I generate salary slips for all employees at once?
- Yes. The Salary Slip tool makes one slip at a time, which is convenient for a single joiner or a correction. For the whole team, use Payroll Run: it lists every saved employee for the month, lets you override paid days or amounts, and generates all the slips plus a payroll register and NEFT upload file when you finalise. The free plan includes one run a month for up to three employees.
Guides from the blog
Shop and Establishment licence: state rules, documents, renewals and penalties
What Shops and Establishments Act registration is, how Maharashtra, Delhi, Karnataka, Gujarat and Tamil Nadu differ, documents, renewals, hours and penalties.
Read the guide →
Leave and attendance policy for a small business: leave types, proration and a sample
Casual, sick and earned leave under state Shops Acts, maternity leave, holidays, attendance records, the salary proration formula, LWP, encashment and a sample policy.
Read the guide →
Hiring your first employee in India: the complete checklist for small businesses
Employee vs contractor, offer letter essentials, documents to collect, registrations you trigger (PT, PF, ESI, Shops Act), minimum wages, leave and first payroll.
Read the guide →