Employee Payroll Database Template

Overview

This template provides a structured system to manage employee compensation, pay cycles, and expense claims securely. It replaces scattered files with a centralized database that connects every payslip to the correct employee and pay period automatically.

The system relies on four interconnected tables: `Users` for storing role and salary data, `Payroll Periods` for defining pay cycles, `Payslips` for calculating individual net pay, and `Reimbursements` for tracking expenses. Because these tables are linked, you can view all reimbursement requests associated with a specific payslip or see the total payroll cost for a given period via rollup fields—without manual aggregation.

Why choose an Employee Payroll database over Google Sheets

The power of Softr Databases

Google Sheets often puts sensitive payroll data at risk due to fragile formulas and lack of structure. Softr Databases solve this by using strict relational connections instead of VLOOKUPs. In this template, the `Payslips` table allows you to pull `Base Salary` from the user record and sum up `Reimbursements` automatically using native lookup and formula fields. This ensures that if an employee's data moves or changes, the calculations remain accurate and unbreakable.

Core features and functionality

This database enforces data integrity with strict field types like Currency for `Base Salary`, Attachments for `Receipts`, and Formulas for `Net Pay`. Unlike spreadsheets where text can accidentally be entered into a number column, this structure prevents calculation errors before they happen. You can also deploy Database AI agents to automate tasks, such as scanning uploaded receipts in the `Reimbursements` table to verify amounts or categorize expenses automatically.

Who is this Employee Payroll database for

This template is designed for operations teams and business owners who need accuracy without complex ERP software:

• HR Managers: Centralize employee records and generate accurate payslips for every period instantly.
• Finance Teams: Track valid expenses and monitor total payroll costs per cycle using rollup summaries.
• Small Business Owners: Handle salaries and reimbursements professionally without relying on messy spreadsheets.

How to take it further

1. Customize the database
You can easily adapt this template to your local regulations. For example, add new formula fields to the `Payslips` table to handle specific regional tax deductions or modifying the `Reimbursements` category list to match your company ledger.

2. Import your existing data
Stop manually typing data into cells. Use the CSV import feature to bulk upload your existing employee roster and historical payroll records directly into the `Users` and `Payslips` tables to get started immediately.

3. Build an app on top
This database is the perfect backend for a secure employee portal. By using the interface builder, you can create a private app where employees log in to view their own payslips and submit reimbursement requests. With Softr's users and permissions, you ensure sensitive salary data is only visible to the correct person.