Employee Payroll Spreadsheet Template

Your Employee Payroll Database at a glance

This template gives you a complete, connected system to run payroll smoothly and securely. It replaces manual calculations with automated net pay formulas while keeping all employee details neatly organized.

It works by connecting four essential tables: Users, Payroll Periods, Payslips, and Reimbursements. When an employee submits an expense claim, it links directly to their profile and rolls up automatically into their next payslip alongside their salary.

Why managing payroll in spreadsheets breaks down

Running payroll in an employee payroll spreadsheet usually ends in disaster. Formula errors spread quietly, and securely sharing sensitive salary data across a single sheet is nearly impossible.

What a structured database changes

A structured database enforces rules so your financial numbers stay accurate. Currency fields only accept money, formulas automatically calculate tax deductions without being overwritten, and receipts are safely attached directly to the claim.

Instead of fragile VLOOKUPs, tables connect cleanly and securely. Linking an employee to a payslip automatically pulls their IBAN and base salary, which is exactly what Softr Databases are built for.

What you can do with this template

Instantly generate accurate payslips that combine base salaries, performance bonuses, and approved reimbursements. You can track total payroll costs rolling up in real time for every specific pay period.

You can drop the manual data entry entirely. Track every expense claim by category, approve or reject them directly, and link them to a current payroll cycle with one simple click.

Who is this Employee Payroll database for

This template is designed for teams that need accurate, secure payroll tracking without the complexity of enterprise software.

• HR Managers: Keep employee roles, job titles, and base salaries securely separated from daily operations.
• Finance Teams: Track payroll periods efficiently and process reimbursements without chasing physical receipts.
• Operations Leads: Give employees a standardized, trackable way to submit travel or software expenses reliably.

How to take it further

Start by customizing the database to fit your specific payment structure. You can easily add new expense categories or modify the payroll period statuses to match your workflow.

Next, bring your existing data over in minutes. Import your employee roster and historical payslips via CSV, or connect directly through the native Softr API.

When you are ready, turn this database into a secure HR portal by building an app. This elevates your operations by pushing the database into a fully fully-functional internal tool.

Using Softr’s users and permissions, employees can log in to securely download their own payslips and upload receipts. A well-structured database makes launching this kind of role-based system effortless.