Hisab Pagar
A salary slip (pay slip or wage slip) is a one-page note that tells a worker how their pay for the month was worked out. Big companies send them by email; many shops and workshops never make one. Yet a simple slip settles most month-end arguments, and staff often need it to open a bank account, rent a room or apply for a loan. Here is a format that fits a small business, field by field, with a filled example.
Why bother with a slip?
- Fewer disputes. The worker sees the days counted, the advances taken and the balance. Questions come up on the day you pay, not weeks later.
- Proof of income for your staff. A regular slip helps them with rent agreements, bank accounts and small loans.
- A record for you. If there is ever a disagreement, you have a dated document for every month.
- It may be required. Several Indian labour laws require employers they cover to give wage slips. Even if your business is too small to be covered, it is good practice.
The fields to include
1. Header
Business name, address or city, and the month the slip is for (the pay period), for example “Salary slip, September 2026”. Add the date the slip was made.
2. Employee details
Name, mobile number or an employee number, designation, joining date, and how the person is paid: monthly, daily, weekly or hourly, with the rate. If you pay into a bank account, the last four digits of the account are enough; never print the full number.
3. Attendance summary
This is the part small businesses most often skip and the part workers care about most. Show the days in the month, present days, half days, absent days, paid leave, week offs and holidays. If you pay overtime or apply a late fine, show overtime hours and late days as well. For hourly staff, show the hours worked.
4. Earnings
Salary earned for the attendance, overtime pay, and any bonus or incentive. Larger employers split salary into basic pay, dearness allowance and house rent allowance; most small businesses pay one amount, and a single “salary earned” line is fine.
5. Deductions
Advance recovered, late fine, any penalty, and statutory deductions if your business is registered for them: employee’s share of EPF and ESI, and professional tax in states that levy it. Keep each deduction on its own line so the worker can see exactly where the money went.
6. Net pay
Earnings minus deductions, in figures and in words. The amount in words prevents a ₹1,160 being read as ₹11,600, or the other way round.
7. Payment details
Date paid and mode: cash, UPI or bank transfer. If you paid in parts during the month, list each payment.
8. Signature or note
For a paper slip, the owner signs and the worker signs the office copy. For a PDF sent on WhatsApp, a line such as “computer-generated slip” is normal.
A filled example
Ramesh is paid ₹15,000 a month with Sunday off. In September 2026 (30 days) he was present 22 days, took 2 half days and was absent 2 days. He worked 10 hours of overtime at ₹125 an hour, came late on 3 days (₹50 fine per late day), and took two advances during the month.
| Sharma General Store · Salary slip · September 2026 | |
|---|---|
| Name / designation | Ramesh Kumar, salesman |
| Pay | Monthly, ₹15,000 · Joined 1 Apr 2025 |
| Attendance | 30 days · Present 22 · Half days 2 · Absent 2 · Week offs 4 · Holidays 0 |
| Overtime / late | 10 hours overtime · Late on 3 days |
| Earnings | ₹ | Deductions | ₹ |
|---|---|---|---|
| Salary for 27 paid days (₹15,000 ÷ 30 × 27) | 13,500 | Advance (5 Sep, UPI) | 2,000 |
| Overtime (10 h × ₹125) | 1,250 | Advance (18 Sep, cash) | 1,000 |
| Late fine (3 days × ₹50) | 150 | ||
| Gross earnings | 14,750 | Total deductions | 3,150 |
| Net pay (paid 30 Sep, cash) | 11,600 | ||
Net pay in words: Rupees eleven thousand six hundred only. The 27 paid days are 22 present, 2 half days counted as 1, and 4 paid Sundays. How these figures are worked out is explained in calculating salary from attendance and overtime and late fines.
Sending slips to staff
A PDF on WhatsApp is the easiest way for most small businesses. Name the file clearly, for example Salary-Slip-Ramesh-Kumar-Sep-2026.pdf, so the worker can find it later, and send it to their own number, not a family group. Keep your own copy of every slip, month by month. If a worker does not use a smartphone, print the slip and get it signed.
Mistakes to avoid
- Only writing the final amount. “Paid ₹11,600” explains nothing. The attendance and deduction lines are the point of the slip.
- Hiding advances inside the salary figure. Show every advance on its own line with its date.
- Printing sensitive numbers. Leave out full bank account and Aadhaar numbers.
- Making it weeks later. Make the slip on the day you pay, while both of you remember the month.
Salary slips in Hisab Pagar
Hisab Pagar makes the slip from the attendance and payments you have already entered, so there is nothing to type at month-end. Each PDF has:
- Your business name, the pay period and the date it was made.
- Employee details: name, phone, salary type, rate, joining date and status.
- Attendance: days in the month, present, absent, half days, paid leave, week offs and holidays, plus hours worked, overtime hours and late days when they apply.
- Earned salary, and the payments made during the month (salary paid, advances, bonus), with penalties and the late fine shown as deductions.
- The balance due (or the amount overpaid), the amount earned in words, and a payment history with the date, type, mode and amount of each payment.
On Android you share it straight to WhatsApp; the file is named like the example above. In the desktop app the PDF is saved to your computer and the staff member’s WhatsApp chat opens so you can attach it. Hisab Pagar does not calculate EPF, ESI or professional tax, so if your business is registered for those, take the figures from your payroll adviser.
