how to create pay stubs online like a pro

How to Create Pay Stubs Online Like a Pro – A Comprehensive Guide for Business Owners

While running a business, one of the important aspects of staying compliant is by keeping accurate payroll records and ensuring that the employees receive their pay on time.

Back in the olden days, the payroll process was entirely done manually which was time-consuming and prone to human errors.

However, in today’s modern era, many simple and effective solutions allow business owners to track and manage the company’s payroll records easily.

One such method is using an online pay stub generator to make employee pay stubs. By using an online pay stub generator, employers can easily enter their employee’s pay details and generate paystubs in just a few clicks!

In this blog, we will learn about creating employee pay stubs using an online pay stub generator and how it helps to streamline the payroll process for businesses.

Table of Contents

Information required to generate pay stubs online

Pay stubs are an essential component of any business’s payroll process. They provide employees with a detailed breakdown of their earnings and deductions and also serve as important financial records for tax and legal purposes.

Generally, the details included in a pay stub are the salary paid to an employee, all kinds of taxes paid, and deductions removed.

Below listed is the information required to create pay stubs online

  • Company Information –  This includes the company’s name, EIN, and address.
  • Employee Information –  This includes the employee’s name, last 4 digits of SSN, address, and salary details
  • Pay Schedule Information – Pay schedule, pay period, and payday of the employee
  • Federal & State W-4 Information to calculate taxes accurately – This includes employee’s filing status, amount for dependents, deductions, and extra withholdings.
  • Gross Earnings and YTD – Total work hours and earnings
  • Additional Earnings & Deductions – This includes additional earnings like a bonus, overtime, or deductions like 401k contributions an employee pays.
  • Net Earnings

However, the pay stub generated for an employee will differ based on factors such as the business sector that the employee works in, and federal and state employment laws, as such.

How to create pay stubs online in 3 simple steps?

How to create pay stubs online in 3 simple steps?

Now that you know what information is needed to make pay stubs online, we will provide a step-by-step explanation of how to generate a professional pay stub in just 3 simple steps!

Provide Company and Employee Information

Provide all the information required about your company, such as name, EIN, etc. While selecting your company’s state of operation, select the correct state and enter the corresponding zip code. Based on the address you provide, the employee’s state withholding tax will be calculated.

As for employee details, provide the employee’s name, address, and last 4 digits of social security number (SSN). Also, provide their salary information such as the pay period, pay rate, and hours worked. After entering the payment information, add any additional earnings, deductions, or withholdings for accurate tax calculations.

Please make sure you provide all the relevant information correctly to get accurate tax calculations. 

Preview the pay stub and make the customizations you need 

Once all the information is entered, preview the pay stub to ensure that the information provided is correct and accurate. Now for customizations, select a stub template that matches your need and business brand value.

Download or email the pay stubs to your employees

After reviewing the paystub and making the necessary customizations, download the paystubs or email them directly to your employees.

Also, employee pay stubs must be kept for recordkeeping purposes as employers must keep their employees’ pay stubs for at least three years.

Things to consider while choosing an online pay stub generator

If you intend to run a successful business, you must ensure that your business has a smooth and efficient payroll system that pays your employees on time and keeps accurate track records of employee paystubs.

With so many online paystub generators available in the market, choosing the right one can be a daunting task.

Here are some of the key factors to consider when choosing an online pay stub generator for your business.


The most important factor to consider when choosing an online pay stub generator is its accuracy. The stub generator should be able to do accurate tax and YTD calculations, including gross pay, other earnings, deductions, and net pay in the paystub.

So, make sure the pay stub generator you choose calculates taxes that comply with the current federal and state payroll tax laws.


Businesses have different needs when it comes to generating pay stubs. So it’s important to choose a stub generator that offers various customization options.

Choose a paystub generator that allows you to add your business logo, check number, time-off policies, and deposit slips. Choosing the right stub template that matches your business’s style helps to increase your business’s brand value.

User Experience

The online paystub generator you choose should be user-friendly with easy navigation, clear instructions, and a simple interface for creating and printing pay stubs. Also, look for a provider that offers helpful resources along the way to create pay stubs hassle-free.


Many online pay stub generators provide their services at varying prices and offer a range of options, from pay-per-stub models to subscription-based pricing, to fit various business needs and budgets.

So, it’s a smart choice that you consider a provider who offers transparent pricing and doesn’t have hidden fees or charges.

Also, consider the number of employees you have and the frequency of payroll processing, and based on it choose a provider that fits your budget as well as your business needs.

By considering the above-stated factors, find an online paystub provider that meets your business needs and helps streamline your payroll process.

Choosing SecurePayStubs to create online pay stubs

SecurePayStubs is an online pay stub generator that lets you create online pay stubs for employees and contractors. The entire stub generation process is fully automated; right from calculating taxes accurately to generating employee pay stubs in just a few clicks!

All calculations of deductions and income tax withholdings are based on current payroll tax laws and requirements, which we keep up to date with every new tax year.

Related: Read this before generating the pay stub.

We also offer a library of free stub templates to customize your employee’s pay stubs based on your business’s branding and style.

Save your time in the manual payroll process and quickly create employee pay stubs online with SecurePayStubs in just 3 simple steps.

  1. Fill out your company information, employee details, and salary, and add additional earnings and other deductions.
  2. After making the customizations, preview the pay stub
  3. Then, download the pay stubs or email them directly to your employees

SecurePayStubs also offers cost-effective pricing for businesses of all sizes. With a flat price of just $5.99/stub, you get access to all our built-in features with ZERO restrictions.

In conclusion, choosing the right online pay stub generator can have a significant impact on your business’s growth.

So make sure to choose an online paystub generator like SecurePayStubs for managing your payroll process. While we simplify your pay stub generation and record-keeping, you can focus on your business improvements!

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