🔍 Did You Know? 49% of HR teams spend 5+ hours per month correcting payroll issues.
It’s payday, and you’re juggling invoices, employee questions, and looming tax deadlines. One slip-up—like missing a payday or miscalculating deductions—can quickly send your stress levels through the roof, and your employees will notice if that paycheck’s late.
Enter payroll calendar templates!
Think of them as the GPS for your payroll process, guiding you through payment dates, tax deadlines, and everything in between.
With a clear overview of what’s due when, you can stay on top of payments and avoid chaos, penalties, and unnecessary stress. Whether tracking tax filings or managing payment cycles, this guide lists free payroll calendar templates to help you handle payroll like a pro.
Free Payroll Calendar Templates for Easy Payroll Scheduling & Management
What Are Payroll Calendar Templates?
Payroll calendar templates are a pre-structured format that outlines the payroll schedule. They serve as a visual guide to help you track payment cycles and other essential payroll-related activities. This simplifies payroll planning, reducing errors so paychecks distributed are accurate and not last-minute rushes.
Here are the standard elements of a payroll calendar template:
- Company information: Company name, address, and contact details ✅
- Payroll periods: Start and end date of each pay period, most common payroll schedule (weekly, biweekly, semi-monthly, monthly) ✅
- Pay dates: Actual date of payment, adjustments for holidays/weekends ✅
- Deductions and contributions: Provident fund, health insurance, pension, voluntary reductions ✅
- Holidays and leaves: Public holidays affecting payroll, year-end closures ✅
- Extra notes: Policy changes, reimbursements, and other relevant details ✅
What Makes a Good Payroll Calendar Template?
A well-structured payroll calendar template enhances payroll efficiency, keeps teams informed, and ensures you pay employees on time. Therefore, while selecting one, make sure it ticks the following aspects:
- Clarity and simplicity: Look for a payroll calendar template that is easy to read and understand, helping HR teams and employees quickly grasp payroll schedules 💸
- Customizable format: Opt for a template that allows modifications to match your pay structure and keep the information up to date 💸
- Automatic updates: A well-structured template updates dates and pays employees automatically based on the information, reducing manual adjustments 💸
- Clear distinctions between pay periods: Choose one with proper labels—pay periods, holidays, and special payroll events—to avoid confusion 💸
- Comprehensive record: A good payroll calendar template tracks pay, hours worked, payment dates, reductions, overtime, and PTO to ensure accurate payment calculations 💸
- Space for notes: Look for a template with a dedicated space for additional notes you might want to add 💸
- Track trends: It should let you track attendance reports, reimbursements, and payroll registers to analyze employee behavior and patterns 💸
Payroll Calendar Templates
Ready to ditch the chaos and get your payroll on track? Here are free payroll calendar templates to help you stay organized, keep timely payments, and avoid any last-minute scrambling.
Whether you’re an HR professional, payroll manager, small business owner, or accountant, these payroll calendar templates will make your life much easier.
1. Payroll Report Template
The Payroll Report Template provides a structured format for organizing all your payroll calendar and keeping your team informed. It helps you track the necessary details about the employee’s payroll and ensure tax compliance and accuracy in the payroll.
The template helps identify discrepancies and streamlines the process to save time and costs. Plus, thanks to its clear structure, tracking payroll details has become easier, keeping the operations efficient.
🌟 Here’s why you’ll like it
- Create visual reports to get quick insights into the payroll
- Maintain a comprehensive and structured payslip for each employee
- Check which employee is credible for overtime claims
- Add formulas for gross pay and net pay to ensure accurate calculations
🔑 Ideal for: HR professionals, payroll managers, small business owners, and accountants looking to organize employee payroll efficiently.
🧠 Fun Fact: In ancient Rome, soldiers who worked for the Roman Empire were paid with salt, not money.
2. Payroll Summary Report Template
Accurate payroll records are essential to ensuring efficiency and timely payments. The Payroll Summary Report Template streamlines payroll management by consolidating salaries, reductions, and taxes into one clear report.
Its structured format makes reviewing payroll details quick and easy while ensuring compliance with regulations. This template provides everything needed to manage payroll efficiently, reducing errors and organizing financial records efficiently.
🌟 Here’s why you’ll like it
- List payment details, deductions, paid time-off credits, and other important information
- Add remarks to provide references for the totals
- Organize the data into categories for simple analysis
- Include the necessary details like payment mode, tax status, employee name and number, and pay period
🔑 Ideal for: HR professionals, payroll managers, small business owners, and accountants who want to ensure accuracy and efficiency in payroll management.
💡 Pro Tip: Everything payroll-related scheduled for you with smart suggestions and reminders? Yes please!
With Calendar, you can automatically time-block priority tasks with AI, instantly join Zoom, Google Meet, or Teams from anywhere in , and get auto-summarized, action-itemed, and searchable meeting notes
3. Simple Payment Agreement Template
The Simple Payment Agreement Template makes payment collection effortless. It provides a clear, organized structure for payment terms, helping you manage multiple customer agreements, track billing cycles, and stay on top of due dates.
A well-documented agreement ensures transparency, prevents disputes, and encourages timely payments, protecting both parties. Whether for invoices or personal finances, this template keeps everything in one place, making payments smooth and reliable.
🌟 Here’s why you’ll like it
- Prepare a payment agreement to ensure clarity of payments and payment cycles
- Include signatories and get the deal signed to ensure collaboration without disputes
- Outline the commitments and responsibilities of both parties to ensure trust
- List the payment amount and payment schedule for easy tracking
🔑 Ideal for: Business owners, freelancers, and HR professionals looking to lay out clear payment terms with clients and customers.
4. Attendance Sheet Template
Are you tired of the crazy paperwork required to maintain attendance details? Try the Attendance Sheet Template to simplify tracking employee attendance, hours, and absences in one organized space.
This template helps monitor work schedules and ensure accurate payroll records. It also streamlines attendance management, making it easier to track patterns, adjust and create schedules, and keep everything running smoothly within your company.
🌟 Here’s why you’ll like it
- List all the details about the venue, instructor, and subject to ensure clarity
- Update the document as and when needed so as not to miss any important detail
- Spot attendance trends to find gaps and opportunities
- Maintain a structured form with all the details to ensure comprehensiveness
🔑 Ideal for: Schools, small business owners, and supervisors looking to track attendance accurately.
📮 Insight: 46% of knowledge workers rely on chat, notes, project management tools, and team documentation to keep track of their work. For them, work is scattered across disconnected platforms, making it harder to stay organized.
As the everything app for work, unifies it all. With features like Email Project Management, Notes, Chat, and Brain, all your work is centralized in one place, searchable, and seamlessly connected.
5. Services Timesheet Template
Tracking time and resources is essential for efficient service management. The Services Timesheet Template makes tracking service hours, costs, and resources simple and efficient.
This employee timesheet template helps teams track billable hours, allocate resources, and measure project usage. It ensures transparency, improves workflow, and supports better decision-making.
Whether tracking hours or evaluating training, it provides a clear overview to optimize productivity and resource allocation.
🌟 Here’s why you’ll like it
- Visualize team progress using graphs and charts
- Keep everything connected with app integrations like Stripe and PayPal
- Automate total pay computation with formulas
- Develop categories for regular hours, overtime hours, paid sick hours, holiday hours, and paid vacation hours to analyze total hours
🔑 Ideal for: Contractors, project managers, and freelancers looking to track working hours and enhance productivity.
6. Payment History Template
The Payment History Template helps you efficiently manage and monitor payments for maintaining financial stability. With visuals, automated sorting, and custom notifications, it simplifies payment tracking and eliminates manual data entry.
This template allows you to record transactions, track payment histories, and organize records for future reference. Thus, you can manage your finances and keep your payment records organized.
🌟 Here’s why you’ll like it
- Compute total cost and quantity automatically to ensure accuracy
- Analyze the payments made with clear visuals and automated sorting options
- Set up payment reminders to ensure timely payments
- Generate a payment receipt form to maintain proof of payment
🔑 Ideal for: Small business owners, freelancers, and supervisors looking to record and maintain payment history efficiently.
7. ’s Payment Form Template
The Payment Form Template provides secure, easy-to-use forms to simplify the process and streamline transactions. It lets you mark task statuses like Invoice Sent, New Order, Payment Declined, Payment Received, and Processing to track payment transactions in the CRM.
This template ensures timely payment collection by seamlessly organizing costs, status, and schedule. It also reduces manual processing time, minimizes errors, and enhances customer satisfaction by offering a smooth and secure payment experience—all in one place.
🌟 Here’s why you’ll like it
- Set conditional automations to get a reminder of specific tasks
- Add formulas to compute total costs automatically
- Create easy-to-use online forms to organize all the details
- Add encryption to ensure secure data collection
🔑 Ideal for: Retailers, freelancers, supervisors, and managers looking to maintain secure and organized payments.
8. Monthly Work Schedule Template
Staying organized is the key to effectively managing a busy workload, and the Monthly Schedule Template helps you do that. With this template, you can easily plan, prioritize, and track tasks.
It offers a clear visual layout to keep deadlines in check, manage resources efficiently, and collaborate seamlessly with your team. Plus, it organizes monthly pay periods to boost productivity, reduce stress, and ensure no important task is left behind.
🌟 Here’s why you’ll like it
- Assess employee schedules and current workloads to ensure efficient scheduling
- Automatically compute allocated budget and actual cost with formulas to ensure accurate analysis
- Track task dependencies and visualize the monthly schedule to manage the workflow
- Analyze the expenses for the month to find opportunities to optimize costs
🔑 Ideal for: Time managers, small business owners, and HR teams who want to maintain monthly pay periods.
9. PTO Calendar Template
Are you struggling to manage leave, vacations, and holidays for your team? With the PTO Calendar Template, it doesn’t have to be that complex. Whether tracking for one employee or an entire company, this template makes PTO management effortless for employees and employers.
It provides a clear view of vacations, sick days, and holidays in one place to simplify leave management. Thus, teams can track time off, prevent scheduling conflicts, and easily plan for staffing needs.
🌟 Here’s why you’ll like it
- Prepare a PTO request form to get all the necessary details in one place
- Get a visual overview of leaves based on PTO type to identify gaps
- Track staff availability to efficiently allocate tasks
- Quickly approve or deny requests and get an overview of pending ones to ensure timely response
🔑 Ideal for: Managers and HR professionals looking for an organized way to manage PTOs.
10. Calendar Planner Template
The Calendar Planner Template helps you and your team stay organized to manage tasks and deadlines effectively. It keeps your workflow on track for daily, weekly, semi-monthly, or monthly pay periods.
It allows you to structure projects, track milestones, and manage valuable resources. Its four custom fields—PTO Days, Approver, PTO Type, and PTO Reason—let you save key data about each time-off request.
🌟 Here’s why you’ll like it
- Set up automated reminders to ensure that no task is missed
- Assign due dates, list milestones, and set priorities to track what needs to be done and when
- Analyze allocated budget and actual cost to find where you lack and where the strengths are
- Track progress and fix the schedule as needed
🔑 Ideal for: Time managers, HR professionals, and small business owners who want a structured way to manage projects.
Here’s what Kartikeya Thapliyal, Product Manager at smallcase, thinks about using :
11. Business Calendar Template
Staying organized and managing business activities efficiently is no longer chaotic with the Business Calendar Template. This template improves calendar tracking with time tracking, tags, emails, notifications, etc.
It helps you effortlessly plan, visualize, and track work schedules. It organizes tasks into daily, weekly, semi-monthly, or monthly buckets. Plus, it makes handling meetings, sales calls, and project timelines seamless, ensuring better planning, resource allocation, and overall productivity.
🌟 Here’s why you’ll like it
- List all the tasks along with due dates and priority to get a complete overview
- Set reminders for you and your team to keep the workflow running smoothly
- Track progress on the go and make adjustments to ensure efficiency
- Assign each task to the team to avoid confusion and duplication
🔑 Ideal for: Entrepreneurs, executives, and teams looking for a way to manage projects and tasks.
12. Tax Preparation Template
Tax preparation can be overwhelming, but an organized template makes the process smoother. The Tax Preparation Template helps manage financial records, reduce errors, and streamline filing, enabling you to save and store your data for future reference.
With categorized document storage, this template simplifies data entry and ensures nothing gets overlooked. It takes the stress out of tax season so that you stay prepared and in control of your finances.
🌟 Here’s why you’ll like it
- Keep all the tax preparation documents in place for accurate tax filing
- Use pre-populated fields to simplify the data entry process
- Schedule reminders for important tasks so as not to miss anything
- Add details about the expenses using the expense submission form
🔑 Ideal for: Small business owners and taxpayers looking to gather and organize financial data for tax filing.
13. Performance Review Template
Want to promote a culture of recognition and appreciation for employees who exceed expectations? The Performance Review Template simplifies this process. This template makes performance reviews more effective, ensuring continuous development and a culture of appreciation within your organization.
It provides a structured way to track progress, set clear goals, and organize feedback from managers and peers. Moreover, it lets teams assess performance efficiently, identify areas for improvement, and recognize top achievers.
🌟 Here’s why you’ll like it
- Create performance review forms to get details about self-evaluation, peer evaluation, and achievements
- Predefine measurement codes to ensure efficient analysis of the performance
- Identify employee strengths and weaknesses to give proper feedback
- Collect sales figures, customer satisfaction ratings, or any other measurable indicators for a thorough analysis
🔑 Ideal for: HR professionals, team managers, and small business owners looking to organize effective performance reviews.
🔍 Did You Know? A McKinsey study states that only two in five organizations implement upward and downward evaluation in individual performance reviews.
14. Staff Roster Template
The Staff Roster Template helps you track schedules, monitor availability, and manage time-off requests to refine workforce management.
Whether overseeing a small team or a large workforce, this template ensures clear communication, accurate record-keeping, and efficient task assignments.
🌟 Here’s why you’ll like it
- Maintain details about time, overtime, and total pay in one place
- Assess the workload and see who is available to take up more tasks
- Avoid manual errors with the automatic computation of total pay using the formula
- Rate the employees based on productivity to assess their performance
🔑 Ideal for: Team managers and HR professionals looking to manage employee payouts, performance, and leaves.
15. Payroll Schedule Template by Template.Net
Maintaining the payroll schedule will be simple with Template.Net’s Payroll Schedule Template.
The template provides an organized structure for laying out all the details of the payroll schedule so you never miss an important deadline, from preparing timesheets to rolling out payments.
🌟 Here’s why you’ll like it
- Add dates for the pay period, time sheet due date, and pay day to stay on schedule
- Include the date of preparation, prepared by, and company name to keep a comprehensive record
- Update the schedule as and when there are changes without chaos
- Maintain monthly records for each month
🔑 Ideal for: Freelancers, business owners, team managers, and HR professionals looking to organize payment schedules.
16. Simple Monthly Payroll Schedule Template by Template.Net
Organizing the payroll dates may seem complex, but the Simple Monthly Payroll Schedule Template provides a structured design for adding the necessary details.
The template’s easy-to-use format allows you to add crucial dates related to the payment cycle so you never miss an important date.
🌟 Here’s why you’ll like it
- Add the company name and contact details at the top
- List the pay period, pay date, payroll submission date, and payroll processing date for a structured payroll workflow
- Customize the dates and tags as per the workflow process to ensure comprehensive information
- Maintain accountability by adding who prepared the payroll schedule
🔑 Ideal for: Freelancers, business owners, team managers, and HR professionals who want to maintain payment schedules and workflow.
17. Quarterly Payroll Schedule Template by Template.Net
Keeping payroll schedule records is now easy with the Quarterly Payroll Schedule Template.
Its detailed and precise structure includes all the important dates in the payroll schedule. Additionally, the template’s easy-to-follow format ensures that your team and clients understand the timelines easily.
🌟 Here’s why you’ll like it
- Maintain quarterly records of payment schedules
- Add important notes for the payroll schedule to not let anything slip through the cracks
- Include timesheet deadline, payroll processing data, and payroll date to keep every task on track
- Mention the name and contact details of the company to ensure completeness
🔑 Ideal for: Freelancers, business owners, team managers, and HR professionals looking to organize quarterly payrolls effectively.
💡 Pro Tip: AI-powered tools like Brain make it simple to streamline payroll calendars and payments, among other HR processes. Brain ensures a smooth workflow and saves time and effort in performing repetitive tasks.
Here’s how it helps:
- Ask questions to get answers from your Docs, Tasks, and projects without manual searching
- Automate repetitive tasks to ensure efficiency and accuracy
- Maintain consistency in the payroll calendar with AI-powered suggestions
18. Hourly Payroll Schedule Template by Template.Net
Are you having trouble managing all your employees’ payment dates and amounts? The Hourly Payroll Schedule Template simplifies meeting payment deadlines and ensuring accurate payments.
The template features a well-structured layout. Therefore, you can include and organize all essential information about hourly employees for easy access.
🌟 Here’s why you’ll like it
- List department name, pay period, and payroll date to never forget the deadlines
- Maintain employee-wise records for simple tracking
- Include rates for hourly workers, total hours worked, and total pay for comprehensive records
- Customize the payment period as per the terms, be it quarterly, monthly, or biweekly pay periods
🔑 Ideal for: Freelancers, business owners, team managers, and HR teams looking to record employee working hours and payment rates for accurate payroll information.
19. Year-End Bonus Schedule Template by Template.Net
Every employee gets a different bonus based on specific conditions, and the Year End Bonus Schedule Template offers a simple layout to maintain the terms.
The template helps maintain transparency in the bonus rates, so there is no bias. It also helps set bonus criteria and guides allocation during different periods.
🌟 Here’s why you’ll like it
- List the dates, eligibility criteria, and bonus rate to maintain transparency
- Give a closure/disclaimer and add details about who to contact for dispute resolution
- Get the schedule reviewed and signed by HR managers to ensure accuracy
- Add company logo, company name, contact details, and social media to maintain a professional appeal
🔑 Ideal for: Business owners, team managers, and HR teams looking to manage bonus rates and schedules.
20. Excel Biweekly Payroll Calendar Template by QuickBooks
Do you follow biweekly pay periods? Then, maintaining the 26 pay periods of a calendar year is easy with the Excel Biweekly Payroll Calendar Template.
It helps minimize errors when tracking two paychecks per month, ensuring your biweekly pay schedule stays on track. The biweekly payroll calendar template also provides a structured way to keep all details about the biweekly pay schedule in one place.
🌟 Here’s why you’ll like it
- Add the biweekly payroll schedule start date, pay period end date, and pay date to maintain completeness
- Ensure accuracy in payroll dates with automated calculations
- List all 26 pay periods and customize the dates based on the company’s payment cycles
- Track the dates easily with an easy-to-follow format.
🔑 Ideal for: Business owners, team managers, and HR professionals looking to organize the biweekly payroll cycle.
21. Schedule Calendar Template by Microsoft
The Schedule Calendar Template simplifies organizing the team’s roster, schedule, and calendar. The structured and labeled format makes it easy to customize and align the template with the company’s schedule.
Moreover, the template lets you follow a comprehensive approach so that no relevant detail is missed.
🌟 Here’s why you’ll like it
- Customize the headings as per the payroll schedule and required details
- Design a schedule, roster, and calendar in different sheets to maintain simplicity
- Include customized formulas to update the information automatically
- Add visuals to enhance the appeal and maintain professionalism
🔑 Ideal for: Business owners, team managers, and HR professionals looking for a structured approach to schedule management.
22. Google Sheets Weekly Payroll Template with Overtime and PTO by Clockify
Do you need a reliable payroll schedule to efficiently manage payroll details, especially when handling overtime and PTO calculations? Try the Google Sheets Weekly Payroll Template with Overtime and PTO. It offers a comprehensive structure to manage different categories of payments.
The template helps to maintain accuracy in an easy-to-follow format for precise calculations.
🌟 Here’s why you’ll like it
- List the total hours worked every day in different categories, including regular hours, overtime hours, and PTO hours
- Add details about hourly rates for overtime and regular hours, along with earnings of regular + PTO and overtime
- Include all the relevant reductions to ensure accurate payments
- Automate the calculations with formulas to avoid errors
🔑 Ideal for: Business owners, team managers, and HR professionals looking to organize PTO and overtime payments.
23. PDF Payroll Calendar Template by Paycor
You must focus on every detail to ensure accurate calculation when handling the payroll.
The PDF Payroll Calendar Template helps you list the important payroll dates. This ensures that your employees are aware of when they will get paid. Plus, you can ensure that the payment is made before the deadline.
🌟 Here’s why you’ll like it
- Highlight the processing date, pay date, and bank holiday for each month
- Keep the payroll organized for the whole year to ensure a seamless workflow
- Share with your team to let them know the payment dates
- Ensure that all the paychecks are paid out on time without delays
🔑 Ideal for: Business owners, team managers, and HR professionals looking to list the payment dates for each month.
Streamline Payroll Processing with
Keeping track of each employee’s working hours and payments might seem complex, but it becomes effortless and accurate with the right payroll calendar templates.
, the everything app for work, makes it simple to manage payroll schedules and collaborate with the team regarding payroll conditions.
Whether you are a small business owner or work on a contractual basis, will help you track working hours, leaves, payment amounts, and payment schedules.
Stop juggling with missed payment deadlines and errors in payment totals. Sign up for free with today, keep an account of every penny, and pay employees on time! 🚀
Everything you need to stay organized and get work done.
