How to Make a Paystub: Step-by-Step Guide
Whether you're a small business owner creating paystubs for employees or self-employed and need proof of income, this guide walks you through everything—from what information you need to how taxes are calculated.
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What Information Goes on a Paystub?
Before you make a paystub, understand what it contains. A professional paystub has 6 key sections:
Employer Information
Self-employed? Use your legal name or DBA (doing business as) name.
Employee Information
For privacy, many paystubs only show the last 4 digits of SSN.
Pay Period Details
Consistency matters—use the same pay frequency throughout the year.
Earnings
Gross pay = all earnings before any taxes or deductions.
Deductions
Net pay = Gross pay minus all deductions.
YTD Totals
YTD helps verify annual income for loans and rentals.
How to Make a Paystub: 5-Step Process
Gather Your Information
Collect all the details you'll need before starting:
- Employer details: Business name, address, and EIN (if applicable)
- Employee details: Name, address, and filing status (single, married, etc.)
- Pay information: Hourly rate or salary, hours worked, pay period dates
Calculate Gross Pay
Your gross pay is your total earnings before any deductions:
For hourly employees:
Gross Pay = (Regular Hours × Hourly Rate) + (OT Hours × OT Rate)
For salaried employees:
Gross Pay = Annual Salary ÷ Pay Periods Per Year
Calculate Tax Deductions
Here are the mandatory deductions for 2026:
Social Security (OASDI)
6.2%
On first $168,600
Medicare
1.45%
On all wages
Federal Income Tax
10-37%
Based on income & filing status
State Income Tax
0-13.3%
Varies by state
Calculate Net Pay
Net pay is what's left after all deductions—the actual take-home amount:
Net Pay = Gross Pay − Federal Tax − State Tax − Social Security − Medicare − Other Deductions
Generate & Download
Use a paystub generator to create a professional PDF:
- Review all information for accuracy
- Verify tax calculations look correct
- Download as PDF for your records
Who Needs to Make Paystubs?
Small Business Owners
If you have employees, you're required to provide paystubs in most states. Even where not required, it's best practice for record-keeping and employee transparency.
Paystubs for Small Business →Self-Employed & Freelancers
Need proof of income for apartments, loans, or mortgages? Create paystubs from your documented earnings to show consistent income.
Paystubs for Self-Employed →Important: Only Create Accurate Paystubs
Creating paystubs with false information to commit fraud (inflated income for loans, fake employment for rentals) is illegal and can result in criminal charges. Paystubs should always accurately reflect your real, documented income.
Frequently Asked Questions
How do I make a paystub for myself?
To make a paystub for yourself (self-employed, freelancer, or contractor): 1) Use your business name or your own name as the employer, 2) Calculate your gross income from invoices or bank deposits, 3) Estimate your tax deductions (self-employment tax is 15.3%), 4) Use a paystub generator to create a professional document. The key is accuracy—your paystub should match your actual documented income.
What information do I need to make a paystub?
To make a paystub, you need: Employer name and address, employee name and address, pay period dates (start and end), gross earnings (salary or hourly rate × hours), and filing status for tax calculations. Optional but recommended: EIN, employee ID, and any additional deductions like 401(k) or health insurance.
How do I calculate taxes on a paystub?
Paystub taxes include: Federal income tax (based on W-4 and tax brackets), state income tax (varies by state, some have none), Social Security tax (6.2% up to $168,600 in 2026), and Medicare tax (1.45% on all income, plus 0.9% on income over $200,000). A paystub generator automatically calculates these based on your gross pay and filing status.
Can I make my own paystub legally?
Yes, creating your own paystub is legal if: 1) You're self-employed and documenting real income, 2) You're a small business owner creating paystubs for employees, or 3) You need income documentation based on actual earnings. What's NOT legal is creating fake paystubs with false income to commit fraud (loan applications, rental applications, etc.).
How often should I make paystubs?
For employees, paystubs are generated each pay period (weekly, bi-weekly, or monthly). For self-employed individuals creating paystubs for income verification, create them for each pay period you need to document. Landlords typically want 2-3 months of paystubs; lenders may want 3-6 months.
What's the difference between gross pay and net pay?
Gross pay is your total earnings before any deductions—your salary or hourly rate × hours worked plus any bonuses, overtime, or commissions. Net pay (take-home pay) is what's left after all deductions: federal tax, state tax, Social Security, Medicare, and any voluntary deductions like 401(k) or health insurance.
Ready to Make Your Paystub?
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