Whether you're a freelancer, small business owner, or independent contractor, there are situations where you need a professional paystub. Landlords ask for them during rental applications. Lenders require them for mortgage pre-approval. And if you're managing your own payroll, having a clear record of earnings, taxes, and deductions keeps your finances organized and audit-ready.
Creating a paystub doesn't have to be complicated. With the right information on hand, you can generate a complete paystub in just a few minutes — with federal and state taxes calculated automatically.
What Information You'll Need
Before you start, gather the following details. Having everything ready makes the process quick and painless:
- Company name and address — The legal business name and mailing address that will appear on the paystub.
- Employee name and address — The full name and current address of the person being paid.
- Last 4 of SSN — Used for identification on the pay stub. Only the last four digits are needed.
- Pay rate — Either an hourly wage or an annual salary amount.
- Pay frequency — How often the employee is paid: weekly, bi-weekly, semi-monthly, or monthly.
- Hours worked — For hourly employees, the number of regular and overtime hours in the pay period.
- Filing status — Single, married filing jointly, married filing separately, or head of household. This affects federal and state tax withholding.
- Deductions — Any pre-tax deductions like 401(k) contributions or health insurance premiums.
If you're creating a paystub as proof of income, make sure the details match your actual earnings. Accurate paystubs are essential for rental applications and loan approvals.
Step-by-Step Guide
Here's how to create a paystub using Paystub Studio's generator. The entire process takes about five minutes.
Step 1: Enter Company Information
Start by entering the employer's details. This includes the company name, street address, city, state, and ZIP code. This information appears at the top of the paystub and identifies who issued the payment.
If you're self-employed, use your business name or your own legal name.
Step 2: Enter Employee Details
Next, fill in the employee's full name, mailing address, and the last four digits of their Social Security number. These fields personalize the paystub and are typically required by landlords and lenders when reviewing income documentation.
Step 3: Set Pay Configuration
Choose whether the employee is paid hourly or receives a salary. Then select the pay frequency — weekly, bi-weekly, semi-monthly, or monthly. This determines how earnings and tax withholdings are calculated for each pay period.
You'll also set the filing status here, which directly impacts federal and state tax withholding amounts.
Step 4: Add Pay Period Details
Enter the specific dates for the pay period (start and end date) and the payment date. For hourly workers, enter the number of regular hours and any overtime hours. Overtime is automatically calculated at 1.5x the regular rate.
This is also where you can add deductions like 401(k) contributions or health insurance premiums, which reduce taxable income and affect your net pay.
Step 5: Preview Your Paystub
Once you've entered all the details, Paystub Studio generates a live preview of your paystub. Federal income tax, state income tax, Social Security, and Medicare are all calculated automatically based on current tax rates, your filing status, and your state.
Review the numbers carefully. The preview shows both current pay period amounts and year-to-date totals, so you can verify everything looks correct before finalizing.
Step 6: Download and Pay
When you're satisfied with the preview, proceed to download your paystub as a professional PDF. Check our pricing page for current rates. Each paystub is generated instantly and ready to use for rental applications, loan documentation, or your own records.
What's Included in the Paystub
Every paystub generated through Paystub Studio includes a complete breakdown of earnings and deductions. Here's what each section means:
| Paystub Component | What It Means |
|---|---|
| Gross Pay | Total earnings before any taxes or deductions are applied |
| Federal Income Tax | Withholding based on IRS tax brackets and your filing status |
| State Income Tax | Withholding based on your state's tax rates (if applicable) |
| Social Security (FICA) | 6.2% of gross pay up to the annual wage base limit |
| Medicare | 1.45% of gross pay, with additional 0.9% for high earners |
| Deductions | Pre-tax items like 401(k) contributions and health insurance |
| Net Pay | Your actual take-home pay after all taxes and deductions |
| YTD Totals | Running totals for earnings, taxes, and deductions for the calendar year |
Common Uses for Paystubs
People create paystubs for a variety of legitimate reasons. Here are the most common:
Proof of income for renting — Most landlords and property managers require recent paystubs to verify that applicants earn enough to cover rent. Typically, they want to see income of at least 2.5 to 3 times the monthly rent. Learn more about what counts as proof of income.
Loan and mortgage applications — Banks and lenders use paystubs to verify your income when you apply for a mortgage, auto loan, or personal loan. They usually ask for 30 to 60 days of recent pay stubs.
Personal record keeping — If you're self-employed or run a small business, generating paystubs helps you maintain organized financial records. This makes tax season significantly easier and gives you a clear picture of your income throughout the year.
Tax preparation — Paystubs serve as a reference when filing your taxes, especially if you haven't received your W-2 yet. They help you estimate your tax liability and verify that your W-2 is accurate when it arrives.
Ready to create your paystub? Get started with Paystub Studio — enter your details, and your taxes are calculated automatically.