Payroll Invoice Template
Create professional payroll invoices for payroll processing and administration with clear pay period references. This payroll invoice template supports per-pay-run processing, optional per-employee charges, direct deposit fees, tax filing and compliance, reporting, and HR support—ideal for payroll providers billing businesses with clear documentation. Download instantly in PDF, Word, or Excel format.
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What to Include on a Payroll Invoice
Payroll invoices should clearly identify the pay period and what payroll services were delivered.
Client and period details- Pay period
- Client company (optional)
- Employee count (optional)
- Service level (optional)
- Payroll processing (per pay run)
- Per-employee payroll charges
- Direct deposit processing
- Tax filing and compliance
- Payroll reporting
- HR/onboarding support
- Subtotal, tax (if applicable), total due
- Payment terms and instructions
Payroll Billing Models: Per Pay Run and Per Employee
Payroll providers often bill with a base fee plus variable charges.
1) Per pay run
A flat processing fee for each payroll run (weekly, biweekly, monthly).
2) Per employee
A small fee per employee on payroll for the period.
3) Add-on services
Direct deposit, tax filing, compliance, and reporting.
Including “Pay period” and “Employee count” fields makes the invoice easy to audit and approve.
Tax Filing, Compliance, and Reporting Charges
Payroll services often include compliance-related deliverables.
Common add-ons- Tax filing and remittances (service fees)
- Compliance monitoring
- Payroll reports and summaries
Separating Service Fees from Wages and Taxes
Clients sometimes confuse payroll invoices with payroll amounts.
Best practices- Label invoices clearly as “payroll service fees”
- Clarify that wages and payroll taxes are not included unless specified
- Itemize per-pay-run and per-employee charges separately