How to Build a Google Sheets Payroll Register Guide

1. Manual ways to build a payroll register template

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1.1 Set up a basic structure in Google Sheets

1. Go to https://docs.google.com/spreadsheets and create a new blank sheet (see Google’s guide: https://support.google.com/docs/answer/6000292).
2. Rename the sheet to "Payroll Register – 2025".
3. In row 1, create headers:
   • A: Employee ID
   • B: Employee Name
   • C: Department
   • D: Pay Period Start
   • E: Pay Period End
   • F: Regular Hours
   • G: Overtime Hours
   • H: Hourly Rate
   • I: Gross Pay
   • J: Taxes
   • K: Other Deductions
   • L: Net Pay
4. Freeze the header row via View → Freeze → 1 row so it stays visible as you scroll.
5. Format date columns (D, E) as Date and currency columns (H–L) as Currency.

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1.2 Add formulas for gross and net pay

1. In cell I2 (Gross Pay), enter: =F2*H2 + G2*H2*1.5
2. In J2 (Taxes), you can start with a rough placeholder, e.g.: =I2*0.22
3. In K2 (Other Deductions), manually enter benefits or leave blank.
4. In L2 (Net Pay), enter: =I2-J2-K2
5. Copy these formulas down for all employees.
6. Use Google’s functions reference if you’re new to formulas: https://support.google.com/docs/answer/3094285.

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1.3 Build the same register in Excel

1. Open Excel and create a new workbook (see Microsoft’s Excel basics: https://support.microsoft.com/en-us/office/excel-help-5fdb9201-2d3b-4ad3-afa3-2f7a5f21b65c).
2. Mirror the same header structure and formats as in Sheets.
3. Use identical formulas; Excel syntax is the same for basic arithmetic.
4. Save to OneDrive or SharePoint so finance or HR can collaborate.

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1.4 Track historical pay periods on separate tabs

1. Keep one tab per month or pay period (e.g., "Jan-PP1", "Jan-PP2").
2. After each run, duplicate the template tab, rename for the new period, clear hours but keep employee rows and formulas.
3. Maintain a "Summary" tab that uses SUMIFS to roll up totals by employee or department across tabs.

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1.5 Add data validation to reduce mistakes

1. In Sheets, select the Department column.
2. Go to Data → Data validation (help: https://support.google.com/docs/answer/139706).
3. Choose "List of items" and enter allowed departments.
4. Do the same in Excel via Data → Data Validation.
5. This prevents typos that later break your reporting.

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2. No-code automation around your payroll register

Manual entry works for 5 employees. It breaks at 50. No-code tools let you connect time-tracking, HR, and your Google Sheets/Excel register without writing code.

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2.1 Connect timesheets to Google Sheets

Use tools like Zapier or Make (formerly Integromat):

1. Trigger: "New approved timesheet" from your time-tracking app (e.g., Harvest, Toggl, Hubstaff).
2. Action: "Create or update row" in Google Sheets.
   • Map employee ID → column A
   • Regular hours → F
   • Overtime → G
   • Pay period start/end → D/E
3. Your payroll sheet updates as managers approve time, so by payday most data is ready.

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2.2 Use Google Forms for small teams

1. Create a Google Form where employees submit hours each week.
2. Link the form to a response sheet.
3. Use VLOOKUP or INDEX/MATCH in your payroll register to pull hours from the response sheet based on employee ID and pay period.
4. This is simple, cheap, and good for very small teams or contractors.

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2.3 Automate rounding, validation, and alerts

1. Add conditional formatting in Sheets to highlight oddities (e.g., overtime > 20 hours in red).
2. Use email add-ons or Apps Script triggers to send you alerts when:
   • Someone logs 0 hours.
   • Gross pay or deductions exceed thresholds.
3. In Excel, use Conditional Formatting and simple macros if your IT policy allows.

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2.4 Export clean reports for your accountant or payroll service

1. Create a "Payroll Export" tab that references only the fields your provider needs.
2. Use FILTER or QUERY in Sheets to pull just the current period’s rows.
3. Share view-only access with your accountant so they can pull data directly instead of emailing files back and forth.

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3. Scaling with AI agents (Simular) across desktop, browser, and cloud

At some point, stitching together apps with zaps still leaves a human in the middle: logging into portals, downloading CSVs, checking totals. This is where an AI computer agent like Simular Pro changes the game.

Simular Pro is built to do nearly anything a human can on a computer: click through web apps, work in desktop Excel, update Google Sheets, and follow long, branching instructions with production-grade reliability.

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3.1 Let an AI agent assemble each pay run

Workflow:

1. On payday, trigger Simular Pro via webhook from your task manager or scheduling tool.
2. The agent:
   • Logs into your time-tracking system in the browser.
   • Exports approved hours as CSV.
   • Opens your master payroll register in Google Sheets or Excel.
   • Pastes or imports the new data into the correct period tab.
   • Recalculates gross, taxes, net pay, and checks for anomalies using your existing formulas.
   • Exports a summary report for leadership and a clean CSV for your payroll provider.

Pros:

• Zero context switching for you; the agent drives the mouse and keyboard.
• Works across tools that don’t expose good APIs.
• Transparent execution: every step is logged and inspectable in Simular.

Cons:

• Requires a one-time setup of instructions and test runs.
• You still need a human approver for compliance.

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3.2 Automate cross-checks and audits

Workflow:

1. Schedule Simular Pro to run a weekly audit.
2. The agent:
   • Opens last month’s payroll tabs in Sheets/Excel.
   • Compares paid hours vs. scheduled hours from your scheduling tool.
   • Flags employees with sudden spikes in overtime or zero hours.
   • Writes an "Audit" tab summarizing issues.
   • Emails or Slacks the report to HR and finance.

Pros:

• Catch errors before regulators or employees do.
• Builds a documented audit trail without extra work.

Cons:

• Needs careful threshold definitions so you don’t get flooded with false positives.

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3.3 End-to-end payroll prep for agencies and distributed teams

For agencies with dozens of contractors, the agent can:

1. Pull project hours from your PM tool.
2. Map billable hours to internal payroll and external invoicing.
3. Update your payroll register plus a client billing sheet in one pass.

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The outcome: instead of burning half a day per pay period inside spreadsheets, you supervise a Simular AI agent that quietly orchestrates browser tabs, desktop Excel, and Google Sheets at scale.

For more on building Sheets templates, see Google’s help center: https://support.google.com/docs/; for Excel’s payroll-ready features, explore Microsoft support: https://support.microsoft.com/excel.