HR / Free editable template

Payroll process flowchart template

A payroll process flowchart helps a small business run the same pay cycle every month without last-minute surprises. This example lays the month on a timeline: timesheet cut-off, manager approval, starters and leavers, calculation, a second-person review, approval and payday, with the inputs to collect and the checks before you approve.

Use this template →See the example ↓

No account needed · Opens as your own editable page

Preview the payroll process flowchart

View full-size preview ↗
Payroll process flowchart example showing month-end timeline with seven steps, inputs to collect before cut-off, pre-approval checks and after-payday tasks
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Set your cut-off and payday

    Replace the example days with your own calendar. Work back from payday to allow time for the bank transfer, so changes after the cut-off wait for the next run instead of being squeezed in.

  2. List every input and its owner

    Name who sends timesheets, overtime, sickness, starters, leavers and expenses. Late or missing inputs cause most payroll corrections, so each needs a deadline as well as an owner.

  3. Keep a second check

    Have a different person review the variance report before approval. They should ask why totals or individual pay moved, not only whether the total looks reasonable.

Questions about this template

Can I use this for a weekly payroll?

Yes. Shorten the timeline so the cut-off, approval and payday fall in the same week, and keep the inputs and pre-approval checks as they are.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

More HR templates →