How to Use ClickUp Payroll Templates Step-by-Step

ClickUp makes it easy to create a simple, organized payroll workflow so you can track hours, pay periods, and employee details without jumping between tools.

This how-to walkthrough is based on the payroll templates highlighted in the official ClickUp payroll templates guide. Follow the steps below to set up a repeatable system that works for any team size.

1. Understand the ClickUp Payroll Workflow

Before you start building, it helps to understand what an effective payroll process looks like inside ClickUp.

A basic payroll workflow includes:

• Collecting time data and attendance
• Tracking pay periods and deadlines
• Organizing employee and contractor information
• Calculating gross pay, deductions, and net pay
• Reviewing and approving payroll before payout

The payroll templates showcased in ClickUp are designed to standardize these steps so nothing is missed during each cycle.

2. Choose the Right ClickUp Payroll Template

The source article outlines multiple payroll-related templates that cover different use cases, from high-level payroll management to detailed timesheets.

Common template types include:

• Payroll tracker templates for recording each pay period, pay dates, and status
• Timesheet templates for logging regular and overtime hours
• HR and employee information templates for storing key details in one place
• Finance and budgeting templates to connect payroll to your overall budget

Select the template that best fits your current needs. You can always combine multiple ClickUp templates into one workspace later.

3. Add a ClickUp Payroll Template to Your Workspace

Once you have decided on the template type, bring it into your workspace.

Steps to Add a ClickUp Template

1. Open your ClickUp Workspace and navigate to the Space or Folder where you want payroll to live.
2. Create a new List or Folder, or open an existing one for HR or Finance.
3. Use the option to browse templates from the ClickUp library.
4. Search for a payroll, timesheet, or HR template that matches the one described in the official guide.
5. Preview the template structure (statuses, views, and custom fields).
6. Click Use Template and confirm the import into your chosen location.

After import, your new payroll List or Folder will include ready-made tasks, fields, and views tailored for payroll management.

4. Configure Custom Fields for Payroll in ClickUp

Custom fields are the core of a payroll system in ClickUp because they hold all the important pay and employee data.

Essential Payroll Custom Fields

Based on the template examples, consider adding or reviewing fields for:

• Employee name and role
• Employment type (full-time, part-time, contractor)
• Pay rate (hourly or salary)
• Pay period start and end dates
• Regular hours, overtime hours, and total hours
• Gross pay, deductions, and net pay
• Payment method and payment date

Customize labels and field types (number, dropdown, date, etc.) so they match your company’s terminology. This step ensures consistency for every payroll cycle inside ClickUp.

5. Create a Repeatable Payroll Cycle in ClickUp

Next, turn your template into a repeatable workflow that matches each pay period.

Set Up Recurring Tasks for Payroll

1. Create a main payroll task for each pay cycle (for example, “Biweekly Payroll – March 1–15”).
2. Assign it to the payroll owner or HR manager.
3. Set start and due dates that match the pay period and payout date.
4. Make the task recurring for each future cycle (weekly, biweekly, or monthly).

Inside each main payroll task, you can add subtasks for:

• Collecting timesheets from employees
• Reviewing hours and resolving discrepancies
• Calculating pay and deductions
• Submitting data to your payroll provider or bank
• Final review and approvals

This structure makes it easy to see which step payroll is currently on, all within ClickUp.

6. Track Time and Hours with ClickUp Views

The payroll templates highlighted by ClickUp use views to simplify tracking and reviewing data.

Use List and Table Views

List or Table views let you see every employee or pay item in rows, with custom fields in columns. Filter and sort by:

• Pay period
• Payroll status
• Team or department
• Employee name

This makes it easy to review hours and pay values before running payroll.

Use Calendar and Timeline Views

Calendar and Timeline views help you:

• Visualize pay periods across weeks or months
• See upcoming payroll deadlines at a glance
• Spot overlapping pay cycles or special pay runs

Based on the templates described in the official guide, these views are especially helpful when you manage multiple teams or complex pay schedules in ClickUp.

7. Collaborate on Payroll Tasks in ClickUp

Payroll involves HR, finance, and leadership. Centralizing conversations in ClickUp keeps everyone aligned and reduces email back-and-forth.

Best Practices for Collaboration

• Comments: Use task comments to ask for clarification on hours or pay rates.
• Mentions: Tag team members for approvals or to provide missing details.
• Attachments: Upload pay reports, bank confirmations, and export files directly to payroll tasks.
• Checklists: Add checklists to track small but important steps, like verifying new hires or updated tax forms.

With these features in place, ClickUp becomes a single source of truth for payroll-related communication.

8. Monitor Payroll Status and Reporting in ClickUp

Once your payroll template is active, use statuses and dashboards to track progress.

Use Statuses to Track Each Payroll Run

Typical statuses from the ClickUp payroll templates include:

• Not Started
• In Progress
• Under Review
• Approved
• Paid

Update the status as you move through each step so everyone knows where payroll stands.

Set Up Simple Payroll Dashboards

You can create dashboards that show:

• Upcoming payroll due dates
• Overdue payroll tasks
• Number of employees in each pay run
• High-level cost summaries per cycle (using custom field calculations)

This makes it easier to spot bottlenecks and keep leadership informed, all from inside ClickUp.

9. Improve and Standardize Your Payroll Process

After a few cycles, refine your ClickUp payroll setup using real feedback from your team.

• Adjust custom fields if you discover missing data points.
• Improve task descriptions and subtasks so every step is crystal clear.
• Update automation rules to reduce manual work where possible.
• Create saved filters and views for HR, finance, and executives.

For broader process optimization and workspace structure advice, you can also consult external experts such as Consultevo, which focuses on workflow and system design.

10. Next Steps with ClickUp Payroll Templates

Using the payroll templates and examples from ClickUp, you can build a streamlined system that keeps pay cycles accurate, transparent, and on time.

To continue improving your setup:

• Explore more HR and finance templates from the ClickUp library.
• Expand your payroll List into an integrated HR workspace.
• Document your full payroll SOP directly inside your payroll Folder or Space.

With a well-configured template, ClickUp becomes a reliable hub for managing payroll tasks, collaborating with stakeholders, and keeping every pay period running smoothly.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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