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Generate a payslip or a monthly batch

Single payslip or group run: Bill Alps computes contributions, withholding tax and produces the PDFs.

Payroll11 min read
Table of contents+

Once employees are set up, the monthly payroll run takes less than a minute. Bill Alps computes social contributions (AHV/AVS, AC, BVG/LPP, NBU, daily sickness), withholding tax and family allowances automatically.

Option A: single payslip

  1. Open the Payslips menu.
  2. Click New payslip.
  3. Choose the employee (Select employee), the Month and the Year.
  4. Check the Canton, which is the withholding tax canton: Bill Alps suggests the canton of residence for a Swiss resident, otherwise the work canton.
  5. For an employee paid by the hour, enter the Hours worked. Below the field, Bill Alps shows what it will do with the month's public holidays according to the mode chosen on the employee record: paid days, a percentage or nothing.
  6. If needed, add Variable items (see below).
  7. Click Create payslip. It opens with its detail and the Draft status.

Option B: batch creation

When all employees have a stable salary, the batch is fastest:

  1. From the payslip list, click Batch create.
  2. Tick the employees under Select employees, or use Select all.
  3. Choose the Start period and the End period: the same month for a monthly batch. Over several months, Bill Alps creates one payslip per employee per month.
  4. Choose the Canton (the company's seat is suggested).
  5. Click Create payslips. All the payslips are created as Draft.
  6. Open the ones to adjust with Edit, then validate or send each payslip: there is no batch validation or batch sending.

Some payslips may not be created. The final message counts them, with the reason:

  • your plan's monthly quota has been reached;
  • a payslip already exists for this employee and this month;
  • the month is outside the employment period;
  • the employee is paid by the hour: create their payslip individually to enter their hours.

Variable items and overridden amounts

The creation window and the Edit payslip window share the same table.

  • Add item creates a line: Type (Overtime, Bonus, Commission, Custom, Deduction or Absence), Label and Amount.
  • The Charges and IS switches show whether the line goes into the base for social charges and withholding tax. They are on by default: turn them off according to the nature of the amount. For an Absence, the reason you pick sets them.
  • A Deduction is taken off the net, without affecting the gross or the contributions.
  • The fixed lines of the employee record are already there. Declared absences appear under Automatically proposed: check them, edit them or click Remove proposals. See Record an absence.
  • Override computed amounts replaces an automatic amount: AVS/AI/APG, AC (unemployment), LPP, AANP, IJM, Withholding tax or Family allowances. The line then carries the overridden badge.
  • Earning period (back pay) ties an amount to the period it pays for. On a payslip for a month after the end date, every income line must state it: Bill Alps adds no salary, no 13th salary and no family allowances there.

Pre-send check

  • The Total gross matches the expected amount.
  • The Deductions (employee share) are consistent with the previous months.
  • Withholding tax is applied only to employees who are subject to it: the tariff, rate and amount are displayed, otherwise the reason it does not apply.
  • The Net salary matches the amount you are going to transfer.

The Employer cost (informational) block is always displayed on screen as soon as it contains a line. On the PDF, it depends on the Show employer contributions on PDFs setting: see Set up payroll.

Statuses and validation

  • Draft: the state of every new payslip. It recalculates on its own when the employee record or the payroll settings change, if it covers the current month or a future month. The employee does not see it in their portal and it does not count for the salary certificate.
  • Validated: the payslip is frozen, with no more automatic recalculation. It appears in the employee portal and counts for the salary certificate.

You move from one status to another from the payslip itself:

  • More actionsValidate freezes the payslip without sending it. Send validates it as well.
  • More actionsUnvalidate puts it back into draft. The Reason is required and an email already sent stays on record.
  • More actionsEdit also puts a validated payslip back into draft and clears its sent mark: you will have to send it again.

The list filters (employee, year, month, status) help you find the payslips to process. Sending is not a separate status: a sent payslip is a validated payslip, and the Resend button shows that it has already gone out. The Declared status offered by the filter is not assigned to any payslip for the moment. Every validation, unvalidation and modification is recorded with its date, its reason and the values that changed in the Modification history, at the bottom of the payslip.

Edit, duplicate or delete

  • Edit opens the same window as at creation. Finish with Save changes.
  • Duplicate creates a copy for the Month and Year of your choice, with the following month suggested. The copy is a draft recalculated for its month, with the same variable items.
  • Delete erases the payslip, its lines, its PDF and its history, even if it is validated or sent. In the list, tick several rows to bring up Delete selected.

Correcting a month already paid out

Editing a payslip for a past month that has already been issued (validated, sent or reconciled with a payment) opens the Retroactive correction window when you save. It offers to carry the difference in net pay over to the following month.

  1. Check the Changes made.
  2. If the net changes, leave Correction on next payslip ticked to add the line, whose amount is displayed.
  3. Enter the Reason for modification, which is required.
  4. Click Confirm and save.

Payslip language

Each employee can receive their payslip in their own language. The choice is made on the employee record, Payment and delivery cardMore optionsPayslip language: French, German, English or Italian. With Default (account language), the payslip follows the language of the account of the company owner.

  • Line labels (base salary, AHV/AVS, withholding tax, absences…) are translated.
  • The PDF and the sending email use the same language.
  • The payslip shown in the app, in the employee portal and through the public API stays identical to the PDF.

Distribution

From each payslip you can:

  • Download PDF for internal filing. The PDF of a draft does not mention that it is a draft.
  • Send the payslip to the employee by email, with the PDF attached. A draft then becomes Validated and the button changes to Resend. Without an email address on the employee record, sending is refused.

From the payslip list:

  • Download all appears when a month is filtered; filter the year as well. The button produces a single PDF (payslips-2026-03.pdf, for example) with all the payslips of the month, drafts included, whatever the other filters. There is no ZIP archive on your side: only the employee has one, in their portal.
  • ExportExport CSV or Export JSON: the payslips displayed, according to the filters, with their amounts, status and variable items.

If Auto-send is enabled on the employee record, Bill Alps sends the payslip for the current month every month, on the Send day. If it does not exist, Bill Alps creates it first, with the canton of the company's seat and without fixed lines or variable items; for an employee paid by the hour, it waits for the payslip to exist. No alert appears if this fails, for example when the quota is reached: check the list on that day.

Paying salaries

Bill Alps does not generate a payment file: make the transfers from your e-banking, using the Net salary and the IBAN printed on the payslip. Once the transfer is found in your statement and reconciled, the Paid on badge appears on the payslip.

At year-end, validated payslips feed the annual summary and the XML export: see Prepare the salary certificate.