A salaries register is the monthly document that turns “what each employee earns” into clean, auditable numbers your accounting books can absorb. It lists every employee, their gross pay, allowances, deductions, and net amount due — and becomes the source file for the bank transfer and the journal entry that records salary expense in your ledger. This template gives you that document in a structured format you can fill in Excel or Google Sheets, then carry into Qoyod as a single, accurate journal entry.
What this template covers
The template is a ready-to-use spreadsheet (Excel and Google Sheets compatible) with the columns most Saudi businesses need for a monthly salary run:
- Employee identification: name, employee ID, department, and position.
- Gross pay: basic salary, housing allowance, transportation allowance, and other recurring allowances.
- Variable amounts: overtime, bonuses, absence and lateness deductions.
- Statutory deductions: the employee share of General Organization for Social Insurance (GOSI) contributions.
- Other deductions: advances, loan repayments, or any agreed amounts owed to the company.
- Net pay: the final amount transferred to the employee, with IBAN for the Wage Protection System (WPS) file.
- Approval: a row for the finance manager’s sign-off before the bank transfer is released.
Why a structured salaries register matters
- Calculation accuracy: a single column for each component removes the most common errors in allowances, overtime, and absence deductions.
- Statutory compliance: isolating the GOSI line makes audits and inspections straightforward, and matches the format expected by the General Organization for Social Insurance.
- WPS-ready output: the IBAN and net-pay columns map directly to the file structure required by the Saudi Wage Protection System, reducing rework before upload.
- Clean books: a finalized register gives the accountant one reliable source for the salary journal entry, with totals that match what actually left the bank account.
How this template works with Qoyod
Qoyod is an accounting system. Salary calculation itself happens in this template (or in an HR tool); Qoyod records the result in your books. There are three honest ways the two fit together:
- Manual flow: finish the register in the template, then create a single journal entry in Qoyod for the period — debit salary expense (and allowance accounts if you split them), credit accrued salaries or bank, and credit GOSI payable for the employer and employee shares. Allocate the expense to the relevant cost centers if you track salaries by department or project.
- HR integration: if you already use Jisr for HR and salary processing, the integration pushes the finalized salary figures from Jisr into Qoyod as accounting entries — so the register becomes a verification reference rather than a manual data-entry step.
- WPS disbursement: for the bank transfer side, the Mudad integration handles WPS-compliant salary disbursement; Qoyod stays focused on the accounting record.
Who uses this template
- Business owners and finance managers: to review the total monthly salary cost and approve it before payment.
- HR coordinators: to consolidate attendance, allowances, and deductions into one approval-ready document.
- Accountants and bookkeepers: to produce the salary journal entry and reconcile GOSI and bank movements at month-end.
- Employees: to receive a clear breakdown of their pay components on the resulting payslip.
Frequently asked questions
Does Qoyod calculate salaries?
No. Qoyod is an accounting platform: it records the journal entry for salary expense, accrued salaries, and GOSI payable once you have finalized the figures. Salary calculation itself happens in this template, in a spreadsheet, or in an HR system. For automated salary processing, connect Jisr from the Qoyod marketplace.
Does the template calculate GOSI automatically?
The template has a dedicated GOSI column you fill based on the current contribution rates set by the General Organization for Social Insurance. Rates and ceilings change from time to time, so verify them on the GOSI portal before each period. The template does not pull the rates automatically.
Can I use this register to upload salaries to the bank under WPS?
The template captures the IBAN, net pay, and employee identifiers required by the Wage Protection System, so you can use it as the source for your WPS file. The exact upload format depends on your bank. For end-to-end WPS disbursement, the Mudad integration is the supported path.
How do I record the monthly salary run in Qoyod?
Once the register is final, create a journal entry in Qoyod for the period total: debit salary expense (split by department or cost center if needed), credit accrued salaries or the bank account used for transfer, and credit GOSI payable for both employer and employee shares. The register becomes the supporting document for that entry.
Is this template suitable for non-Saudi businesses?
The structure (gross pay, allowances, deductions, net pay, approval) is generic and works anywhere. The GOSI and WPS columns are specific to Saudi Arabia — outside KSA, replace them with the equivalent social security and salary-protection requirements in your country.
Download the template
Use the form on this page to download the salaries register template. Once your monthly register is complete, record the resulting journal entry in Qoyod to keep your books accurate and your reports trustworthy.
Start your free Qoyod trial and post your salary journal entries in minutes.