Custom payslip template

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Custom payslip template

The Custom Payslip Template lets you change how your employees' payslip PDFs look — your logo, colours, layout and which figures appear — or simply choose which optional sections and number format the standard KAMI payslip uses. You design the layout with Claude, paste the HTML it produces into KAMI, and every payslip PDF generated afterwards uses it.

Where: Payroll › Settings › Payslips & Accounting › Custom Payslip Template

You need: payroll settings access

Before You Start

Decide whether you need a custom layout at all. If you only want to hide the YTD summary, change decimal places or use a different number format, you can do that on the standard template without writing any HTML.

It applies to the whole company. There is one template for all employees and subsidiaries.

It applies to every PDF from now on, including old payslips. KAMI builds the PDF each time a payslip is downloaded or emailed, so a payslip from last year downloaded today uses today's template.

How to change sections and number format on the standard payslip

  1. Go to Payroll › Settings › Custom Payslip Template. The status bar reads "Using system default template".
  2. Under Current Template, use Append sections: to tick or untick Reference Activities, Outstanding Loans and YTD Summary. All three are on by default.
  3. Set Decimal places, from 0 to 5 (default 2).
  4. Set Number format: 1,234.56 (default), 1.234,56 or 1234.56.
  5. Select Download PDF Sample to check the result on sample data.
  6. Select Save Template.

How to create a custom layout with Claude

  1. Under Claude Prompt Starter, select Copy to copy the Starter Prompt. It lists every variable you can use and the rules KAMI needs: self-contained HTML, no JavaScript, A4 portrait, text at least 12px.
  2. Select ↗ Open Claude.ai, paste the prompt, and describe your payslip at the end: your logo URL, brand colours, a modern, classic or minimal layout, and any sections you want.
  3. Copy the HTML Claude produces.
  4. In the HTML Editor, on the Edit tab, paste it. KAMI checks every variable as you paste and shows, for example, "All variables valid — 42 detected" or "3 unknown variable(s) found".
  5. Fix any unknown variables. Use Variable Reference to search and click a variable to copy it. Variables are grouped as Static Fields, Wages & Earnings, Other Payments, Contributions and Extras / Deductions.
  6. Open the Preview tab to see the layout. Variables show as their names, not figures.
  7. Set Append sections:, Decimal places and Number format as above.
  8. Select Save Template. The status bar changes to "Custom template active".
  9. Select Download PDF Sample to see it with sample figures.

Save Template stays greyed out while there are unknown variables. Discard throws away unsaved changes.

How to go back to the KAMI payslip

  1. Select Reset to Default at the top of the page. It only appears while a custom template is active.
  2. Confirm. Payslips return to the KAMI default layout. Your section and number-format choices stay as they were.

What Happens Next

  • Every payslip PDF generated after you save uses the template: downloads, payroll exports and payslip emails.
  • Your template replaces any payslip layout KAMI previously set up for your company, and any per-employee payslip template.
  • Rows where every value is empty or zero are dropped, so a payslip only shows the lines that apply.
  • System-generated other payments, such as a QuickPay deduction, an expense or cash advance, or a custom policy, always appear. They go after the last other payment row in your template, or at the end if it has none. To choose the spot, put <!-- op-addition --> and <!-- op-deduction --> in your HTML.
  • Download PDF Sample uses the saved HTML with the section and number settings on screen. Save first to sample a new layout.

Tips

  • Test with a real payslip before payday. After saving, download one employee's payslip from a closed batch and check every figure is where you expect.
  • Use the variable names from Variable Reference, not ones you guess. Unknown variables block saving.
  • Keep a copy of your HTML. If someone resets the template, you can paste it back.
  • Tell Claude your logo URL and brand colour. It is the quickest way to a payslip that looks like yours.
  • Change the template between payroll runs, not while payslips are being emailed.

Troubleshooting / FAQ

Q: Save Template is greyed out. The editor has unknown variables. Fix or remove each one listed.

Q: Can I use a different payslip for one subsidiary? No. The template applies to the whole company.

Q: Will my old payslips change? Yes, when they are next downloaded or emailed. Payslip figures do not change, only how they look.

Q: The preview shows variable names instead of amounts. That is expected. Use Download PDF Sample to see sample figures.

Q: An expense reimbursement appears in an odd place. Add <!-- op-addition --> where additions should go, and <!-- op-deduction --> for deductions.

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