Free Mini Payroll for Small Businesses Kenya
Can I run this month's payroll for a small team?
Pay run
NSSF: Feb 2026 onwards (Year 4)
2 digits. Same-bank payments are marked IFT, others EFT.
Each payment gets this plus the employee number.
KES 50 per employee per month.
Only payments are rounded. Tax and contributions are not.
Turn off if your bank portal rejects headers.
Employees
1 of 25 rows · amounts per month in KES · scroll sideways for more columns
| Employee | No. | KRA PIN | Basic | Allowances | Benefits | Pension | Other deductions | Pay method | Gross | NSSF | SHIF | Housing levy | PAYE | Net pay | Row actions |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | ||||||||||
| |||||||||||||||
| Total (1) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | ||||
Statutory summary for October 2026
What to remit for this payroll. See when each payment is due.
- Employees
- 1
- Gross pay
- 0.00
- Net pay
- 0.00
- Total deductions
- 0.00
- Employer contributions
- 0.00
- Employer cost
- 0.00
KRA (iTax)
P10 returnNSSF
Feb 2026 onwards (Year 4)SHA
SHIF 2.75%, employee onlyExport
Payroll register
Every earning, deduction and employer contribution, with a total row. 1 employee.
Statutory summary
PAYE, NSSF, SHIF, housing levy and NITA totals. KES 0.00 to remit in all.
Bank transfer file
0 payments totalling KES 0.00. Columns differ by bank, so check them against your bank's template.
Left out of this file:
- E001: missing account number or bank code
M-PESA bulk payment file
0 payments totalling KES 0.00. Check the columns against your M-PESA portal template.
Import into Rollbee Payroll
Turn this sheet into a real payroll: download these 1 employee as the CSV the app accepts, then upload it once. Every month after that is calculated, approved and filed from the app, with payslips sent for you.
Payroll register
Payroll register · October 2026
1 employees · amounts in KES
| No. | Name | KRA PIN | Basic | Allowances | Benefits | Gross | NSSF | SHIF | AHL | Pension | PAYE | Other ded. | Net pay | Method |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| E001 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | Bank | ||
| Total | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |||
| PAYE | 0.00 |
|---|---|
| NSSF Tier I Employee | 0.00 |
| NSSF Tier II Employee | 0.00 |
| NSSF Tier I Employer | 0.00 |
| NSSF Tier II Employer | 0.00 |
| NSSF Total | 0.00 |
| SHIF | 0.00 |
| AHL Employee | 0.00 |
| AHL Employer | 0.00 |
| AHL Total | 0.00 |
| NITA | 0.00 |
| Total KRA (PAYE+AHL+NITA) | 0.00 |
| Employees | 1 |
| Gross Pay | 0.00 |
| Net Pay | 0.00 |
| Employer Cost | 0.00 |
Prepared by (name, signature, date)
Approved by (name, signature, date)
Calculated with Rollbee mini payroll using 2026 rates. Estimates only; check before filing.
How it's worked out
- Gross pay for each employee is basic salary plus house, transport and other taxable allowances, overtime and bonus.
- Statutory deductions come off gross pay: NSSF (6% up to the upper earnings limit for the pay month), SHIF (2.75%, at least KES 300) and housing levy (1.5%).
- Taxable pay is gross pay plus non-cash benefits, less NSSF, SHIF, housing levy and allowable pension, post-retirement medical fund and mortgage interest.
- PAYE is worked out on the monthly bands, less personal relief of KES 2,400 and any insurance relief. Second jobs are taxed at 35% with no relief.
- Net pay is gross pay plus non-taxable allowances, less NSSF, SHIF, housing levy, PAYE, pension and after-tax deductions (HELB, SACCO, loans).
- Employer cost adds employer NSSF (matching the employee), employer housing levy (1.5%) and NITA (KES 50 per employee).
- Remittances: PAYE, both halves of the housing levy and NITA go to KRA; employee and employer NSSF go to NSSF; SHIF goes to SHA.
Worked example: September 2026
| Employee | Gross | PAYE | Net pay | Employer cost |
|---|---|---|---|---|
| Basic 25,000 + house 5,000 | 30,000.00 | 731.25 | 26,193.75 | 32,300.00 |
| Basic 80,000, HELB 3,000 | 80,000.00 | 13,923.35 | 54,876.65 | 86,050.00 |
| Basic 150,000 + transport 20,000, pension 10,000 | 170,000.00 | 36,271.85 | 110,023.15 | 179,080.00 |
| Total | 280,000.00 | 50,926.45 | 191,093.55 | 297,430.00 |
For this payroll the employer remits KES 59,476.45 to KRA, KES 26,160.00 to NSSF and KES 7,700.00 to SHA.
Questions people ask
Is this a full payroll system?
No. It is a free monthly calculator for up to 25 staff. It produces a payroll register, bank and M-PESA payment files and statutory totals. You still file on iTax and the NSSF and SHA portals. Full payroll software is coming soon.
What do I pay to KRA, NSSF and SHA?
KRA collects PAYE, the housing levy (1.5% from the employee plus 1.5% from the employer) and NITA (KES 50 per employee). NSSF gets Tier I and Tier II from both employee and employer. SHA gets SHIF at 2.75% of gross pay, paid by the employee only.
Will the bank and M-PESA files upload directly?
They carry the fields banks and the M-PESA bulk portal need: name, account or phone number, amount and reference. Templates differ by bank, so check the column order against your bank's template before uploading.
Is my employees' data stored by Rollbee?
No. Everything is calculated in your browser. The draft is saved in this browser only so you can return to it, and nothing is sent to Rollbee. Clear all removes it.
What does the CSV import need?
A header row with at least employee_no, first_name, last_name and basic_salary. Download the sample CSV for every supported column. Amounts can be written as 50000, 50,000 (in quotes) or KES 50,000, and rows with problems are listed by line number so you can fix them in the table.
Sources
Rates last checked 13 Sep 2026. Estimates only, not tax or legal advice.