| Earnings | Hours | Rate | Current | Year to date |
|---|---|---|---|---|
| Regular | 80.00 | 44.00 | 3,520.00 | 17,600.00 |
| Overtime | 6.00 | 66.00 | 396.00 | 594.00 |
| Bonus | 250.00 | 250.00 | ||
| Gross pay | 4,166.00 | 18,444.00 |
| Deductions | Current | Year to date | ||
|---|---|---|---|---|
| Federal income tax | 452.30 | 2,046.70 | ||
| Social Security | 258.29 | 1,143.53 | ||
| Medicare | 60.41 | 267.44 | ||
| Oregon income tax | 288.10 | 1,293.70 | ||
| 401(k) | 208.30 | 922.20 | ||
| Medical | 112.50 | 562.50 | ||
| Total deductions | 1,379.90 | 6,236.07 |
Pay stub to Excel
Turn PDF, scanned or photographed pay stubs into a spreadsheet. Every earning and deduction comes out as its own row, with the current and year-to-date amounts. Gross minus deductions is checked against net pay.
- You get
- A CSV that opens in Excel or Google Sheets
- Many stubs
- One CSV, with the file each row came from
- Developers
- Every field as JSON through the API
What one pay stub turns into
The sample stub above, as LedgerBox reads it. The deduction rows are added up and taken off gross pay. The answer has to match the net pay printed on the stub, to the cent.
| record_type | description | hours | rate | amount | ytd_amount |
|---|---|---|---|---|---|
| earning | Regular | 80.00 | 44.00 | 3520.00 | 17600.00 |
| earning | Overtime | 6.00 | 66.00 | 396.00 | 594.00 |
| earning | Bonus | 250.00 | 250.00 | ||
| deduction | Federal income tax | 452.30 | 2046.70 | ||
| deduction | Social Security | 258.29 | 1143.53 | ||
| deduction | Medicare | 60.41 | 267.44 | ||
| deduction | Oregon income tax | 288.10 | 1293.70 | ||
| deduction | 401(k) | 208.30 | 922.20 | ||
| deduction | Medical | 112.50 | 562.50 |
How to convert a pay stub to Excel
It works the same for a stub from a payroll service, an in-house template or a phone photo of a printed stub.
Upload
Drop the PDF from your payroll portal, a scan or a photo. Upload up to 20 stubs at once.
Check
LedgerBox reads the employer, the employee, the pay period and every earning and deduction line. It adds up the deductions and checks them against net pay. A stub that does not add up is flagged.
Download
Download the CSV and open it in Excel or Google Sheets. Pick several stubs to get them in one file.
Pay stubs for income verification
Lenders, underwriters and landlords get a stack of stubs from each applicant. LedgerBox turns the stack into one spreadsheet you can sort and total.
| source_document | record_type | description | amount | ytd_amount |
|---|---|---|---|---|
| stub-2026-02-06.pdf | earning | Regular | 3520.00 | 10560.00 |
| stub-2026-02-06.pdf | deduction | Federal income tax | 398.60 | 1195.80 |
| stub-2026-02-20.pdf | earning | Regular | 3520.00 | 14080.00 |
| stub-2026-02-20.pdf | deduction | Federal income tax | 398.60 | 1594.40 |
| stub-2026-03-06.pdf | earning | Regular | 3520.00 | 17600.00 |
| stub-2026-03-06.pdf | earning | Overtime | 396.00 | 594.00 |
| stub-2026-03-06.pdf | deduction | Federal income tax | 452.30 | 2046.70 |
A deduction line may be missing from the rows. Check the stub before you export.
How you know the net pay is right
Pay stub data extraction, field by field
Any payroll layout reads the same way, because LedgerBox looks for the fields, not for a template. Scans and phone photos go through OCR first.
From the top of the stub
- Employer
- employer_name
- Employee
- employee_name
- Pay period start and end
- pay_period_start, _end
- Pay date
- pay_date
- Gross pay
- gross_pay
- Total deductions
- total_deductions
- Net pay
- net_pay
- Currency
- currency
From every earning and deduction line
- Earning or deduction
- record_type
- Line name, as printed
- description
- Hours and rate, on earnings
- hours, rate
- This period
- amount
- Year to date
- ytd_amount
There is no field for a Social Security number, so LedgerBox does not pull one from a pay stub.
Who converts pay stubs with LedgerBox
Lenders and underwriters
Put every stub from an applicant in one spreadsheet, with year-to-date pay next to each period.
LedgerBox for lendersLandlords and property managers
Check a rental applicant's pay across several stubs without typing it out.
Start with 10 free pagesBookkeepers and payroll reviewers
Compare what employees were paid with what was recorded in the books.
LedgerBox for firmsEmployees
Keep your own pay history in a spreadsheet for a budget, a loan application or tax time.
Convert your W-2 tooWhen you do not need a converter
Your payroll portal
Many payroll services let employees download their pay history as a report. If yours does and you only need your own stubs, start there.
Your W-2
For a full year's totals, the W-2 already adds them up. LedgerBox reads W-2s as well.
W-2 to ExcelWhen a converter helps
Stubs from several employers, scans and photos, an applicant's whole stack, or any time you need every line and not only the totals.
Is it safe to upload pay stubs?
Pay stub converter pricing
10 pagesfree, no card
- Share LedgerBox with a colleague200 free pages
- Starter, 60 pages a month$25 a month
- Pro, from 640 pages a monthfrom $135 a month
Pay stub converter questions
How do I convert a pay stub to Excel?
Upload the pay stub, check the rows LedgerBox finds, and download the CSV. It opens in Excel or Google Sheets with one row for each earning and deduction.
Can I convert a pay stub PDF to CSV?
Yes. CSV is the file you download. Each row has the line type, the name printed on the stub, the hours and rate for earnings, the amount for the period and the year-to-date amount.
Which fields does LedgerBox read from a pay stub?
The employer, the employee, the pay period start and end, the pay date, gross pay, total deductions, net pay and the currency. Then every earning and deduction line.
Does it read year-to-date amounts?
Yes. Each earning and deduction row carries its year-to-date amount in its own column, next to the amount for the period.
Does it work with scanned or photographed pay stubs?
Yes. Scans and JPG, PNG and HEIC photos are read with OCR. A line that is hard to read is flagged for you to check.
Does it work with any payroll provider?
Yes. LedgerBox reads the fields on the stub instead of matching a template, so a payroll service's stub and an in-house one convert the same way.
Can I put many pay stubs in one spreadsheet?
Yes. Upload up to 20 files at a time, then export the stubs you pick as one CSV. Each row names the file it came from.
Can I use it to verify income?
It gives you the numbers from every stub in one place and checks that each stub adds up. Deciding whether the income is enough, or whether a stub is genuine, stays with you.
Does LedgerBox check if a pay stub is fake?
No. It checks that gross pay minus deductions equals net pay. A stub that does not add up is flagged, but a stub that adds up can still be fake.
Is my payroll data safe?
Files are encrypted in transit and at rest, and our security is audited by a third party. LedgerBox has no field for a Social Security number, and you can delete a file at any time.