A person sitting at a table with a cell phone.
Payroll

2025 payroll calendar template for weekly, biweekly, bimonthly, and monthly pay periods

Payroll calendar templates are predesigned forms, spreadsheets, or PDFs that allow business owners to track important dates and deadlines, ensuring employee pay is accurate and on time. Payroll calendars can work with other payroll tools, such as time tracking, to provide a convenient and efficient way to organize and manage pay periods.

By using a payroll calendar template, businesses can avoid errors and miscalculations that may occur when managing pay periods manually.

Use the links below to jump to the section that best covers your query, or read end to end for an in-depth overview on the topic.


How many pay periods in 2025?

The number of pay periods in 2025 depends on how often you run payroll. Here’s a quick look at the different pay schedules and how many paydays each one has:

  • Weekly: 52 pay periods
  • Biweekly: 26 pay periods
  • Bimonthly: 24 pay periods
  • Monthly: 12 pay periods

Each pay frequency has its benefits, and the right one for your business depends on factors like cash flow, payroll processing, and employee preference.

2025 Weekly payroll calendar template

A weekly payroll calendar template lays out the weekly payroll schedule, which includes 52 weekly pay dates. The pay date is the same day every week—usually Friday.

The weekly payroll calendar template assumes your pay period end date and pay date are the same. It accounts for weekends and holidays as well. For example, if your pay date falls on a weekend or holiday, the pay date is shifted to the earliest business day.

2025 weekly payroll calendar

2025 weekly payroll calendar templates:


2025 Biweekly payroll calendar template

The biweekly payroll calendar template is for businesses with biweekly payroll periods, which include 26 pay periods a year. Biweekly payroll is similar to weekly payroll, except it runs every other week. For example, the pay date will be the same each period, usually Friday, and happens once every 14 days.

This template assumes your pay date is the same as the last day of your pay period. However, if the pay date falls on a weekend or holiday, it’s adjusted to the nearest business day.

2025 bi-weekly payroll calendar

2025 biweekly payroll calendar templates: 




A person sitting in front of a laptop computer.

Payroll made easy

Simplify your payroll processes and taxes with QuickBooks - effortlessly complete forms and quickly run payroll with auto payroll and direct deposit.

2025 Bimonthly payroll calendar template

Bimonthly is different from biweekly, where there are 24 pay periods—versus 26 for biweekly. Bimonthly, or semimonthly, payroll happens twice a month, such as on the 15th and last day of the month. Note there can be other variations, such as the 10th and 25th of the month.

Unlike weekly and biweekly payroll, bimonthly is not on a set day of the week, such as Friday. Instead. Bimonthly payroll may fall on a different weekday each period. Bimonthly payroll is a popular choice for businesses, as it balances pay frequency and administration work.

Like the weekly and biweekly templates, the payroll template for bimonthly accounts for holidays and weekends. Thus, if a pay date falls on either of those, the pay date is moved up to the soonest business day.

2025 bi-monthly payroll calendar

2025 bimonthly payroll calendar templates


2025 Monthly payroll calendar template

A monthly payroll calendar template works for businesses paying employees monthly—which is 12 pay periods a year. The payroll calendar template accounts for 12 payroll periods, with the pay date occurring on the first of every month. However, like bimonthly, the day of the week that is the pay date can vary.

The payroll template for monthly payroll is adjusted so that the pay date—if it falls on a weekend or holiday—will instead be the soonest business day. Monthly payroll has the least administrative work, so some businesses will opt for it to keep payroll costs low.

2025 monthly payroll calendar

2025 monthly payroll calendar templates


How to keep your payroll organized in 2025

Keeping accurate payroll records is essential for you and your employees. Employees need payroll records to file taxes or apply for a mortgage or car loan, while employers need them to comply with state and government regulations. Plus, it helps to have accurate payroll information for things like hiring and managing cash flow.


Here are some best practices to ensure your payroll records are always up-to-date and accurate: 


  • Know your payroll budget: The first step to staying organized is to take preventive measures so you don't fall behind. Before finalizing an employee’s pay, know your budget and what you can afford.
  • Know the tax deadlines: Missing tax dates isn’t an error you want to experience. Set calendar reminders to make sure you file your payroll taxes on time, every time.
  • Know what records to keep: Various state and federal laws require employers to keep payroll records for extended periods.
  • Know the regulations: Payroll can be confusing, but even accidental errors can result in painful fines. 
  • Update records regularly: Whether using a payroll spreadsheet or any other tool, update your records on a schedule. The more often you check-in, the more organized your payroll can be.


Managing and organizing payroll is a challenging task for any small business owner. But with the right tools, you may find keeping accurate payroll records is as simple as it is rewarding.


Next steps for streamlining your payroll process in 2025

Payroll calendar templates are a valuable resource for business owners and payroll departments. They provide structure and organization in managing pay periods, whether you’re seasoned or just figuring out how to set up payroll.

And while a template can help you with organization, they can’t actually run payroll. Payroll solutions like QuickBooks Payroll can help you stay ahead of payroll tax deadlines, run payroll reports, and pay employees through direct deposit.

Disclaimer

Money movement services are provided by Intuit Canada Payments Inc.

This content is for information purposes only and should not be considered legal, accounting or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by region, province, state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Intuit does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Intuit does not warrant that the material contained herein will continue to be accurate nor that it is completely free of errors when published. Readers should verify statements before relying on them.

We provide third-party links as a convenience and for informational purposes only. Intuit does not endorse or approve these products and services, or the opinions of these corporations or organizations or individuals. Intuit accepts no responsibility for the accuracy, legality, or content on these sites.

QuickBooks Canada Team
QuickBooks Canada Team
The team at QuickBooks Canada is here to give you the best tips for starting, running, or growing your small business. From self-employed to small business owners, look to QuickBooks for insights into the latest trends, helpful advice, and more.

Your privacy

We collect data when you use our website to improve its performance. Doing so also helps us provide a secure, personalized experience. Select 'Accept cookies' to agree or 'Cookies settings' to choose which cookies we use. You can change your preferences anytime by clicking the 'Manage cookies' link in the footer.

Choose your cookie preferences

Some cookies are needed to make our website work and can't be turned off. But we need your consent to use others that are not essential. You can make your choices below and update them at any time using the 'Manage Cookies' link. To find out more, visit our Cookies Policy.

These cookies are necessary for the site to function. They also help us keep your data safe.
These cookies allow us to enhance your experience and remember your preferences, region or country, language, and accessibility options.
These cookies tell us how customers use our website. We study and organize this data to help us optimise our content and provide you with personalised experiences.
These cookies help us provide you with relevant communications and ads in our products and on other sites.

Looking for something else?

Get QuickBooks

Smart features made for your business. We've got you covered.

Firm of the Future

Expert advice and resources for today’s accounting professionals.

QuickBooks Support

Get help with QuickBooks. Find articles, video tutorials, and more.