AI-Pay Stub, Payslip Parser for Zapier

PDF4me AI-Pay Stub, Payslip Parser in Zapier uses AI-powered machine learning to extract structured data from pay stubs and payslips. Process pay stub PDFs or images from your Zap triggers and actions—such as email attachments, cloud storage uploads, or form submissions—to automatically capture gross pay, net pay, tax information, employee details, employer information, earnings breakdown, deductions, benefits, year-to-date totals, and other pay stub fields. This action is ideal for pay stub processing automation, payroll digitization, employee verification, income verification, tax document processing, automated payroll data extraction, wage statement processing, and pay stub management workflows that require AI-powered extraction with structured output inside your Zapier automations.

Authenticating Your API Request

To access the PDF4me Web API through Zapier, every request must include proper authentication credentials. Authentication ensures secure communication and validates your identity as an authorized user, enabling seamless integration between your Zaps and PDF4me's AI-powered pay stub processing services.

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Key Features

• AI-Powered Extraction: Advanced machine learning technology for accurate pay stub data extraction
• Multi-Format Support: Process pay stubs and payslips in PDF, PNG, JPG, and JPEG formats from Zapier triggers and file actions
• Comprehensive Financial Information: Extract gross pay, net pay, pay period, and pay date
• Tax Details Extraction: Extract federal income tax, state income tax, social security tax, Medicare tax, and local city tax
• Employee Information: Extract employee name, ID/SSN, address, and job title
• Employer Information: Extract company name, employer address, and employer EIN
• Earnings Breakdown: Extract regular hours, overtime hours, rates, and total hours
• Deductions & Benefits: Extract health insurance, retirement 401k, other benefits, and garnishments
• Year-to-Date Totals: Extract YTD gross pay, net pay, federal tax, and state tax
• Zapier Integration: Send extracted data to payroll systems, spreadsheets, HR tools, and income verification systems via Zapier

Pay Stub Payslip Extraction Capabilities

Field Recognition

• Pay and Tax: Extract gross pay, net pay, pay period, pay date; federal, state, social security, Medicare, local taxes
• Employee and Employer: Capture employee name, ID/SSN, address, job title; company name, employer address, EIN
• Earnings and YTD: Extract regular/overtime hours and rates, total hours; health insurance, 401k, benefits, garnishments; YTD gross, net, federal, state tax

Document Support

• Multi-Format: Process pay stubs and payslips in PDF, PNG, JPG, and JPEG from Zapier triggers and file actions
• Custom Fields: Extract domain-specific or custom pay stub fields via optional Custom Field Keys

Zapier Integration

• Downstream Steps: Map extracted data to payroll, HR, spreadsheets, and income verification systems in subsequent Zap steps
• Triggers: Use files from Gmail, Google Drive, OneDrive, Dropbox, or form uploads as input

Parameters

Important: Parameters marked with an asterisk (*) are required and must be provided for the action to function correctly.

Required Parameters

Configure how pay stub documents are passed into the AI-Pay Stub, Payslip Parser action within your Zap.

Parameter	Type	Description	Example
Pay Stub File*	File	Source Pay Stub/Payslip File • Map the pay stub or payslip file from a previous Zap step (for example, Gmail attachment, Google Drive/OneDrive/Dropbox file, form upload) • Supports PDF, PNG, JPG, and JPEG formats • Use the file output from your trigger or file-based action	paystub_2024_03.pdf
Pay Stub Name*	String	Pay Stub/Payslip File Name with Extension • Name of the input pay stub or payslip file including the correct file extension • Used for format detection and AI processing optimization • Can be mapped dynamically from trigger or previous step data • Must include file extension (.pdf, .png, .jpg, .jpeg)	paystub_2024_03.pdf

Optional Parameters

Parameter	Type	Description	Example
Custom Field Keys	Array	Optional Custom Field Keys List • Optional list of custom field keys to extract from the pay stub or payslip • Use to capture domain-specific or custom pay stub fields beyond standard data • Pass as a JSON array string or mapped list depending on the Zapier field UI	["customField1", "customField2"]

Output

The PDF4me AI-Pay Stub, Payslip Parser action returns structured pay stub data that can be used in subsequent Zapier steps.

Table

Table View

Response data in a structured table format:

Parameter	Type	Description
fields	Object	Dictionary object containing extracted pay stub fields; each key is a field name and each value is a FieldData object with a Value property
grossPay	Number	The gross pay amount before deductions
netPay	Number	The net pay amount after all deductions
payPeriod	String	The pay period for the pay stub (for example, Bi-weekly, Monthly, or date range)
payDateStr	String	The pay date in ISO 8601 format (YYYY-MM-DD)
federalIncomeTax	Number	The federal income tax amount deducted
stateIncomeTax	Number	The state income tax amount deducted
socialSecurityTax	Number	The Social Security tax amount deducted
medicareTax	Number	The Medicare tax amount deducted
localCityTax	Number	The local or city tax amount deducted
employeeName	String	The name of the employee extracted from the pay stub
employeeIdSsn	String	The employee ID or Social Security Number (often masked for security)
employeeAddress	String	The address of the employee extracted from the pay stub
jobTitle	String	The job title or position of the employee
companyName	String	The name of the company or employer extracted from the pay stub
employerAddress	String	The address of the employer extracted from the pay stub
employerEin	String	The Employer Identification Number (EIN) extracted from the pay stub
regularHours	Number	The number of regular hours worked during the pay period
overtimeHours	Number	The number of overtime hours worked during the pay period
regularRate	Number	The regular hourly rate of pay
overtimeRate	Number	The overtime hourly rate of pay
totalHours	Number	The total hours worked during the pay period
healthInsurance	Number	The health insurance deduction amount
retirement401k	Number	The retirement 401k deduction amount
otherBenefits	Number	The amount deducted for other benefits
garnishments	Number	The amount deducted for garnishments
ytdGrossPay	Number	The year-to-date gross pay total
ytdNetPay	Number	The year-to-date net pay total
ytdFederalTax	Number	The year-to-date federal tax total
ytdStateTax	Number	The year-to-date state tax total
checkNumber	String	The check number or payment reference number
directDepositInfo	String	The direct deposit information including account details
vacationSickTime	String	The vacation and sick time balance information
commissionBonus	Number	The commission or bonus amount
warnings	Array	Array of warning messages indicating potential data quality issues or extraction challenges
fallbackUsed	Boolean	Indicates whether fallback extraction methods were used during processing
rawOcrText	String	The raw OCR text extracted from the pay stub document
jobId	String	Unique identifier for the AI processing job, useful for tracking and debugging
jobIdExt	String	External job identifier for integration with third-party systems, if applicable
success	Boolean	Indicates whether the AI-powered pay stub data extraction completed successfully
message	String	Descriptive message indicating the result of the pay stub data extraction process

JSON

JSON Response Format

The raw JSON response from the action:

{
  "fields": {
    "grossPay": { "value": "5000.00" },
    "netPay": { "value": "3750.00" },
    "payPeriod": { "value": "Bi-weekly" },
    "payDate": { "value": "2024-03-15" }
  },
  "grossPay": 5000.00,
  "netPay": 3750.00,
  "payPeriod": "Bi-weekly",
  "payDateStr": "2024-03-15",
  "federalIncomeTax": 650.00,
  "stateIncomeTax": 250.00,
  "socialSecurityTax": 310.00,
  "medicareTax": 72.50,
  "localCityTax": 50.00,
  "employeeName": "John Michael Smith",
  "employeeIdSsn": "XXX-XX-1234",
  "employeeAddress": "123 Main Street, New York, NY 10001",
  "jobTitle": "Software Engineer",
  "companyName": "Tech Corporation Inc.",
  "employerAddress": "456 Business Park, New York, NY 10002",
  "employerEin": "12-3456789",
  "regularHours": 80.00,
  "overtimeHours": 5.00,
  "regularRate": 50.00,
  "overtimeRate": 75.00,
  "totalHours": 85.00,
  "healthInsurance": 200.00,
  "retirement401k": 250.00,
  "otherBenefits": 50.00,
  "garnishments": 0.00,
  "ytdGrossPay": 30000.00,
  "ytdNetPay": 22500.00,
  "ytdFederalTax": 3900.00,
  "ytdStateTax": 1500.00,
  "checkNumber": "12345",
  "directDepositInfo": "Account ending in 1234",
  "vacationSickTime": "Vacation: 10 days, Sick: 5 days",
  "commissionBonus": 500.00,
  "warnings": [],
  "fallbackUsed": false,
  "rawOcrText": "PAY STUB...",
  "jobId": "12345678-1234-1234-1234-123456789012",
  "jobIdExt": "PAY-2024-001",
  "success": true,
  "message": "Pay stub data extracted successfully using AI technology"
}

Workflow Usage

Advanced Workflow Integration

The extracted pay stub data can be seamlessly integrated with other Zapier apps:

• Payroll Systems: Store extracted pay stub data in payroll management tools, Airtable, or Google Sheets
• Income Verification: Use extracted gross pay, net pay, and YTD totals for loan and rental applications
• Accounting Platforms: Create payroll records in QuickBooks, Xero, or other accounting tools
• HR Systems: Link extracted employee and employer data to HR and onboarding workflows
• Tax Reporting: Feed extracted tax and YTD data into tax reporting and compliance systems
• Document Storage: Link extracted pay stub data with original documents in Google Drive, OneDrive, or Dropbox

Workflow Examples

The PDF4me AI-Pay Stub, Payslip Parser action in Zapier provides comprehensive workflow templates designed for real-world business scenarios. These proven automation patterns help you implement pay stub data extraction seamlessly into your existing processes:

Payroll Processing Automation

Automated Payroll Processing Workflow

Streamline payroll processing with AI-powered pay stub data extraction:

Complete Workflow Steps:

1. Trigger: Pay stub uploaded to cloud storage or received via email
2. AI-Pay Stub, Payslip Parser: Extract earnings, taxes, deductions, and employee information using PDF4me AI
3. Data Validation: Validate extracted gross pay, net pay, and tax amounts using Zapier logic
4. Employee Verification: Verify employee name and ID against employee database
5. Create Payroll Record: Insert pay stub data into payroll system or accounting tool
6. Update Database: Store extracted pay stub data in Airtable or Google Sheets with metadata
7. Tax Calculation Verification: Verify tax calculations match payroll system records
8. Approval Workflow: Route pay stubs for manager approval if discrepancies found via Zapier
9. Email Notification: Notify payroll team with pay stub processing summary
10. Archive: Move processed pay stub to archive folder with extracted metadata

Business Benefits:

• Automates pay stub data entry for payroll processing
• Reduces manual data entry time and errors
• Accelerates payroll processing cycles
• Maintains complete audit trail of all processed pay stubs

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Income Verification Automation

Automated Income Verification Workflow

Verify employee income using extracted pay stub data:

Complete Workflow Steps:

1. Trigger: Pay stub received for income verification request
2. AI-Pay Stub, Payslip Parser: Extract gross pay, net pay, YTD totals, and employee information
3. Income Calculation: Calculate average income from extracted pay stub data
4. YTD Verification: Verify YTD totals for annual income verification
5. Employee Matching: Match extracted employee name and ID with verification records
6. Create Verification Record: Document income verification results in Airtable or Google Sheets
7. Update Verification System: Link verified income information to verification system
8. Approval Routing: Route high-value verifications for manager review via Zapier
9. Notification: Send income verification results to verification team

Business Benefits:

• Automated income verification using pay stub data
• Faster income verification processes
• Improved accuracy in income verification
• Real-time income verification capabilities

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Tax Reporting Automation

Automated Tax Reporting Workflow

Generate tax reports using extracted pay stub data:

Complete Workflow Steps:

1. Trigger: Pay stub uploaded to a tax reporting folder in cloud storage
2. AI-Pay Stub, Payslip Parser: Extract tax information, YTD totals, and employee data
3. Tax Data Aggregation: Aggregate tax data from multiple pay stubs
4. Tax Report Generation: Generate tax reports from extracted pay stub data
5. Excel/Sheets Export: Export tax data to Google Sheets or Excel for tax reporting
6. Compliance Check: Verify tax compliance using extracted tax information
7. Tax Filing: Prepare tax filing data from aggregated pay stub information
8. Reporting: Generate quarterly and annual tax reports
9. Archive: Store processed pay stubs with tax reporting metadata

Business Benefits:

• Automated tax reporting from pay stub data
• Real-time tax data aggregation and reporting
• Improved tax compliance and accuracy
• Faster tax reporting processes

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Employee Onboarding & Records

Automated Employee Onboarding and Pay Stub Records Workflow

Onboard employees and maintain pay stub records using extracted data:

Complete Workflow Steps:

1. Trigger: Pay stub uploaded to onboarding or HR folder in cloud storage or received via email
2. AI-Pay Stub, Payslip Parser: Extract employee name, ID, employer, gross pay, net pay, pay date, and YTD totals
3. Employee Matching: Match extracted employee name and ID to employee record in HR system or Airtable
4. Record Update: Append or update employee pay stub record with extracted data
5. Pay History: Build pay history from extracted pay stubs for verification and reporting
6. Notification: Notify HR or payroll when new pay stubs are processed
7. Archive: Store pay stubs and extracted metadata in employee file or document management
8. Reporting: Generate employee pay history or verification reports from extracted data

Business Benefits:

• Centralized pay stub records for employees
• Faster onboarding and pay history verification
• Reduced manual data entry for HR and payroll
• Improved employee record accuracy and audit trail

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Industry Use Cases & Applications

Human Resources & Payroll

• Payroll Processing: Automate payroll processing using extracted pay stub data
• Employee Verification: Verify employee information using extracted pay stub details
• Benefits Administration: Manage benefits using extracted deduction information
• Tax Reporting: Generate tax reports from extracted pay stub data
• Employee Onboarding: Streamline employee onboarding using pay stub information

Finance & Accounting

• Financial Reporting: Generate financial reports from extracted pay stub data
• Expense Tracking: Track employee expenses using extracted pay stub information
• Budget Management: Manage budgets using extracted payroll data
• Audit Compliance: Maintain audit trails using extracted pay stub data
• Financial Analytics: Analyze payroll costs using extracted pay stub information

Banking & Financial Services

• Loan Processing: Verify income for loan applications using extracted pay stub data
• Credit Verification: Verify creditworthiness using extracted income information
• Mortgage Processing: Process mortgage applications using extracted pay stub data
• Income Verification: Verify income for financial services using extracted pay stub information
• Compliance Tracking: Track compliance using extracted pay stub data

Government & Public Sector

• Benefits Verification: Verify eligibility for government benefits using extracted pay stub data
• Tax Compliance: Ensure tax compliance using extracted tax information
• Public Records: Manage public records using extracted pay stub data
• Compliance Reporting: Generate compliance reports from extracted pay stub information
• Audit Trails: Maintain audit trails for government payroll processing

Real Estate & Rental

• Rental Applications: Verify income for rental applications using extracted pay stub data
• Tenant Verification: Verify tenant income using extracted pay stub information
• Lease Processing: Process lease applications using extracted income data
• Property Management: Manage properties using extracted tenant income information
• Compliance Tracking: Track compliance with rental regulations using pay stub data

Pay Stub Payslip Parser Best Practices

Document Quality

• Clear Documents: Use clear, readable pay stub or payslip PDFs or images for best extraction accuracy
• File Formats: Prefer PDF or high-resolution PNG/JPG; include file extension in the file name
• Single Document: Pass one pay stub per action run for consistent field mapping in Zapier

Zapier Integration Tips

• Map Required Fields: Always map Pay Stub File and Pay Stub Name from the previous step
• Use Output in Filters: Use extracted gross pay, net pay, or pay date in Zapier filters or paths for income verification
• Custom Field Keys: Pass optional Custom Field Keys when you need extra pay stub fields beyond the standard set

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