How to create and download a Payroll Journal (without an API integration)

If you don't use an accounting software integration, you can still generate and download a Payroll Journal from FreePayroll. Before creating your first journal, you'll need to configure your journal template.

Before you start

Make sure you have:

• Completed a payroll run.
• The nominal ledger account codes provided by your accountant or accounting software.

Step 1: Set up your Journal Template

1. From the left-hand menu, go to Reports > Journals.
2. On the Journal Template Builder tab, click Edit Template.

On the Nominal Ledger Mapping page, assign a nominal account code to each payroll item.

Debit accounts

Map items such as:

• Gross Wages
• Employer NI Contribution
• Employer Pension

If you have created Benefit in Kind Pay Items, these will also appear in the Debit section. Enter the appropriate nominal account code for each pay item.

Note: Benefit in Kind accounts are created per pay item. Only the Benefit in Kind pay items you've created will appear in the journal template.

Credit accounts

Map items such as:

• PAYE
• Total NICs
• Student/Postgraduate Loans Deductions
• Total Pension Contribution
• Net Wages

If you need to map additional pay items, click the + icon next to the relevant section.
Once you've entered all the required account codes, click Save.

Tip: The same nominal account code can be used for multiple payroll items if required.

If you need to map additional payroll items, click the + icon beside the relevant section.
Once you've finished mapping your accounts, click Save.

Step 2: Generate a Payroll Journal

After saving your template:

1. Return to Reports > Journals.
2. Select the payroll period or payroll run you want to export.
3. Click Generate Journal.

FreePayroll will create the journal using the account mappings you configured.

Step 3: Download the Payroll Journal

Once the journal has been generated:

1. Open the generated journal.
2. Click Download.
3. Save the file to your computer.

The downloaded file can then be imported into your accounting software or sent to your accountant for manual processing.

Need to update your account codes?

You can edit your journal template at any time by navigating to:
Reports → Journals → Journal Template Builder → Edit Template
Any changes will be applied to journals generated after the template has been updated.

Frequently Asked Questions

Do I need to set up the template every time?

No. You only need to configure the Journal Template once. You can update it whenever your nominal ledger accounts change.

What if I don't know which account codes to use?

Your accountant or accounting software provider can provide the correct nominal ledger codes for your chart of accounts.

Can I use the same account code for multiple items?

Yes. FreePayroll allows the same nominal ledger code to be assigned to multiple payroll items if that's how your accounting system is structured.

Updated on: 03/07/2026