What is a payroll sheet?
A payroll sheet or salary register lists every employee for a wage month with their earnings, statutory deductions and net pay. It is the source document for salary bank transfers, PF and ESI challans, professional tax returns and TDS deposits, and must be preserved under the Payment of Wages Act and the Code on Wages. This tool is a ready-made register that computes the statutory figures for you and exports to Excel or CSV.
Columns and formulas
- Gross = Basic + DA + HRA + Other allowances
- PF = 12% of Basic + DA capped at ₹15,000 (set PF? to No for excluded employees)
- ESI = 0.75% of gross rounded up, only when gross ≤ ₹21,000
- Professional tax and TDS are entered per employee (use the PT and In-Hand calculators)
- Net pay = Gross − PF − ESI − PT − TDS − advances/other deductions
Worked example
Amit: basic ₹25,000, HRA ₹10,000, other ₹5,000 → gross ₹40,000; PF ₹1,800; ESI nil (above ₹21,000); PT ₹200; net ₹38,000. Priya: basic ₹12,000, HRA ₹4,800, other ₹2,200 → gross ₹19,000; PF ₹1,440; ESI = 0.75% × 19,000 = ₹142.50 rounded up to ₹143; net ₹17,417. The summary adds employer PF (12%) and employer ESI (3.25%) so the PF and ESI challan amounts and total employer cost are visible at a glance.
How to use
Type or paste employees, or import a CSV/Excel file with the same column order. Rows are saved in your browser month to month; change the amounts for attendance or increments and export. Deposit PF and ESI by the 15th of the next month, TDS by the 7th, and file professional tax as per your state's schedule.
Month-end checklist
Reconcile the register total with the bank salary file, generate the PF ECR and ESI challan from the summary figures, pass the salary journal entry (salary expense, PF/ESI payable, TDS payable, net salary payable) and archive the exported Excel with the month name.
Frequently Asked Questions
Can I import my existing salary sheet?
Yes. Export your sheet with columns in the same order as the register (Employee, Basic, HRA, Other, PF?, ESI?, PT, TDS, Advance) and use Import CSV/Excel. Computed columns are recalculated automatically.
How is employer PF shown?
Employer PF (12% on capped basic) and employer ESI (3.25%) are not deducted from employees, so they appear in the summary cards for challan preparation and total employer cost rather than in the row.
Where do I get the TDS figure for each employee?
Use the In-Hand Salary Calculator or your Form 16 computation to arrive at annual tax, divide by 12 and enter it in the TDS column.
Is this data stored online?
No. Everything stays in your browser. Export to Excel every month to keep permanent records.
Disclaimer: This tool is for general information and estimation only. Tax rates and rules change — verify with official sources or a professional before acting. Read full disclaimer.