Manpower supply billing software
Your client bill should come from the salary you actually paid. ContractPay makes the client invoice from the same month's approved salary. So the bill and the pay sheet always agree.
What goes into a manpower bill
A manpower supply bill is more than wages. It adds the costs you pay on top of wages, and your own fee. Most bills are built in five parts.
- Wages. The salary for the days and OT (overtime) hours worked at that client.
- Employer PF. Your share of PF on the workers' PF wages.
- Employer ESI. Your 3.25% share of ESI on gross wages.
- Service charge. Your fee, as agreed with the client.
- GST. Usually 18% on the full bill value.
Each client can agree a different service charge. That is why each client needs its own bill settings.
Example: one client bill
Here is a made-up example with round figures. It only shows how the parts add up.
| Bill line (Example) | How it is worked out | Amount |
|---|---|---|
| Wages | Total salary for the month | ₹1,00,000 |
| Employer PF | 12% of PF wages of ₹60,000 | ₹7,200 |
| Employer ESI | 3.25% of ₹1,00,000 | ₹3,250 |
| Service charge | Fixed fee agreed with client | ₹10,000 |
| Total before GST | Add the four lines | ₹1,20,450 |
| GST | 18% of ₹1,20,450 | ₹21,681 |
| Bill total | Total before GST plus GST | ₹1,42,131 |
Example only. These are not real figures. Your rates and service charge will be different. Check with your auditor.
Want the full method? Read our guide on the client bill for manpower supply with GST.
Why the bill must match the salary
Many clients check your bill line by line. They compare it with the attendance they sent and the salary you paid. Some also ask for proof of PF and ESI.
If you make the bill in a separate Excel, small gaps creep in. A worker may be on the bill but not on the pay sheet. One OT entry may be missed. Then the client holds the payment till you fix it.
Same figures
The bill uses the same days, OT and wages as the salary.
Locked month
Once you approve the month, the figures are locked. The bill cannot drift away from them.
Fewer questions
When the numbers agree, there is less back and forth with the client.
How it works in ContractPay
- Set the client. Each client has its own pay rates, PF and ESI settings and bill settings.
- Add attendance. Upload the client's attendance Excel, or type the days on the salary sheet. The software checks for gaps and mistakes.
- Approve the month. Pre-approval checks catch common errors. Then the figures are locked.
- Print the bill. The client bill (invoice) shows wages, service charge and GST, made from that salary.
All your clients sit in one login. Your office staff can get their own login with only the companies they handle.
Papers to send with the bill
Most clients want more than the invoice. ContractPay gives you these from the same month:
- Salary statement in the client's own format
- Form XXVII wage register
- PF ECR text file and an Excel to check (you upload on the EPFO portal)
- ESI file and ESI Portal Upload file (you upload on the ESIC portal)
- Payslips in PDF for every worker
Not sure about the PF and ESI figures? Try our free PF ESI calculator for one worker.
GST and security services
GST on manpower supply is usually 18% on the full bill value. That means wages, PF, ESI and your service charge together.
Security services have a special case. If your agency is not a company (for example a proprietor or partnership), and the client is a registered business company, the client usually pays the GST. This is called reverse charge, or RCM.
GST rules can change and depend on your case. Check with your auditor before you raise the bill.
Price and free trial
You pay per live worker per month: up to 100 workers ₹40, 101 to 300 ₹30, 301 to 1,000 ₹25, more than 1,000 ₹24. GST is extra. No setup fee and no yearly lock-in.
Try it free for 30 days. No card needed. Send your Excel and we set up your first client free. See also our page on manpower agency payroll software, or start your free trial.
Questions people ask
Is the client bill made from the salary?
Yes. The bill is made from the same month's approved salary. So the wages on the bill match what you paid.
Can each client have a different service charge?
Yes. Each client has its own bill settings, along with its own pay rates and PF and ESI settings.
What GST rate should I put on a manpower bill?
GST is usually 18% on the full bill value. Check with your auditor for your own case.
My client wants the salary statement in their format. Can I give it?
Yes. ContractPay makes the salary statement in the client's format, from the same month's salary.
I run a security agency as a proprietor. Do I charge GST?
If the client is a registered business company, the client usually pays GST under reverse charge. Check with your auditor.
Run this month’s salary the easy way
30 days free. No card needed. Send your Excel and we set up your first client free.