Manpower bill format (Excel)
A manpower bill lists each category of staff you supplied with staff-days × the agreed rate per staff-day, adds any overtime, and then GST: CGST + SGST when the client is in your state, IGST when it is not. This free Excel format does the arithmetic for you and leaves space for your GSTIN, PSARA licence number and bank details.
Part of our guide: Manpower costing and billing: how contractors price and bill staff
By HaazriPro Team · Last updated
Manpower bill format with GST
Excel (.xlsx) · free · no sign-up · opens in Excel, Google Sheets and WPS
Skip the sheet: HaazriPro fills it from attendance marked by tapping each face. Start 30-day free trial
What columns does it have?
| Column | What goes in it |
|---|---|
| S. No. | Line number. |
| Description of service | For example "Security staff, day shift" or "Housekeeping staff". |
| SAC | The service code your CA gives you for this service. |
| No. of staff | Staff deployed on this line. |
| Days | Days each one worked in the month. |
| Staff-days | Worked out: staff × days (enter a total directly if staff worked different days). |
| Rate per staff-day (₹) | The rate agreed with your client. |
| Amount (₹) | Worked out: staff-days × rate. |
| Overtime line | Overtime hours × the hourly rate, if your contract bills overtime. |
| Taxable value, CGST, SGST, IGST, Total | Worked out from the lines and the GST rate you set. |
| Reverse charge (Yes / No) | Whether your client pays the GST under reverse charge. If Yes, the GST is left out of the invoice total and shown on a separate line as payable by the client. |
How do I fill it in?
- Fill your agency name, address, GSTIN and PSARA licence number (for security agencies) once, and save the file as your master.
- For each month, enter the invoice number, date, billing period and the client's details.
- Add one line per category or shift: staff deployed, days, and the agreed rate per staff-day.
- Add overtime hours and the hourly rate if your contract bills overtime.
- Set the GST rate and whether the client is in your state. Check the reverse charge setting with your CA.
Frequently asked questions
CGST + SGST or IGST?
If the place of supply is in the same state as your registration, the GST is split equally into CGST and SGST. If it is in another state, the whole amount is IGST. The sheet switches when you change "Client in the same state as you?".
What SAC code should I use?
Use the service accounting code your CA confirms for your service, for example for security services or for supply of manpower. The sheet leaves the SAC column for you to fill.
Do I charge GST if my client pays it under reverse charge?
Under reverse charge the client pays the GST to the government instead of you. Set reverse charge to Yes: the sheet leaves the GST out of the invoice total and shows it on a separate line as payable by the client, and the invoice says that tax is payable on reverse charge. Ask your CA whether reverse charge applies to your contract.
Can I bill by month per post instead of per staff-day?
Yes. Put the number of posts in "No. of staff", 1 in "Days", and the monthly rate per post as the rate.
HaazriPro builds this bill from your attendance automatically
Supervisors mark attendance by tapping each staff member's face photo, even offline. The salary sheet and the client bill are ready at month end.
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