Manpower costing sheet (Excel)
A manpower costing sheet works out the rate per post you quote a client: wages (basic + VDA), a reliever for 7-day posts, employer PF, ESI and bonus, uniform, and your service charge, with GST on top. This free Excel sheet has every line as a live formula, so you change the wage or a rate and the whole quote updates.
Part of our guide: Manpower costing and billing: how contractors price and bill staff
By HaazriPro Team · Last updated
Manpower costing sheet (per post and per contract)
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 does the sheet contain?
| Column | What goes in it |
|---|---|
| Basic wage (₹) | Your input. Default: 15000. |
| VDA (₹) | Your input. Default: 3000. |
| Amounts are per (Month / Day) | Your input. Default: Month. |
| Working days per month | Your input. Default: 26. |
| Reliever for 7-day posts (Yes / No) | Your input. Default: Yes. |
| Employer PF % | Your input. Default: 13. |
| Employer ESI % | Your input. Default: 3.25. |
| ESI wage limit per month (₹) | Your input. Default: 21000. |
| Bonus % | Your input. Default: 8.33. |
| Uniform and other per post per month (₹) | Your input. Default: 500. |
| Service charge % | Your input. Default: 10. |
| GST % | Your input. Default: 18. |
| Number of posts | Your input. Default: 1. |
| Wages + reliever | Worked out: basic + VDA, plus 1/6 for the reliever if you chose Yes. |
| Employer PF, ESI, bonus | Worked out: each % of wages + reliever. ESI is 0 above the wage limit. |
| Subtotal | Worked out: wages + reliever + PF + ESI + bonus + uniform. |
| Service charge | Worked out: your % of the subtotal. |
| Rate per post, rate per staff-day | Worked out: subtotal + service charge; and that ÷ the staff-days one post covers (working days, × 7/6 with a reliever). |
| Total with GST | Worked out: rate per post × posts, plus GST. |
How do I fill it in?
- Look up your state's minimum wage for the category (for example security or housekeeping), skill level and zone, and enter it as basic + VDA.
- Choose whether the amounts are per month or per day. Daily amounts are multiplied by the working days (26 by default).
- Set the reliever to Yes for posts manned 7 days a week.
- Check PF, ESI, bonus and GST with your CA (defaults as of 8 October 2026), then enter your service charge and the number of posts.
- Read the rate per post, the rate per staff-day and the monthly total with GST at the bottom.
Frequently asked questions
Does the sheet match the online calculator?
Yes. It uses the same lines, the same order and the same rounding (each line rounded to the paisa), so a quote from the sheet and from the manpower rate calculator agree.
Why is ESI zero for some wages?
ESI covers staff whose wages are up to ₹21,000 a month. The sheet drops ESI to zero when the monthly wage is above the limit you set in the yellow cell.
Can I add more cost lines?
Yes. Insert a row above "Subtotal" and add it into the subtotal formula. Common extras are training, a supervisor share, or equipment such as torches and batons.
Is this the format tenders ask for?
Government and PSU tenders often attach their own price bid format. The lines here are the usual ones, but always fill the tender's own format when it gives one.
HaazriPro does this automatically from your attendance every month
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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