Payroll calculator for a small team in India
This payroll calculator runs a month’s payroll for a small team in one screen. Add each employee’s monthly gross pay or annual CTC, the basic + DA share, the state they work in and any loss-of-pay (LOP) days; it works out earned pay, employee PF, ESI, professional tax and TDS, the net pay to transfer, and what the business pays on top — employer PF, EDLI, PF admin charges, employer ESI and a gratuity provision.
It is meant for founders, accountants and office managers who want to check a payroll run, budget for a new hire or see what a salary change does to the totals. You can paste a list from a spreadsheet and download the result as CSV. It is an estimate tool, not payroll software: it does not file returns, generate payslips or know each employee’s tax declarations. Everything is calculated in your browser, and the team list is saved only on this device.
How to use the Payroll Calculator
- Choose the Payroll month and how many days a pay month has for loss-of-pay deductions.
- Pick the tax regime for TDS and how PF applies; open More payroll settings for the PF ceiling, the 50% wage rule, ESI and gratuity.
- Add each employee: pay, whether it is Gross a month or CTC a year, the basic + DA percentage, work state and LOP days — or paste them from a spreadsheet.
- Read the net pay total and the per-employee table of deductions and employer costs.
- Press Download payroll (CSV) for a salary register you can open in Excel or Sheets.
Payroll Calculator features
Gross or CTC per employee
CTC rows are converted to monthly gross with the same engine as the in-hand salary calculator.
Loss-of-pay days
Pay, PF and ESI are cut by the unpaid days, on a calendar, 30-day or 26-day month; each row shows one day’s pay.
Labour Code wages
Where basic + DA is under half of pay, wages for PF, ESI and gratuity are raised to 50%.
State professional tax
Slabs for 15 states, including the February ₹300 in Maharashtra and Karnataka.
Employer cost
Employer PF and EPS, EDLI, PF admin with the ₹500 monthly minimum, employer ESI and gratuity provision.
CSV salary register
Every figure per employee plus totals, ready for a spreadsheet.
How each employee’s pay is calculated
Earned gross = monthly gross × (days in month − LOP days) ÷ days in month. Wages for PF and ESI are basic + DA for the days paid, raised to half of earned gross if basic is lower. Then net pay = earned gross − PF (12% of wages, capped at ₹25,000) − ESI (0.75%) − professional tax − TDS. TDS is the year’s tax spread over 12 months, assuming the other 11 months are paid in full.
Worked example (October 2026): an office assistant on ₹19,000 gross with 50% basic in West Bengal and 2 LOP days earns 19,000 × 29 ÷ 31 = ₹17,774. PF is 12% of ₹8,887 = ₹1,066, ESI is 0.75% rounded up = ₹67 and professional tax ₹130, leaving ₹16,511. The employer adds ₹1,066 of PF, ₹44 each of EDLI and admin, ₹289 of ESI and ₹427 of gratuity provision — ₹19,645 in all.
Employer contributions in 2026
Remember the deposit dates: PF and ESI for a month are due by the 15th of the next month, and TDS by the 7th. Plan the employer side of a single salary with the employee cost calculator.
| Contribution | Rate | On |
|---|---|---|
| Employer PF (EPF + EPS) | 12% (8.33% to EPS up to the ceiling) | Wages up to ₹25,000, or full wages |
| EDLI | 0.5% | Wages up to the ceiling |
| PF admin charges | 0.5%, at least ₹500 a month | PF wages, per establishment |
| Employer ESI | 3.25% (employee 0.75%) | ESI wages up to ₹21,000 |
| Gratuity provision | 15 ÷ 26 ÷ 12 = 4.81% | Wages, accrued monthly |
Rules used (as of October 2026)
Labour Codes in force from 21 November 2025 (Code on Wages s.2(y) 50% wages rule; Code on Social Security); EPF wage ceiling ₹25,000 from 17 September 2026 (S.O. 5109(E)); EPF admin charges 0.5% with a ₹500 minimum (EPFO, from 1 June 2018) and EDLI 0.5%; ESI 0.75% + 3.25% up to ₹21,000 (ESIC); professional tax from state schedules; TDS from the Income-tax Act, 2025 slabs for tax year 2026-27, as in the income tax calculator. Assumptions: no variable pay, overtime, arrears or reimbursements; no HRA, 80C or other declarations; professional tax in Tamil Nadu and Kerala is shown as a monthly average of the half-yearly amount; ESI coverage is decided on full-month wages. Check individual payslips with the in-hand salary calculator.
Payroll Calculator FAQ
How do I calculate monthly payroll?
For each employee, cut gross pay for any loss-of-pay days, subtract PF, ESI, professional tax and TDS to get net pay, then add the employer’s PF, EDLI, admin, ESI and gratuity for the total cost. The payroll calculator does this for the whole team at once.
How is loss of pay (LOP) calculated?
LOP = monthly gross ÷ days in the month × unpaid days. Employers use calendar days (28–31), a fixed 30 or a fixed 26; the choice changes the deduction, so pick the one in your policy.
Is PF calculated on the full salary or ₹25,000?
Most employers cap PF at 12% of wages up to ₹25,000 a month (from 17 September 2026), so ₹3,000 at most. Some pay on full wages; choose that option to compare.
When does ESI apply to an employee?
When ESI wages are ₹21,000 a month or less. Under the Labour Codes ESI uses wages, which can be lower than gross pay, so some people earning more than ₹21,000 gross are covered.
How is TDS on salary worked out each month?
Estimate the year’s salary, compute the tax for the chosen regime and divide by 12. Real payroll adjusts each month for actual pay and declarations, so treat this as an estimate.
Is there a payroll calculator with taxes for the US?
This one follows Indian rules: PF, ESI, professional tax and TDS. For US federal income tax, Social Security, Medicare and state withholding on each paycheck, use the paycheck calculator.
Can I use this as payroll software?
No. It is a quick estimate for checking and budgeting; it does not file returns, generate payslips or track year-to-date figures.