Payroll, invoices and reconciliation share one trait: they come around every month, and each one punishes delay. A salary that is a day late damages trust. An invoice missing a mandatory detail can hold up a customer's payment or tax credit. A bank account that has not been matched for six months hides errors until they are costly.
This page explains how we approach the best payroll services in Delhi together with invoicing and reconciliation: what the work covers, what to keep ready, how the monthly cycle runs, which statutory rules apply as of October 2026, what drives cost and where businesses most often go wrong. It is delivered online from Delhi to businesses across Delhi NCR and India.
Our fee is a custom quote, because the work depends on your headcount, invoice volume and reconciliation frequency, not on a single rate. This page is informational and not legal or tax advice, and rules change by notification, so we always work to the version in force on the due date.
What payroll, invoicing and reconciliation cover
Think of the three as one monthly loop. Payroll turns attendance and salary structures into payslips, deductions and statutory dues. Invoicing turns your sales into valid tax documents. Reconciliation checks that what your books say matches what the bank, customers and vendors say.
Payroll
We compute salaries from attendance, leave, overtime, incentives and deductions, prepare payslips, and work out PF, ESIC and TDS on salary. Where the scope includes it, we also prepare returns, challan working and year-end salary certificates. Payments and portal filings are done as agreed in the written scope.
Invoicing
We prepare GST tax invoices with the required particulars, HSN or SAC codes and tax breakup, and support e-invoicing for businesses above the turnover limit. Recurring invoices, credit notes and debit notes are handled on the same schedule.
Reconciliation
We match bank statements to your books, compare customer and vendor ledgers with invoices and payments, and list differences with the entries that explain them. This pairs naturally with our monthly bookkeeping and virtual CFO service, which looks after the books of record and the management view.
Who needs it
- A business with a growing team whose salary sheet has become a fragile spreadsheet
- A company about to cross the headcount at which PF or ESIC registration becomes relevant, which our PF and ESIC registration page explains
- A trader or service firm whose invoice volume has outgrown manual billing
- An owner who has not reconciled the bank or party ledgers for several months
- A small company with no dedicated accounts or HR person
Documents and details to keep ready
Setup is quick when the inputs are clean. Share portal access only through the official delegation or authorisation options on each portal, and never send passwords or one-time codes in chat or email.
Employee records
- Employee list with name, designation, joining date, PAN and bank account details
- UAN and ESIC insurance number for each employee, where already allotted
- Appointment or offer letters showing the salary structure
- Attendance, leave and overtime records for each month
- Details of joiners, leavers and salary revisions
Registrations and past returns
- PF and ESIC registration details, if the establishment is already registered
- TAN and the previous quarter's TDS return details
- Last payroll sheets and PF, ESIC and TDS challans
- Employee tax-regime choices and investment declarations
Invoicing and reconciliation
- GST registration details, HSN or SAC codes and customer master
- Sales and purchase registers, or exports from your accounting software
- Bank statements for every operating account
- Customer and vendor ledgers or balance confirmations, and a list of unpaid invoices
If registrations are still pending, tell us at the first call. We can plan payroll around the registration timeline instead of discovering the gap on a due date.
How the monthly cycle runs
After a one-time setup, the work follows a calendar. The sequence below is typical, and the exact dates are set around your cut-off and the statutory due dates.
Step 1: Scoping call
We confirm headcount, salary structures, PF and ESIC status, invoice volumes and the reconciliation frequency.
Step 2: Data setup
We set up employee records, salary heads, statutory details and invoice information from the documents you share.
Step 3: Monthly inputs
By the agreed cut-off date, you send attendance, leave, joiners, exits and changes.
Step 4: Payroll run and review
We prepare the sheet, deductions and payslips and share them for your approval before anything is released.
Step 5: Statutory working and invoicing
We prepare PF, ESIC and TDS working with due dates, and prepare invoices or e-invoice data from your sales details.
Step 6: Reconciliation and report
We match bank and ledger entries, list mismatches and send a monthly summary with actions needed.
Timeline
Setup usually takes a few working days after documents arrive. After that, each payroll run takes a couple of working days from receipt of inputs, so the cut-off date matters. A common pattern is to receive inputs a few days before month-end, review the payroll sheet before salary day and complete statutory deposits before the 7th and 15th.
If you are moving from another provider or from spreadsheets, we suggest running one cycle in parallel. Comparing the two outputs side by side shows quickly where earlier numbers differed and why.
Labour Codes, PF and ESIC: what applies in October 2026
This is the area where rules have moved most. The summary below reflects sources we checked in October 2026, and you should treat each point as subject to later notifications.
The four Labour Codes
The Government of India brought the four Labour Codes into effect from 21 November 2025, consolidating 29 earlier labour laws into the Code on Wages, the Industrial Relations Code, the Code on Social Security and the Occupational Safety, Health and Working Conditions Code. Final Central Rules under all four were notified in May 2026, while several states were still finalising their own rules when we checked.
- Appointment letters are mandatory for workers, in the prescribed form
- Fixed-term employees become eligible for gratuity after one year of service under the contract, not five
- Overtime is payable at twice the normal rate for covered workers, with specific rules on rounding
- Timely payment of wages is a statutory right, and the government has stated timelines for certain sectors
- The Code on Social Security defines wages with a 50 per cent rule, under which certain exclusions above half of total remuneration are added back
How the 50 per cent rule interacts with the PF schemes, which refer to basic wages, has been discussed in professional commentary, and the schemes continue during the transition. We therefore follow the latest EPFO and Labour Ministry instructions and flag any salary structure that may be affected so you can take advice.
PF contributions and the new ceiling
By Gazette notification S.O. 5109(E), the Ministry of Labour and Employment raised the wage ceiling from ₹15,000 to ₹25,000 per month with effect from 17 September 2026. Employees and employers each contribute 12 per cent of PF wages, and the employer share is divided between EPF and the Employees' Pension Scheme at 8.33 per cent, with EDLI and administrative charges on top. Published commentary reports that the government expected over 51 lakh additional employees to be covered.
Commentary also noted that no EPFO circular had set out how to compute September 2026 contributions, because the change took effect mid-month. We apply the latest EPFO guidance available on the due date and keep a note of the method used, so the position can be adjusted if clarification follows. PF is generally deposited by the 15th of the following month.
ESIC
ESIC contributions are 0.75 per cent from employees and 3.25 per cent from employers, due by the 15th of the next month. Coverage generally applies to employees earning up to ₹21,000 a month, with a higher limit of ₹25,000 for persons with disability, and employees with an average daily wage of ₹176 or less pay no employee share. A proposal to raise the limit has been reported, but at the time of writing we found no notification, so payroll uses the current figure.
If you are not yet registered, registration comes first, and the PF and ESIC page linked earlier explains the steps.
TDS on salary, professional tax and the labour welfare fund
TDS on salary under the Income-tax Act, 2025
The Income-tax Act, 2025 replaced the 1961 Act from 1 April 2026, and the old financial year and assessment year concepts are merged into a single tax year. Salary TDS moves from section 192 to section 392. Salary for FY 2025-26 remains under the old law, so records for the two periods are kept apart. Published guidance indicates that rates and thresholds have carried over substantially, and that the new tax regime is the default unless the employee opts out.
| Earlier form or section | Now | Purpose |
|---|---|---|
| Section 192 | Section 392 | TDS on salary |
| Form 12B and 12BAA | Form 122 | Employee declaration of other income, previous employer salary and regime choice |
| Form 24Q | Form 138 | Quarterly salary TDS return |
| Form 16 | Form 130 | Annual salary TDS certificate, downloaded from TRACES after the quarterly return is filed |
Form 130 is due by 15 June after the tax year ends. As we read the guidance, the first such certificate under the new Act falls due on 15 June 2027. Confirm on TRACES.
TDS deducted in a month is generally deposited by the 7th of the next month, with March deductions allowed until 30 April. Quarterly returns have generally been due on 31 July, 31 October, 31 January and 31 May. Check the current rules for any change under the 2026 rules before each deadline. Employee tax-planning questions, such as which regime suits an individual, are best taken to a tax adviser, and our ITR filing service covers the employee side.
Professional tax
Professional tax is a state levy capped at ₹2,500 per person per year under Article 276(2) of the Constitution. Sources we checked report that Delhi, Uttar Pradesh, Haryana, Rajasthan and Punjab do not levy it, while many other states do. If you have staff in another state, that state's slab and due dates apply.
Delhi Labour Welfare Fund
The Delhi Labour Welfare Board notification provides for half-yearly contributions of ₹0.75 from each covered employee and ₹2.25 from the employer, with the government contributing a matching share. It applies to establishments with five or more persons, excluding managerial and supervisory staff above a stated wage. Amounts may be revised, so check the board's current notification.
GST invoices, e-invoicing, e-way bills and reconciliation
What a valid tax invoice contains
Rule 46 of the CGST Rules lists the particulars. In general, a tax invoice shows the supplier's name, address and GSTIN, a consecutive serial number of up to 16 characters, the date, the recipient's details, an HSN or SAC code, description, quantity, taxable value, the rate and amount of each tax, place of supply and a signature. Services invoices are generally issued within 30 days of supply, and 45 days for banks and financial institutions. Exempt supplies and composition dealers use a bill of supply instead.
GST rates were also restructured with effect from 22 September 2025, with the old four-rate structure changing to nil, 5, 18 and 40 per cent in most cases. Invoices must carry the rate in force on the date of supply, which is one reason we keep tax rates in a controlled master list and not typed by hand on each invoice.
E-invoicing
At the time of writing, e-invoicing applies to registered businesses whose aggregate turnover exceeded ₹5 crore in any financial year since 2017-18 (notified from 1 August 2023). Categories such as SEZ units, banks, insurers and certain transporters are exempt. Taxpayers with aggregate turnover of ₹10 crore or more must report invoices to the Invoice Registration Portal within 30 days of the invoice date, from 1 April 2025. The portal returns a 64-character IRN and a signed QR code that must appear on the invoice. B2C invoices stay outside e-invoicing.
Several sources we checked are commercial explainers. The government e-invoice portal remains the place to confirm the current limit, so check it before relying on this page for a borderline case. If you are not yet registered for GST, see our GST registration page.
E-way bills
An e-way bill is generally needed before moving goods when the consignment value is above ₹50,000, with exceptions for listed goods and certain movements. Validity is based on distance, at one day for every 200 km for regular cargo, and the generation duties differ between consignor, consignee and transporter. State rules govern some intra-state movements, so check the current position for your route.
Reconciliation that stays useful
- Bank reconciliation matches each statement line to a book entry and lists unmatched items with their age
- Customer ledger checks show unpaid invoices, unapplied receipts and disputed amounts
- Vendor ledger checks catch missing bills, duplicate payments and differences with the supplier's statement
- GST register checks compare sales and purchase registers with portal data, so differences are known before returns are filed
Fees: statutory amounts and our custom quote
There is no government fee for having this work done by a professional. The table separates statutory contributions, which are paid to the authorities, from our own fee. Rates are as understood at the time of writing.
| Item | Amount | Notes |
|---|---|---|
| Government fee for the service itself | No government fee | Contributions below are paid by employer and employees. |
| PF contribution | 12% employee, 12% employer of PF wages | Wage ceiling ₹25,000 per month from 17 September 2026. Employer share includes EPS at 8.33%. |
| ESIC contribution | 0.75% employee, 3.25% employer | Generally up to ₹21,000 monthly wages, or ₹25,000 for persons with disability. |
| Professional tax | Not levied in Delhi | Capped at ₹2,500 per person per year where a state levies it. |
| Delhi Labour Welfare Fund | ₹0.75 employee, ₹2.25 employer, half-yearly | As per the board's notification for covered establishments. |
| PC Media House professional fee | Custom quote | Itemised in writing after a scoping call. |
Statutory rates change by notification. Always confirm against the latest notification before payment.
What shapes the custom quote
- Employee count and the number of pay components for each person
- How many people fall under PF and ESIC, and whether registrations are in place
- Monthly invoice, credit note and e-invoice volume, and the number of GSTINs
- Number of bank accounts and parties, and how often reconciliation runs
- State of the existing records, since backlog clean-up is a separate effort
Suppose a services firm in Delhi has twenty staff on fixed salaries and sends a few dozen invoices a month. That is a lighter scope than a trading business with a hundred staff, variable pay, many bank accounts and thousands of invoice lines. Both receive a written, itemised quote after a short scoping call, and neither is charged for work outside the agreed scope without approval.
Comparing options, and mistakes to avoid
| Option | Best for | Trade-off |
|---|---|---|
| Spreadsheets run by the owner | Very small teams with simple salaries | Cheap, but formulas break, rule changes are easy to miss and it depends on one person |
| Payroll software, self-operated | Teams with a capable accounts or HR person | Strong automation, but someone must configure, update and verify it |
| In-house accountant | Large volumes and daily needs | Close control, with salary, leave cover and training costs |
| Outsourced monthly service | Small and mid-sized businesses without a full team | Scoped work and statutory working, but inputs must arrive on time |
| Chartered accountant for filings only | Annual and periodic returns | Strong on returns, though routine payroll and invoicing may be outside scope |
Many businesses combine an outsourced monthly service with a chartered accountant for audit and advice.
Common mistakes
- Using an old PF ceiling or wage definition without checking current notifications
- Missing monthly deposit dates for PF, ESIC and TDS, which can lead to interest and penalties
- Issuing invoices without mandatory particulars, or without an IRN where e-invoicing applies
- Reconciling the bank only at year-end, when old differences are hardest to trace
- Revising salary structures without updating payroll settings, offer letters and statutory working together
- Sending portal passwords in chat instead of using official authorisation options
Most of these come down to one habit: treating compliance as a year-end task. A fixed monthly calendar, with named owners for inputs, approvals and deposits, prevents the majority of them.
After setup, and how PC Media House works
Once the cycle is running, the useful extras appear. Payroll data feeds annual filings and audits, invoicing data feeds GST returns, and clean reconciliation shortens the year-end close. Businesses that grow into larger volumes sometimes outgrow standard tools, and our custom accounting and billing software work addresses that situation.
Related services
- Monthly books and management reporting through bookkeeping and virtual CFO support
- PF and ESIC registrations for establishments that have not yet registered
- GST registration and filing for new or growing businesses
- Annual company filings through ROC annual compliance
How we work
PC Media House is based in Delhi and works online across Delhi NCR and India. Scoping happens on a call, files and approvals move digitally, and meetings can be arranged by appointment. You receive an itemised quote with a clear scope, and nothing outside it is added without your approval. For an overview, see our taxation and compliance services.
To discuss headcount and invoice volume, contact PC Media House and we will outline what a monthly cycle would look like for your business.
Frequently Asked Questions (FAQs)
Monthly salary computation, payslips, PF, ESIC and TDS working, and a monthly summary of payroll cost and statutory dues. The exact scope, including who files returns and who makes payments, is agreed in writing. Invoicing and reconciliation can be added, since the same monthly cycle often covers all three.
The Ministry of Labour notified, with effect from 17 September 2026, an increase in the wage ceiling from ₹15,000 to ₹25,000 per month under the Code on Social Security (S.O. 5109(E)). Treatment of September 2026 contributions was still being clarified in published commentary, so confirm with the latest EPFO guidance before filing.
Employees contribute 0.75 per cent and employers 3.25 per cent of wages. Coverage generally applies to employees earning up to ₹21,000 a month, or ₹25,000 for persons with disability. A proposal to raise the limit was reported but, at the time of writing, we found no notification. Contributions are due by the 15th of the next month.
Yes. The four Labour Codes came into force on 21 November 2025, and final Central Rules were notified in May 2026. They affect the definition of wages, gratuity for fixed-term employees, overtime and appointment letters. Several states were still finalising their own rules, so payroll settings should be reviewed against the latest notifications.
Under the Income-tax Act, 2025, effective 1 April 2026, TDS on salary falls under section 392. The salary certificate becomes Form 130, replacing Form 16, and the quarterly salary return becomes Form 138, replacing Form 24Q. FY 2025-26 salary stays under the old law, so records are kept separately.
At the time of writing, e-invoicing applies to registered businesses whose aggregate turnover exceeded ₹5 crore in any financial year since 2017-18, with some categories such as SEZ units, banks, insurers and certain transporters exempt. Businesses with turnover of ₹10 crore or more must report invoices within 30 days.
Under Rule 46 of the CGST Rules, a tax invoice shows the supplier's name, address and GSTIN, a unique serial number of up to 16 characters, the date, recipient details, HSN or SAC code, description, quantity, taxable value, tax rate and amount, place of supply and a signature. Exact requirements vary by case.
Yes. Besides matching your books with bank statements, we compare customer and vendor ledgers with invoices and payments, and list mismatches, unpaid items and possible duplicates. We do not contact your parties without your approval, and anything needing a decision is flagged to you with the supporting entries.
No. Notices can arise from many causes, including data on the other side of a transaction. What we can do is keep calculations consistent, meet due dates and maintain records, so any query can be answered with documents. This service is informational support, not legal advice.
The fee is a custom quote based on headcount, number of salary components, PF and ESIC coverage, invoice volume, number of bank accounts and reconciliation frequency. After a scoping call and a look at sample data, you receive an itemised written quote, and nothing outside it is added without your approval.
Sources and Official Links
Facts on this page were checked against the sources below, last reviewed on 7 October 2026. Fees, thresholds and rules can change, so confirm the current position on the official site before you pay or file.
- pib.gov.in/PressReleseDetailm.aspx?PRID=2192463®=3&lang=2
- in.kpmg.com/taxflashnews/KPMG-Flash-News-GOI-notifies-implementation-of-Labour-Codes.pdf
- in.kpmg.com/taxflashnews/KPMG-Flash-News-Notification-of-final-Rules-on-Four-Labour-Codes.pdf
- bdo.in/en-gb/insights/alerts-updates/alert-final-central-rules-notified-under-all-four-labour-codes
- cyrilshroff.com/wp-content/uploads/2025/12/Guide-to-the-Labour-Codes.pdf
- bdo.in/en-gb/insights/alerts-updates/alert-new-epf-ceiling-hiked
- argus-p.com/papers-publications/thought-paper/revision-to-epf-wage-ceiling-coverage-contributions-and-the-september-transition
- taxguru.in/finance/epfo-wage-ceiling-increased-rs-15-000-rs-25-000-employees.html
- upstox.com/news/personal-finance/latest-updates/epfo-wage-ceiling-hiked-to-25-000-labour-ministry-issues-gazette-notification/article-200466
- corpready.in/articles/227-epf-esic-compliance
- indianhrm.com/payroll-compliance-updates/esi-ceiling-holds-21000
- tallysolutions.com/business-guides/esi-contribution-rate-2026-current-percentage-for-employer-employee