Payroll, Invoicing and Reconciliation for Gurugram Businesses
IMT Manesar had about 2,200 manufacturing units employing roughly 300,000 people in 2023, and offices in Cyber City and firms in Udyog Vihar add many more employers. For an employer of any size here, payroll is a monthly deadline: attendance, salary sheets, payslips, PF and ESIC contributions and TDS on salary all have due dates. Missing one can mean interest or a notice. Many small and mid-sized firms handle this on spreadsheets and by memory, until a headcount jump or an audit shows the gaps. Moving this to a fixed monthly cycle gives owners one date to plan around. PC Media House is based in Delhi and handles the work online for businesses in Gurugram.
Relevant for businesses around: IMT Manesar, Udyog Vihar, Cyber City, Sohna, Kherki Daula, Badshahpur, Sector 44, Sector 14.
Why Gurugram Businesses Look for Payroll, Invoicing and Reconciliation
Gurugram's employers include factories, outsourcing and IT companies, hospitality and retail businesses, all with different payroll patterns: shift workers, contract labour, variable pay and frequent joiners and leavers. Contract labour in particular has state-level registrations, and the Haryana Labour Department site offers online registration and licensing under the Contract Labour (Regulation and Abolition) Act and the Inter-State Migrant Workmen Act, with online submission of returns. Payroll also connects to invoicing, since a services firm needs GST-compliant invoices to collect the money that pays salaries, and bank reconciliation shows whether collections match the books. Keeping these three tasks on one calendar reduces last-minute scrambles, and it gives owners a clean record if an auditor or inspector asks for papers months later.
What Is Included in Payroll, Invoicing and Reconciliation
- Monthly salary computation from attendance, leave, overtime, incentives and deductions
- Payslips for every employee in a clear, consistent format
- PF and ESIC contribution calculation and return working, based on the rules in force
- TDS on salary working, employee declarations, quarterly return support and year-end salary certificates
- GST-compliant invoice preparation with HSN or SAC codes, and e-invoicing support where your turnover requires it
- Bank reconciliation matching your books to bank statements on an agreed cadence
- Customer and vendor ledger reconciliation, with a list of mismatches and unpaid items
- A monthly summary showing payroll cost, statutory dues and open reconciliation items
Pricing and Fees for Payroll, Invoicing and Reconciliation
There is no government fee for having payroll, invoicing or reconciliation done by a professional. The amounts below are statutory contributions and levies that the employer and employees pay, shown as rules apply at the time of writing. PC Media House's own fee is a custom quote.
| Item | Amount | Notes |
|---|---|---|
| Government fee for payroll, invoicing or reconciliation work | No government fee | Statutory contributions below are paid by employer and employees to the authorities, not to us. |
| PF contribution | 12% employee, 12% employer of PF wages | Employer share is split between EPF and EPS (8.33%). EDLI and admin charges apply under the scheme. The wage ceiling was raised from ₹15,000 to ₹25,000 per month with effect from 17 September 2026. |
| ESIC contribution | 0.75% employee, 3.25% employer of wages | Generally applies up to ₹21,000 monthly wages, or ₹25,000 for persons with disability. Employees with average daily wages of ₹176 or less pay no employee share. |
| Professional tax | No professional tax in Delhi | Other states may levy it, up to ₹2,500 per person per year under the constitutional cap. |
| TDS on salary | As per slab, regime and declarations | Computed under section 392 of the Income-tax Act, 2025 for tax year 2026-27 onwards. |
| Delhi Labour Welfare Fund | ₹0.75 employee and ₹2.25 employer per person, half-yearly | As per the Delhi Labour Welfare Board notification, for covered establishments. Check for revisions. |
| PC Media House professional fee | Custom quote | Depends on headcount, invoice volume and reconciliation frequency, and is itemised in writing before work begins. |
Rates and ceilings change by notification. We apply the rules in force on each due date, and this table is informational, not tax or legal advice.
What changes the cost or timeline:
- Number of employees and how many salary heads, allowances and variable components each one has
- How many PF and ESIC covered employees there are, and whether registrations still need to be sorted out
- Number of invoices, credit notes and e-invoices per month, and the number of GSTINs involved
- Number of bank accounts and parties to reconcile, and whether reconciliation is weekly or monthly
- Quality of existing records, because untidy backlog data needs clean-up before regular work can start
How the Process Works Online
Step 1: Scoping call
We confirm headcount, salary structures, PF and ESIC status, invoice volumes and how often reconciliation should run. (Day 1)
Step 2: Data setup
We set up employee records, salary heads, statutory registrations and invoice details from the documents you share. (2 to 5 working days)
Step 3: Monthly inputs
Each month you send attendance, leave, new joiners, exits and changes by an agreed cut-off date. (By the agreed monthly cut-off)
Step 4: Payroll run and review
We prepare the payroll sheet, deductions and payslips, and share them for your approval before anything is released. (2 to 3 working days after inputs)
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. (Before each statutory due date)
Step 6: Reconciliation and report
We match bank and ledger entries, list mismatches and send a monthly summary with the actions needed. (As per agreed cadence, usually monthly)
Initial setup typically takes a few working days after documents are received, and after that payroll runs on a fixed monthly cycle tied to your cut-off dates and the statutory due dates.
Local Notes for Gurugram
PF is handled by EPFO, ESIC contributions through the ESIC portal, TDS through the Income Tax Department and TRACES, and GST invoicing through the GST portals. These are central systems, so the process works online for a Gurugram employer. State-specific items, such as any professional tax, labour welfare or shops and establishments obligations, are confirmed against the applicable state rules before the first run, and we do not assume them. The fee is a custom quote. Calls are possible, and meetings can be discussed by appointment.
Frequently Asked Questions (FAQs)
Yes. Attendance, joiner and leaver details and changes are shared through a spreadsheet or a shared folder, and payslips, working sheets and reports return digitally. You approve each payroll before it is released. A firm in Udyog Vihar or an office near Cyber City needs no in-person handover, and a call can resolve queries.
Possibly. The Haryana Labour Department offers online registration and licensing under the Contract Labour (Regulation and Abolition) Act and the Inter-State Migrant Workmen Act. Whether you need them depends on how many workers are engaged and through whom, so confirm the position for your unit in IMT Manesar or elsewhere with your adviser.
PF and ESIC are central schemes, so rates, wage ceilings and due dates are the same across India, and coverage depends on headcount and wages. Registration is linked to the establishment's address. These figures change by notification, so our working always follows the latest instructions rather than any older number.
Share the employee list with joining dates, designations and salary structure, the previous month's payroll sheet, PF, ESIC and TDS registration details, bank details for salary payments and the monthly cut-off dates. For a unit with shift workers or contract staff, also share attendance rules and overtime practice, so the first run reflects how pay is actually calculated.
Monthly is a sensible minimum for most businesses, and busy accounts benefit from weekly checks. Frequent matching catches duplicate payments, missed receipts and bank errors while they are easy to trace. Year-end reconciliation alone often leaves old differences that nobody can explain.
Start with an employee list, salary structures, bank details and statutory registration numbers, plus the last few months of payroll sheets. Then agree a monthly cut-off date for attendance and changes. With those in place, setup is usually quick and the first run can be reviewed side by side.