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Manpower and staffing

ERP software for manpower supply and staffing agencies

Bill each client for the workers you deployed last month, pay a few hundred people on the same ledger with PF and advances, and see which client still owes you for September.

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In short

SimpleERP is ERP software for manpower supply and staffing agencies in India. Monthly client invoices carry SAC codes and the GST split, and payroll for deployed workers, with attendance, PF, advances and deductions, posts to the same books.

Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.

A day in a manpower agency

An agency that places housekeeping staff, loaders, machine operators and office assistants at client sites lives on two monthly cycles: bill every client, then pay every worker.

At Sahyadri Workforce Services in Pune, the first working day of the month starts with signed attendance sheets arriving from fourteen client sites. A warehouse in Chakan had 42 loaders for 26 days, a hospital in Hadapsar had 18 housekeeping staff with two replacements mid-month, and an IT park wants its invoice split by building.

The billing clerk turns each sheet into man-days, multiplies by the agreed rate, adds the service charge and works out GST on the whole bill. The payroll clerk uses the same sheets to pay 310 workers with PF, recovers three salary advances, and the owner wants to know why the Chakan client has not paid for August.

SimpleERP keeps both cycles on one ledger. The tax invoice to each client carries SAC codes and works out CGST and SGST or IGST from the client's GSTIN, the payroll run turns attendance into payslips and posts wages, PF and recoveries, and receivables ageing shows who is holding your working capital.

GST billing

One invoice per client per month, built from the signed sheet

Save each category you supply, such as housekeeping, loading or data entry, as a service with its SAC code and GST rate. The monthly invoice is then a few lines: man-days times the daily rate, plus your service charge, with the tax worked out by place of supply.

  • Quantity in man-days so a line reads 1,092 man-days at ₹720.
  • Service charge as its own line, taxed the same way as the wages it sits on.
  • A site name in the line description when one client has several locations.
  • IGST without thinking when a client's GSTIN is from another state.

Illustration of GST tax invoice INV-2026-27-0213 to Ravi Stores with CGST 9% and SGST 9%, round off, a UPI QR code and the amount in words.

A monthly manpower invoice with man-days, service charge and GST.

Codes and components

SAC codes for what you bill, and the components you pay

Most agencies bill labour supply under heading 9985 and charge 18% GST on the whole invoice, wages included, under forward charge as notified; check how your contracts and clients are treated. Rates change, so confirm the rate for your goods with your CA or the GST portal before you rely on it.

ItemCode or ruleWhere it sits in SimpleERP
Other employment and labour supply servicesSAC 998519Service on the client invoice
Contract staffingSAC 998513Service on the client invoice
Permanent placement feeSAC 998512Service billed once on joining
Basic, HRA, special allowanceEarningsSeeded salary components
Provident fund12% of Basic as seededDeduction and employer contribution
ESIAdd as a componentDeduction you create and set
Salary advanceMonthly recoveryRecovered by each payroll run
Common SAC codes and payroll components for a manpower agency (confirm codes and rates with your CA)

Payroll

Pay a few hundred deployed workers without a second spreadsheet

Enter attendance from the client-signed sheet on the daily sheet, or let site supervisors and workers check in from their phones. The monthly run turns present days and loss of pay into payslips, then posts wages and deductions to the books when you approve it.

  • Mark all present, then change only the absences from the sheet.
  • Departments named after clients so the payroll register reads site by site.
  • Advances paid on the 10th and recovered from the next wages automatically.
  • Payslips on the worker's phone once the run is approved.

Illustration of the daily attendance sheet on a phone with a Mark all present button.

Workers check in from their phones, and HR corrects the day from the sheet.

Collections

Know which client is sitting on last month's wages

You pay workers before most clients pay you, so the gap is your working capital. Receipts are allocated to the invoices they settle, and the ageing report shows each client by bucket.

  • Receivables ageing by client, from current to over 90 days.
  • TDS deducted by the client recorded with a journal against that client, so the balance clears.
  • Customer statements you can print or share before a follow-up call.
  • Credit notes when a client disputes days or a rate.

Illustration of receivables ageing: ₹2,14,800 to collect across 5 buckets, with customer totals.

Client receivables by ageing bucket.

Ready on day one

What you don't have to set up

Sign-up seeds the defaults a services business needs, so a staffing agency can bill and pay in its first month without designing a chart of accounts.

  • Accounts for salaries, salaries payable, PF payable and TDS payable already mapped.
  • GST rates split into CGST, SGST and IGST, chosen by place of supply.
  • Salary components for Basic, HRA, PF, PT and TDS, plus a default shift and leave types.
  • Seven ready-made roles, including HR Manager for payroll and Employee self-service for workers.

By job

Manpower and staffing by job

One system

The modules that do this work

An invoice posts the receivable and the GST; attendance feeds payroll, payroll posts wages, PF and recoveries, and receipts clear the client's balance.

Honest limits

What SimpleERP does not do for manpower agencies yet

These matter to almost every staffing business, so they are listed up front.

  • Client-wise shift rosters or deployment planning. Workers have one shift on their record.
  • ESI as a preset. Add it as a deduction and employer contribution component yourself.
  • Contract labour (CLRA) registers, forms or returns, and PF or ESI challans.
  • Timesheet or attendance import from a client's file. Attendance is marked on screen or by phone.
  • TDS deducted by clients is not tracked automatically. Record it with a journal against the client.
  • Weekly or daily wages. Payroll runs monthly.

Getting started

Start with your first invoice

  1. Sign up with your phone

    Name, phone number and a password. No card for the seven-day trial, and email is optional.

  2. Tell us about the business

    Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.

  3. Add what you sell

    Add each category you supply, such as housekeeping, loading or office staff, as a service with its SAC code and GST rate. There is no stock to load.

  4. Post your first GST invoice

    Pick the customer, add lines and save. Your first GST invoice can be out within 10 minutes of signing up.

FAQ

Questions, answered

Is GST charged on the wages part of a manpower invoice?

Generally yes. GST applies to the whole value you bill, including the wages you pass through, not only your service charge, unless a specific exemption covers that client. In SimpleERP the man-days line and the service charge line both carry the rate you set. Rates change, so confirm the rate for your goods with your CA or the GST portal before you rely on it.

Can SimpleERP bill a client from attendance automatically?

No. Attendance feeds payroll, not invoices. Raise the client invoice from the signed sheet by entering man-days on each service line; picking the client and the service fills the rate and tax.

Can it handle 300 or more workers on payroll?

Yes. Members are unlimited, the daily sheet marks everyone present in one step, and one monthly run builds every payslip. Workers are added one by one on screen, as there is no employee import.

How do I record TDS a client deducted under 194C?

Record the receipt for the amount the client paid, then post a journal that moves the deducted TDS from the client's balance to a TDS receivable account. The invoice then shows as settled, and the receivable stays in your books until you claim it.

Related

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