House Help Salary & Advance Register (Excel)
The cook, the cleaner, the driver, the nanny: paying them fairly and on time is easier with a written record that both sides can trust. List each person once with their monthly salary and paid leaves; each month enter the leaves taken, any bonus and any advance being recovered, and the register works out what to pay. Advances given and recovered are tracked person by person, and a receipt sheet prints a payment slip to be signed.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Month | Name | Leaves taken | Bonus / extra | Advance recovered | Paid on | Mode | Note | Monthly salary | Paid leaves | Extra leaves | Leave deduction | Net paid |
| Sep-26 | Sunita Devi | 2 | 01-10-2026 | UPI | 7,000 | 2 | 0 | 0 | 7,000 | |||
| Sep-26 | Ramesh Kumar | 1 | 1,200 | 2,000 | 01-10-2026 | Bank transfer | Overtime 6 hours | 16,000 | 2 | 0 | 0 | 15,200 |
| Sep-26 | Kamla | 3 | 01-10-2026 | Cash | 4,500 | 2 | 1 | 150 | 4,350 | |||
| Oct-26 | Sunita Devi | 3 | 1,000 | 31-10-2026 | UPI | Festival bonus | 7,000 | 2 | 1 | 226 | 7,774 | |
| Oct-26 | Ramesh Kumar | 2 | 3,000 | 2,000 | 31-10-2026 | Bank transfer | Festival bonus | 16,000 | 2 | 0 | 0 | 17,000 |
| Oct-26 | Kamla | 2 | 1,000 | 31-10-2026 | Cash | Festival bonus | 4,500 | 2 | 0 | 0 | 5,500 |
What's inside
- Staff sheet: name, work (cook, cleaning, driver, nanny, gardener, guard, elder care), phone, address, start date, monthly salary, paid leaves per month, ID proof and police verification noted, emergency contact
- Pay register: one row per person per month with leaves taken, extra leaves beyond the allowance, leave deduction worked out on the days of that month, bonus or overtime, advance recovered and net amount paid, with date and mode of payment
- Advances sheet: date, person, amount given, reason and the planned monthly recovery
- Summary sheet: for each person, salary, months paid and amount paid this year, advances given, recovered and still outstanding
- Receipt sheet: pick a name and month to print a payment receipt with a signature line
How to use it
- On the Settings sheet type your household name, currency symbol and the first month of your year (for the yearly totals).
- On the Staff sheet list each person with their monthly salary and how many paid leaves a month you have agreed.
- When you give an advance, add a row on the Advances sheet.
- At salary time, add one row per person on the Pay register: the month, the name, leaves taken, any bonus and any advance you are recovering this month. Check the net amount, pay it and type the date and mode.
- Open the Receipt sheet, pick the name and month, print it and ask the person to sign. Keep the signed copy.
- Look at the Summary sheet to see how much advance is still to be recovered from each person.
Tips
- Agree on salary, paid leaves, weekly off and notice period at the start and write them in the Notes column; most disputes come from things never said.
- The leave deduction is worked out as monthly salary ÷ days in that month × extra leaves. If you have agreed a different rule (for example no deduction at all), type 0 leaves or adjust with the Bonus column and add a note.
- Recover advances in small, agreed amounts rather than all at once.
- Rules on minimum wages, registration and social security for domestic workers differ by country and state; check what applies where you live.
- Paying by UPI or bank transfer leaves a record for both of you; note the mode in the register either way.
Questions and answers
How is the leave deduction calculated?
Extra leaves = leaves taken − paid leaves allowed (never below zero). Deduction = monthly salary ÷ number of days in that month × extra leaves, rounded to a whole amount. A 30-day month and a 31-day month therefore give slightly different daily rates.
How do I record an advance?
Add the amount you gave on the Advances sheet. In each later month type the part you are recovering in the "Advance recovered" column of the Pay register; the Summary sheet shows what is still outstanding.
Can I pay half a month to someone who joined mid-month?
Yes. In that month's row type a negative amount in the Bonus column for the days not worked (for example −3,500 for half of a 7,000 salary) and write the reason in the Note column.
Is this a legal employment contract?
No. It is a payment record. If you want a written agreement, keep it as a separate letter signed by both of you; this register helps show that payments were made as agreed.