PF & ESI Return Filing
Monthly ECR & ESI contributions, on time
Monthly PF ECR and ESI contribution filing with challan generation, new-joiner/exit updates and full statutory register maintenance.
What's included
- Monthly ECR preparation & upload
- ESI contribution filing
- UAN / IP onboarding & exits
- Statutory registers maintained
Understanding PF & ESI Return Filing
Once your establishment is registered under the Employees' Provident Fund (EPF) or Employees' State Insurance (ESI) schemes, monthly compliance becomes a fixed rhythm: compute contributions on each employee's wages, deposit them, and file the returns. The PF Electronic Challan cum Return (ECR) and payment are due by the 15th of the following month, and ESI contributions are likewise due by the 15th. Miss the date and interest at 12% per annum plus escalating damages of up to 25% per annum apply automatically.
The calculations are fiddly in exactly the ways that cause notices: PF at 12% of basic wages plus dearness allowance from both employee and employer (with the employer's share split between EPF and EPS), ESI at 0.75% employee and 3.25% employer on gross wages up to ₹21,000, new joiners needing UAN generation and Aadhaar seeding, and exits needing date-of-leaving updates. One wrong wage head or a missed joiner and the ECR bounces or the employee's passbook shows a gap.
At ₹1,499 per month, we run this entire cycle for you: wage-register review, contribution computation, ECR preparation and upload on the EPFO portal, ESI return filing, challan payments coordination, and UAN/IP management for joiners and leavers. You get a fixed monthly close, employees get uninterrupted credits, and inspections stop being scary.
Who needs this?
Establishments with 20 or more employees (PF)
EPF registration is mandatory once headcount touches 20, and monthly ECR filing starts immediately after. The obligation continues even if headcount later falls.
Establishments with 10 or more employees (ESI)
ESI applies at 10 employees in most states for units in implemented areas, covering staff earning gross wages up to ₹21,000 per month (₹25,000 for persons with disability).
Companies that registered voluntarily
Many startups take PF registration voluntarily to satisfy enterprise clients or attract talent. Voluntary coverage carries the same monthly filing duties as mandatory coverage.
Employers with registrations but zero filings
If you registered months ago and never filed, dues, interest and damages are accumulating. We reconstruct past months and regularise before a notice arrives.
Businesses whose accountant handles books but not payroll compliance
PF and ESI portals, wage definitions, and KYC seeding are specialised work. We slot in alongside your existing accountant and take just this piece.
Contractors on client sites
Principal employers routinely demand monthly PF/ESI challans and ECR copies from contractors before releasing payments. Timely filing keeps your invoices moving.
When this is NOT the right fit
| Your situation | What applies instead |
|---|---|
| ✕You have no PF or ESI registration yet | Returns can only be filed against an existing establishment code. If you are crossing the headcount thresholds, you need registration first — we offer that as a separate service. |
| ✕All employees earn above ₹21,000 gross and you seek ESI filing only | Employees above the wage ceiling are outside ESI coverage. If no employee is coverable, there is nothing to file beyond maintaining the registration. |
| ✕You engage only freelancers and consultants | PF and ESI apply to employees drawing wages, not to independent contractors paid on invoices. Misclassifying staff as consultants to avoid PF is a common inspection finding, though — happy to review your setup. |
Not sure which applies to you? Message us — we'll point you to the right service in minutes, free.
Documents you'll need — and why
PF establishment code and ESI registration details
We file on the EPFO unified portal and ESIC portal under your establishment login, so codes and portal credentials are needed to begin.
Monthly wage register or payroll sheet
Contributions are computed on specific wage components — basic plus DA for PF, gross wages for ESI — so we need the component-wise breakup, not just net salary.
Employee master with UAN, Aadhaar and bank details
Every employee's UAN must be Aadhaar-seeded for contributions to credit properly; gaps here are the top cause of rejected ECRs and employee complaints.
Joiner and leaver details for the month
New joiners need UAN generation or linking and ESI IP registration before the return; leavers need date of exit marked, or their passbooks show phantom employment.
Previous challans and ECR copies (for takeovers)
When we take over mid-year, past filings let us verify opening balances and catch unnoticed defaults before they surface in an inspection.
Digital signature or e-sign access of the authorised signatory
Certain portal actions, like KYC approvals and exit marking, require the employer's DSC or e-sign, so we set this up once at onboarding.
How it works, step by step
- 1
One-time onboarding
Days 1-3, first month onlyWe map your wage structure to PF and ESI definitions, audit the employee master for UAN/Aadhaar gaps, and fix KYC issues that would block future credits.
- 2
Monthly payroll data receipt
By the 5th of each monthYou send the month's wage sheet and joiner/leaver list by an agreed date, typically the 5th. A simple template keeps this to a ten-minute task on your side.
- 3
Computation and validation
6th-9th of the monthWe compute EPF, EPS, EDLI and ESI contributions per employee, validate against the portals, and send you a contribution summary and challan amount for approval.
- 4
ECR upload and payments
10th-14th of the monthOn your approval we upload the ECR, generate the PF challan, file the ESI monthly contribution, and coordinate payment from your bank before the 15th.
- 5
Confirmation and records
By the 15thYou receive filed ECR copies, paid challans, and an updated compliance tracker. Half-yearly ESI returns and annual tasks are handled as they fall due.
Due dates to know
PF contribution and ECR
15th of the following month
Payment and return are combined in the ECR on the EPFO portal.
ESI contribution
15th of the following month
Monthly contributions filed on the ESIC portal.
ESI half-yearly return of contributions
11 November (Apr-Sep) and 11 May (Oct-Mar)
Compiled from the monthly filings; included in our service.
What non-compliance costs
Late deposit of PF contributions
Interest at 12% per annum under Section 7Q plus damages under Section 14B ranging from 5% to 25% per annum depending on the length of delay.
Late deposit of ESI contributions
Simple interest at 12% per annum plus damages up to 25% of the amount due, levied by ESIC after a show-cause process.
Deducting employee share but not depositing it
Treated as criminal breach of trust; prosecution provisions under both Acts apply, and the amount is disallowed as a tax deduction in your books.
Employee's contribution deposited after the due date
Income tax law permanently disallows the deduction for late-deposited employee contributions — a tax cost on top of PF/ESI interest and damages.
Non-filing detected in inspection
Assessing officers can determine dues under Section 7A (EPF) or Section 45A (ESI) on best-judgement basis, often far higher than actual liability.
Why doing this right pays off
Never miss the 15th
A fixed monthly workflow with reminders on both sides means contributions and returns go out on time, every time, and interest and damages simply never arise.
Employees see their money
Correct UAN seeding and exit marking mean PF passbooks update cleanly and ESI cards work at hospitals — fewer HR escalations and better retention.
Inspection-ready records
Every challan, ECR, and contribution register is filed and archived systematically, so a PF or ESI inspection becomes a document handover, not a crisis.
Client and tender compliance
Principal employers and government tenders demand proof of PF/ESI compliance. We provide the monthly challan bundle your clients ask for, ready to forward.
Tax deductions protected
Employee contributions deposited on time remain deductible in your income tax computation, avoiding a permanent disallowance that silently inflates your tax bill.
Common DIY mistakes we see
- Computing PF only on a shrunken basic salary — authorities and courts look at the substance of wage structure, and artificially low basic invites Section 7A assessments.
- Missing UAN Aadhaar-seeding for new joiners, so the ECR uploads but the employee's contribution sits unallocated and surfaces as a grievance months later.
- Not marking date of exit for leavers, which blocks their PF withdrawal or transfer and generates complaints against your establishment.
- Skipping ESI for eligible employees hired mid-year on the assumption that coverage is checked only at registration — coverage is tested every month.
- Paying contributions on the 16th or 17th thinking a day or two is harmless — the income tax disallowance for late employee-share deposit has no grace period.
Frequently asked questions
Monthly PF ECR preparation and filing, ESI contribution filing, challan generation, UAN generation and KYC for joiners, exit marking for leavers, and the ESI half-yearly return. Pricing assumes up to about 20 employees; we quote a small add-on beyond that.
Not sure if this is the right service?
Message us on WhatsApp — a real expert replies, usually within minutes.
All-inclusive professional fee. Government fees (if any) extra at actuals.
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AGM & DIR-3 KYC deadline — FY 2025-26
30 September 2026 — book now and beat the last-minute rush.