Free tool

Payroll and Staff Cost Planner

List each staff role with head count, basic pay, allowances and the deduction and employer rates you use. The planner totals monthly payroll and cost to the school, the annual staff budget, cost per student and students per teacher, and compares two increment scenarios, all clearly marked as estimates.

Free, no login, no limit
Runs in your browser
English and Hinglish
Last updated 27 September 2026

The problem this solves

Increments and new posts are agreed in meetings without a clear view of what they add to the annual budget or to the cost per student.

NetCyberAI can automate all these types of requests. Book your free 1-month trial session instantly to streamline your workflows.

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EnglishHinglish

These are example values. Replace them with your own numbers.

Staff and pay

Staff by role

Monthly amounts per person. Enter your own deduction and employer rates; this tool does not work out statutory amounts.

Role	Teaching (Y/N)	People	Basic pay (₹)	Allowances (₹)	Employee deductions % of basic	Employer contribution % of basic	Remove

School and scenarios

Students enrolled (students)

Salary months per year (months)

Scenario A: increment (%)

Scenario B: increment (%)

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School Payroll and Staff Cost Estimate

48 staff · 620 students

· Rules last updated 27 September 2026

Monthly payroll (gross): ₹13,57,000; 48 people
Monthly cost to school: ₹14,83,880; gross pay + employer contributions
Annual staff budget: ₹1,78,06,560; 12 salary months
Staff cost per student per year: ₹28,720
Students per teacher: 18.2; 34 teaching staff
Teacher cost per student per year: ₹23,261

Cost by role (monthly)

Role	People	Gross each	Take-home each	Cost each	Total cost	Share
Principal	1	₹70,000	₹63,760	₹76,760	₹76,760	5.2%
PGT teacher	8	₹41,000	₹37,160	₹45,160	₹3,61,280	24.3%
TGT teacher	14	₹33,000	₹29,880	₹36,380	₹5,09,320	34.3%
PRT teacher	12	₹25,000	₹22,600	₹27,600	₹3,31,200	22.3%
Office and accounts	4	₹20,000	₹18,080	₹22,080	₹88,320	6%
Support staff	9	₹13,000	₹13,000	₹13,000	₹1,17,000	7.9%

Scenario comparison (annual)

Scenario	Annual cost	Per student	Change
Current	₹1,78,06,560	₹28,720	₹0
A: +5%	₹1,86,96,888	₹30,156	₹8,90,328
B: +10%	₹1,95,87,216	₹31,592	₹17,80,656

Monthly take-home paid out

₹12,39,880 after the employee deductions you entered.

Unlocked with NetCyberAI

Want this to run by itself, every day?

Numbers that fill themselvesAttendance, fees, marks and timetables come straight from the school record, not retyped.
Automatic reminders and alertsFee reminders and attendance alerts go to each family on WhatsApp, one family at a time.
Early warnings for the principalStudents, fees and classes drifting off track are flagged with an owner assigned.
Reports on a scheduleCollection, attendance and results reports ready every week without a spreadsheet.
Every campus in one viewCompare branches side by side when you run more than one school.
Free setup and staff trainingWe set it up with your team and train your staff at no cost.

Ask us which parts are live for your school today.

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How to use the Payroll and Staff Cost Planner

1Add each roleRole, whether it is teaching, head count, basic pay and allowances.
2Add your ratesEmployee deduction and employer contribution as a share of basic, as your school applies them.
3Add students and scenariosStudents enrolled, salary months and two increment levels to compare.
4ExportDownload the PDF or CSV for the management meeting.

Read the guide: Planning a School’s Payroll and Staff Budget

Questions schools ask

Does it calculate PF, ESI or TDS?

No. Statutory amounts depend on thresholds and current rules. Enter the rates you apply; the planner treats them as your estimate.

What is the cost to school?

Gross pay plus the employer contribution you entered, for every person in every role.

How is the student-teacher ratio worked out?

Students enrolled divided by the head count of roles you marked as teaching.

Can I import my staff list?

Yes. Import a CSV with the same column names as the table; export first to see the headings.

How NetCyberAI does this for you

NetCyberAI brings staff, fees and expenses into one view so the principal and owner see cost per student move as decisions are made.

See Finance