TDS Deduction Tracker Worksheet (Editable, Excel Export)
Every month, accountants in Indian companies work out TDS on contractor, professional, rent and purchase payments. This tracker keeps each bill, section, rate and deduction in one table so that TDS payable, vendor net payments and the monthly challan amount can be checked before you pay.
| Vendor | Bill no | Bill date | TDS section | Amount for TDS (excl. GST) | TDS rate % (%) | TDS deducted | GST on bill | Net payable to vendor | |
|---|---|---|---|---|---|---|---|---|---|
Rs 1,700 | Rs 87,550 | ||||||||
Rs 6,000 | Rs 64,800 | ||||||||
Rs 12,000 | Rs 129,600 | ||||||||
Rs 450 | Rs 530,550 |
Rates change by Finance Act, deductee type and PAN status, so type the rate you have confirmed rather than relying on the sample values. Where GST is shown separately on the invoice, TDS is generally computed on the amount excluding GST; confirm with your adviser. Not tax advice.
Add TDS checks to your ERP workflow
Optional: a look at how bill booking could flag section and threshold issues before payment.
Optional. The tool and every export work without this. No spam.
How to use the tracker
Enter one row per vendor bill. Choose the section, type the base amount excluding GST and the rate that applies to that vendor. The worksheet computes the TDS and the net payable after adding GST. Totals show the TDS to deposit and the overall effective rate, which is a quick sanity check for the month. Export to Excel and attach it to your TDS challan working.
- Check the deductee PAN and category before choosing a rate
- Look at threshold limits per bill and per year for the section
- Keep the deduction date, not only the bill date, for deposit due dates
Sections commonly used by manufacturers
Section 194C covers payments to contractors and transporters, 194J covers professional and technical fees, 194I covers rent, 194H covers commission and brokerage, and 194Q applies to a buyer with prior-year turnover above the notified limit purchasing goods above a threshold in a year. Each has its own rate, threshold and exceptions, and tax deducted is deposited by the seventh of the next month, with March handled differently. Always confirm current thresholds before relying on them.
Common mistakes
Frequent issues include computing TDS on the GST-inclusive amount when GST is shown separately, applying the wrong rate to individuals compared with companies, missing the higher rate where PAN is not available, and deducting under 194C when the service is professional. Reconcile the tracker with your TDS payable ledger in Tally Prime, Busy or Zoho Books each month and with Form 26AS or the annual information statement of the deductee.
Frequently Asked Questions
Does this calculate the correct rate for me?
No. You enter the rate, because it depends on the section, the deductee and PAN status and changes over time. The sheet applies your rate consistently and totals the result.
Is TDS computed on GST?
Where GST is shown separately in the invoice, TDS is generally deducted on the value excluding GST. If it is not separately shown, the whole amount is the base. Confirm with your tax adviser.
When is TDS deposited?
Generally by the seventh of the month following the deduction, with a different date for March. Your adviser can confirm exceptions and interest on late deduction or deposit.
Can I use it for 194Q?
You can record 194Q lines, but the threshold is cumulative over the year, so track purchases from each seller separately. This sheet does not accumulate across lines for threshold testing.
If vendor bills sit in an ERP and TDS is calculated again outside it, we can discuss rules-based flags that appear at the time of booking.
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