What is the cost of payroll software for a 50-employee company in India?
For a 50-employee company, cloud payroll SaaS platforms like GreytHR, Kredily, or Zoho Payroll cost approximately ₹1,500–₹6,000 per month (₹30–₹120/employee/month). Annual cost: ₹18,000–₹72,000. This typically includes attendance management, payroll processing, payslip generation, statutory compliance (PF/ESI/PT/TDS), and employee self-service. One-time implementation and data migration support is usually included at this employee size. Compare this to ₹15,000–₹25,000 per month for a dedicated payroll executive doing the same work manually.
Can payroll software automatically file PF and ESI returns in India?
Yes – leading payroll platforms like GreytHR, Keka, Spine Payroll, and Saral PayPack generate the EPFO ECR (Electronic Challan cum Return) file ready for direct upload to the EPFO unified portal, and the ESIC monthly contribution statement for the ESIC portal. The software calculates employee and employer PF/ESI contributions based on current rate schedules, generates challan for payment, and produces Form 12A (PF) and accident register (ESI). Always verify that your chosen software uses the latest EPFO wage definition under the new Wage Code.
How does payroll software integrate with biometric attendance machines?
Payroll software integrates with biometric devices in three ways. Direct SDK integration uses the device manufacturer's API or SDK to pull punch data in real time or at scheduled intervals – the most reliable method, supported by platforms like Keka, GreytHR, and HRMantra for 50+ device models. Database integration pulls data directly from the device's local database (Access or SQL) via ODBC – reliable for on-premise setups. File-based integration imports attendance logs exported as CSV or TXT from the device – the simplest but most error-prone method requiring manual export triggers.
What is the difference between on-premise and cloud payroll software?
On-premise payroll software is installed on your company's own server – you own the license, data stays on your hardware, and you manage updates and backups. It suits companies with strict data residency requirements or limited internet connectivity, with one-time costs of ₹50,000–₹5,00,000. Cloud payroll software is hosted by the vendor on their servers – accessible from any browser or mobile app, updated automatically, with subscription pricing of ₹30–₹300/employee/month. Cloud is recommended for most Indian companies as it eliminates IT infrastructure costs, provides automatic compliance updates, and offers anywhere access for remote HR teams.
How does the new Wage Code affect payroll software configuration in India?
The Code on Wages 2019 redefines 'wages' to cap allowances at 50% of total compensation – meaning basic salary + DA must constitute at least 50% of CTC. This has direct impact on PF contribution computation (PF is calculated on basic + DA) and gratuity calculation. Payroll software must be configured with the new wage definition to produce legally compliant PF ECR files and gratuity provisioning. Always confirm with your software provider that their calculation engine is updated for the Wage Code definition applicable in your state, as implementation timelines vary.
