Arkezo team
Arkezo
Payroll takes days, leave balances cause arguments and PF and ESI are worked out by hand. What changes when attendance, leave and payroll live in one HRMS.
In many growing companies HR is a set of spreadsheets: one for attendance pasted from the biometric export, one for leave, one for salaries, and a folder of payslips made in Word. It works with fifteen people. By forty, payroll takes three days, leave balances cause arguments, and nobody is sure the PF and ESI figures are right.
Payroll needs one person for several days every month. Attendance is retyped from one file into another. Employees ask HR for their leave balance because they cannot see it themselves. Managers approve leave on WhatsApp and HR finds out later. PF, ESI, professional tax and TDS are worked out in a sheet that only one person understands. If three or more of these sound familiar, an HRMS will save real time.
Everything in payroll starts from attendance, so get that right first. Punches should turn into a daily status automatically, using your shift timings, week-offs and holidays, including night shifts that end the next morning. If staff punch in from their phones, the system should be able to check they are actually at the branch. Missed punches should go through a regularisation request the manager approves, not a quiet edit in a spreadsheet.
Leave arguments usually come from rules that live in someone's head. Put them in the system once: how many days of each type, how they accrue each month, what carries forward, and who approves. A two-step flow, manager first and then HR, keeps both informed. When employees can see their own balance, most of the questions stop.
When attendance and approved leave flow straight into payroll, loss of pay is worked out from the actual days, not from a number someone typed. Statutory deductions such as PF, ESI, professional tax and TDS should be calculated by the system on earned pay, with rates kept up to date. Statutory rules and rates change, so check your setup with your payroll consultant when you go live and whenever the rules change.
TDS on salary depends on the tax regime each employee chooses and the investments they declare. Collect those declarations in the system at the start of the year so the monthly deduction is right and March does not bring a surprise.
Payslips should be generated with the payroll run, stored, and available to each employee to download. Self-service for payslips, leave requests and leave balances takes a large share of routine questions off HR's desk.
Salary data needs tighter control than anything else in the company. Employees should see only their own. Managers need their team's attendance and leave but not their salaries. Only HR with company-wide access should see payroll, and every change should be recorded in an audit log.
A joining checklist makes sure every new person gets the same documents collected, equipment issued and logins created. At the other end, resignations should follow a clear approval path, with an exit checklist and a full-and-final settlement that includes leave encashment, worked out from the same records.
Arkezo HRMS covers all of this in one system: attendance from punches with shifts, holidays and geofenced punches by branch, leave accrual and two-step approvals, payroll with PF, ESI, professional tax and TDS on earned pay, old and new tax regime declarations, payslip PDFs, onboarding and exit with final settlement, and reports in CSV, Excel and PDF. Book a demo and we will set it up with your departments, shifts and salary structures.
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