Free HRMS & Payroll Software Cost Calculator

What decides HRMS cost

Employee count matters less than many people expect. The price steps up with team size, and the card shows each line, because larger teams need bulk uploads, more approval levels, department-wise reports and faster payroll runs, not because each employee costs extra.

Modules matter more. Payroll carries most of the work: salary structures, arrears, loans and advances, statutory deductions and the monthly reports your accountant files. Biometric device integration needs testing with your actual machines. Recruitment, appraisals and expense claims each add their own forms, approval flows and reports.

Locations add setup for each site: shifts, holidays, attendance devices and, where the state levies it, professional tax at that state rate.

Payroll with PF, ESI and PT

Indian payroll has rules that generic HR software often handles only partly. PF is calculated on basic pay and DA, usually up to the statutory wage ceiling unless you contribute on full wages. ESI applies to employees whose gross pay stays within the notified limit. Professional tax differs by state, and some states do not levy it at all.

A custom payroll module follows your own salary structure and the rules that apply to each employee, then produces payslips, the bank transfer file and the monthly PF and ESI figures. Statutory rates change from time to time, so the rates can be kept in settings your HR team or CA updates.

Custom HRMS or a ready-made product?

Ready-made HR and payroll products such as Zoho People, Keka or greytHR suit many companies. They usually run on a subscription and give you a tested product quickly.

A custom HRMS fits when your rules do not match a standard product: shift patterns in a factory, piece-rate or incentive pay, contractor attendance, or approvals that follow your own hierarchy. It also helps when HR data needs to feed your ERP for costing. Our HRMS development service page covers how we plan these builds.

How long an HRMS build takes

Build time grows with each priced module, and the card shows the timeline for your selection. Payroll should run in parallel with your current method for at least one month before you switch, so plan go-live around a salary cycle.