Payroll & Payslips

Generate monthly payslips, manage allowances, and give employees secure access to their salary records — integrated with attendance, contracts, and deductions.

How Payroll Works

Each employee's salary is based on their active employment contract. When payslips are generated, the system combines the contract wage with allowances and subtracts deductions (provident fund, taxes, loans, and absences) to calculate net pay.

For hourly, hybrid, and monthly contracts that use worked hours, admins choose the hours source under System Settings → Payroll → Payslip Settings:

Check-in / check-out hours (default) — attendance clock sessions
Task / timesheet hours — completed project timesheet hours

Fixed and quantity-based salaries do not use this setting. Changing the setting only affects newly generated or regenerated payslips; existing payslips keep the hours basis they were calculated with.

Allowances

Allowances are additional payments on top of base salary. Manage them under Finance → Allowance:

House Rent Allowance (HRA)
Transport or conveyance allowance
Special or performance-based allowances

Allowances can be assigned to individual employees or applied based on role and department.

Payslips

Go to Finance → PaySlip to view and manage payslips:

HR / Admin — generate payslips for a month, review amounts, and publish them. The PDF icon opens a browser preview (with stamp and signature when configured); you can save from the viewer.
Employees — preview their own payslips from the same page (filtered to their records). Draft payslips stay hidden until HR publishes them. Employee PDFs do not include stamp or signature.

On the PDF and Word payslip, when gross earnings differ from the contract wage the slip shows a clarifying line: Overtime Pay if gross is higher, or Less Time Deduction if gross is lower. These lines explain the difference; they do not change how gross or net pay are calculated.

Generating Payslips

Open Finance → PaySlip.
Select the month and year.
The system calculates salary based on contracts, attendance, allowances, and deductions.
Review each employee's payslip for accuracy. If someone worked on a holiday or company leave day, the list shows a Needs attention badge and the detail page highlights those dates.
Publish payslips so employees can download them.

What Affects Net Pay

Base salary — from the active employment contract.
Allowances — added to gross pay.
Attendance — absences without approved leave may reduce pay.
Provident Fund — employee contribution deducted. See Provident Fund.
Taxes — calculated based on tax slabs. See Taxes & PESSI.
Loans & Advances — monthly installments deducted. See Loans & Advances.

Bank Details

Ensure employee bank account information is up to date under Employees → Salary Details before processing payroll payments.

Payslip Reports

Export payroll data from Reports → Payslip Report for accounting and audit purposes.