HR · Payroll · Compliance
Payroll and HR software that posts itself to the school's books
Staff records, leave, salary structures, PF, ESI, professional tax and TDS, payslips staff can download — and every salary run posted to the same ledger as the fees, so income and expenditure is one statement.
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Works with
CBSE
ICSE
State boards
IB & Cambridge
Multi-campus groups
What ships in hR & payroll
Counted from the software, not the brochure.1
Ledger — salaries and fees post to the same books
4
Statutory deductions handled: PF, ESI, PT, TDS
0
Spreadsheets between the leave register and the salary run
1
Click for a staff member to download their own payslip
Staff records
The file a school actually needs to produce
Teaching staff records get asked for by inspections, affiliations and audits, and the request is always for the same things: qualifications, appointment letter, police verification, and the dates on all of them. Kept in a cupboard, assembling that takes a week. Kept here, it is a screen.
- 01 Qualifications and appointment history Degrees, B.Ed, training, subjects qualified to teach, and every designation held with its date.
- 02 Documents with expiry where it applies Appointment letter, police verification, medical certificate, contract end date. What expires in the next month is a list.
- 03 Teaching and non-teaching, on the same footing Drivers, attendants, office staff, wardens and mess staff are staff, with their own leave and salary rules.
- 04 Departments, reporting and roles Who reports to whom, and which of the seventeen system roles each person holds — which is what decides what they can see.
Leave & attendance
Leave that reaches the salary run without being re-typed
The gap that costs schools money every month: the leave register is one book, the salary sheet is another, and somebody transcribes between them. Here leave is applied for, approved and accrued in the system, staff attendance is marked in the same system, and the salary run reads both. An unpaid day is deducted because the leave record says so.
- 01 Leave types with accrual and carry-forward Casual, earned, medical, maternity and vacation — each with its own accrual rate, annual cap and carry-forward rule.
- 02 Applied for and approved in the app A teacher applies on their phone, the principal approves, the balance updates. No form on a desk.
- 03 Loss of pay flows to payroll Leave without balance becomes an unpaid day and is deducted in that month’s run. Nobody calculates it separately.
- 04 Substitutions follow the absence An approved teacher absence is what the timetable module uses to offer substitutes for that day’s periods.
Salary & compliance
One run, with the statutory arithmetic already done
A salary structure is components — basic, DA, HRA, conveyance, special allowance — plus deductions, some of which are statutory and have rules that change. The run applies the structure, computes PF and ESI on the right wage base, applies professional tax for the state, deducts TDS against the projected annual liability, and posts the whole thing to the ledger as a set of journal entries.
- 01 Salary structures per grade Components as amounts or percentages, assigned per grade and overridable per person, with an effective date so a revision does not rewrite history.
- 02 PF, ESI and professional tax Computed on the correct wage base with employer and employee shares separated, and the state’s PT slab applied.
- 03 TDS against a projected annual liability Rather than a flat guess, with declarations and proofs recorded, so March is not a reconciliation crisis.
- 04 Posted to the ledger, not exported to it Gross salary as an expense, deductions as liabilities, net as a bank payment. The income and expenditure statement includes payroll because payroll wrote to it.
Capabilities
Everything in the hR & payroll module
Staff records
Personal, qualification, appointment and document history for teaching and non-teaching staff.
Document expiry
Police verification, medical, contract end and appointment letters, with a warning list.
Leave management
Types with accrual, caps and carry-forward; applied for and approved in the app.
Staff attendance
Marked or from a biometric device, feeding loss-of-pay directly.
Salary structures
Components per grade with effective dates and per-person overrides.
Payroll run
Monthly run with arrears, bonus, incentives and one-off deductions.
PF & ESI
Employer and employee shares on the correct wage base, with contribution reports.
Professional tax
State slab applied automatically per staff member’s location.
TDS
Projected annual liability with declarations and proof records, and Form 16 data.
Payslips
Generated, e-mailed and downloadable by the staff member themselves.
Bank transfer file
Salary payment file for bulk transfer, plus a register for the auditor.
Per-campus payroll
Each campus runs its own with group-level consolidation for the trust.
In practice
How a payroll month runs
STEP 01
Build the establishment
Staff records with qualifications and documents, departments, grades and salary structures. Leave types with their accrual rules. Done once, revised when a policy changes.
STEP 02
Run the month
Attendance and approved leave are already in the system. Add arrears, incentives or one-off deductions, then run payroll — statutory deductions are computed rather than looked up.
STEP 03
Pay, post and file
Generate the bank transfer file and the payslips, which staff download themselves. The journal entries are already in the ledger, so the month’s income and expenditure is complete without a second entry.
Honest limits
What this module does not do
Stated here so it comes up now rather than in month three. If one of these is a hard requirement, tell us on the call and we will say plainly whether it is on the roadmap or not for us.
| You might expect | What we actually do | Status |
|---|---|---|
| Filing PF, ESI and TDS returns on your behalf | Correct computation and the reports and challans your accountant needs. Filing is done by you or your CA | By design |
| Form 16 generated as a signed PDF | The underlying data and a downloadable statement. The signed Form 16 comes from your TDS filing utility | Partly |
| Recruitment, applicant tracking and interviews | Staff records from appointment onwards. Hiring pipeline is not modelled | Not yet |
| Appraisal and performance review cycles | Designation history and remarks. No structured appraisal cycle with ratings | Not yet |
| Gratuity and pension scheme administration | Recorded as components where you pay them. Not an actuarial administration module | Partly |
| Multi-state payroll for staff in several states | Professional tax per staff member’s state is applied. Broader multi-state complexity should be discussed before you buy | Depends |
Connected
What hR & payroll is wired to
Nothing here is a separate product with an import step. These modules read and write the same student record, which is the entire point.
Fees & finance
The same ledger. Salary expense and fee income appear on one income and expenditure statement.
Attendance
Staff attendance and approved leave, which decide loss of pay.
Timetable
An approved teacher absence is what triggers the substitution list.
Student information
Class-teacher assignment, and the staff-ward concession on a colleague’s child.
Transport
Drivers and attendants are staff, with licence expiry tracked in both places.
Security & roles
Which of the seventeen roles a staff member holds, and therefore what they can see.
Questions
HR & payroll — questions we get asked
Something not answered here?
Does payroll really post to the same ledger as the fees?
Yes, and it is the reason this module exists here rather than as a separate product. A salary run posts gross pay as an expense, each statutory deduction as a liability and the net as a bank payment. The month’s income and expenditure statement therefore includes payroll without anybody entering it a second time — which is the step where school books usually diverge.
Do you compute PF and ESI correctly?
PF and ESI are computed on the applicable wage base with employer and employee shares separated, and the contribution reports your accountant needs are produced. We compute; we do not file. Filing stays with you or your CA, and we would rather say that plainly than imply a compliance guarantee we cannot stand behind.
How is TDS on salary handled?
Against a projected annual liability rather than a flat monthly guess, with staff declarations and proof records held on file. That means March is a reconciliation rather than a crisis. The data for Form 16 is available; the signed form itself comes from your TDS filing utility.
Can leave without balance become a salary deduction automatically?
Yes. Leave applied for beyond the available balance is recorded as loss of pay and deducted in that month’s run. This is the single biggest source of manual work the module removes, because in most schools the leave register and the salary sheet are two books maintained by two people.
Can a salary revision be backdated?
Yes, with an effective date, and arrears are computed for the intervening months rather than being worked out by hand. The previous structure stays in history, so a payslip from before the revision still reflects what was actually paid.
Do staff get their own payslips?
Yes — each staff member downloads their own from the staff app or portal, and payslips can be e-mailed on generation. That removes a recurring office task, and it means a staff member asking for last April’s payslip does not need anybody to find it.
Are non-teaching staff handled?
Yes, on the same footing — drivers, attendants, office staff, wardens, mess and housekeeping. They have their own leave rules, salary structures and, where relevant, document expiry such as a driving licence, which the transport module also reads.
Can each campus in a group run its own payroll?
Yes. Each campus has its own establishment, its own salary run and its own books, with consolidation at group level for the trust. Staff shared between campuses are handled as one person with a primary campus.
Next step
Run one month of your own payroll
Bring one department’s salary structure and last month’s leave register. On the call you will see the run, the deductions and the journal entries it posts.
- No card required
- Your data stays yours — export any time
- Setup help included