Payroll Management Process

Automate your payroll process with HivePayroll, the best payroll processing management system. HivePayroll, an India payroll management process steps.

Automate Your Payroll Process with Hivepayroll

Payroll process is complex and a correct, error free and timely processing of payroll is very important for both the organization and her employees. Managing payroll on excel or on a not up to date software can be a nightmare for the organization. For timely and correct payment of salaries and bonuses to the employees, for correct calculation of taxes and allowance and for smooth working of the organization, an effective payroll solution is very important.

The traditional methods of running of payroll process is very time consuming and require more resources to manage the payroll for your organization. Therefore, it makes the overall payroll processing vary expensive and time consuming for the organization. To overcome these issues, our team of payroll experts and developers came with HivePayroll solution. This is encrypted, secured, automated and cost effective payroll solution available to the small and medium businesses in India.

HivePayroll is a State of Art cloud-based payroll solution, and this can be managed with ease anytime, anywhere 24×7. HivePayroll makes it easy for your HR or Payroll team to manage your organization’s payroll process. You don’t need a large workforce to manage your payroll with HivePayroll. HivePayroll features such as, expense management, leave management, employee’s loans and advances and employee self-service portal will always keep your workforce happy and motivated.

Try it for Free!

How Does It Work? Follow the Following Three Steps to make your Payroll Process easy with HivePayroll

Step 1. Subscribe HivePayroll

HivePayroll is an encrypted, secured, automated and cost-effective payroll solution available for your organization. Click on the “Sign Up” button to start your 15 DAYS FREE TRIAL now!

Step 2. 15 DAYS for Free

HivePayroll provides all new clients first 15 DAYS use of payroll solution for free. Until you are ready, please practice with the sample data provided with signed up version. Once you are ready, start using payroll with your actual data and enjoy free trial for first 15 DAYS form the date of first sign up to HivePayroll

Step 3. Continue Using

After completion of first 15 DAYSfrom the sign-up date, HivePayroll will start billing your organization on monthly basis for the payroll bundle you have signed for. Pay your invoices per month and keep using the HivePayroll solution for progress of your organization. No fixed term contract is required to use HivePayroll.

Advantages of HivePayroll over conventional software

1. Security

We understand that the security of data is highly important to any organization. To ensure this, your HivePayroll data and transactions are encrypted, secured, and protected by a double layer SSL certificate. On top of this, the HivePayroll allows their clients to add or reduce the number of authorizations required for the transaction to be completed. For example, an organization can allow her CFO to directly complete the payroll process for entire organization or the organization can set up a two-level approval for the respective department head and CFO, which allows individual managers to request payroll.

2. Accessibility

Easy Accessibility is another strength of HivePayroll. This allows your organization’s executives and managers to check, approve or reject payroll, leave request, expenses claim, loan request etc. remotely. Waiting for a physical presence of a managers for an approval can be painful and leaves negative impact on the employee waiting for approval. Hive resolves this issue to keep both business and employee happy by giving anytime, anywhere, 24x7 access to both employees and managers to track and complete the request.
In addition to this, the digital documents can be downloaded and used instantly to share the required information.

3. Ease of Usage

HivePayroll interface is user friendly and very simple to use by employees, managers, and HR etc. Employees can use employee self service portal to check their work schedule and attendance. Past payslips are available all the time and if an employee needs his past payslip for a loan application or a mortgage, they can download and share the same with their banks confidently. They can request a leave and even edit or cancel a leave anytime from anywhere.

4. Versatility

HivePayroll has key modules such as employee master, payroll processing, expenses management, leave management, employee loans and advances management, reporting and statutory compliance. Functionality of these modules can be customized to meet your organization’s requirements with no hassle. The modules already have many flexible options available in form of configuration. You don’t need to be an IT expert to select options while setting up the organization, when you start your subscription. In addition to this, the digital documents can be downloaded and used instantly to share the required information.

5. Highly Scalable

At HivePayroll, all packages give you access to run payroll for up to 20 employees at a very low fixed monthly price. Therefore, if you have small workforce of up to 20 employees, you can work with a monthly budget of costs starting from ₹ 1,199 per month. With increase in number of employees above 20 you will pay a small monthly fee for each additional employee added in your organization. This gives complete scalability to your organization to add or remove as many employees and HR user as you want to run the organization. Our monthly price packages are designed for the small and medium businesses in India. This helps the organization in decision making for, how much they need to spend on the workforce every month. All prices are including all taxes, therefore, no hidden costs while using HivePayroll.

The monthly payroll run, step by step

Payroll is a sequence, and most of the pain in it comes from doing the steps out of order — running payroll before attendance is settled, filing before the data is clean, discovering a wrong payslip after the money has moved.

This is the order HivePayroll is built around.

1. Settle attendance before you run anything

A pre-payroll attendance report shows the month exactly as payroll will read it. Exceptions get resolved here — the forgotten check-outs, the pending corrections, the shortfalls — while fixing them is still cheap. See attendance and timesheets.

2. Run payroll

You can run the whole company, or run payroll for the specific people you name — which is what you want for a mid-month joiner, a correction, or a single held salary, rather than reprocessing everyone on the same salary structure.

3. Check the run before it becomes payslips

The run detail shows what was calculated and for whom. Loss of pay is capped so it can never come to more days than the month actually has — a class of error that is easy to miss and expensive to reverse.

4. Publish payslips

Payslips are available to employees in their own space, and can be taken as one document for several employees or as one file each.

5. Pay people

The bank advice file is produced ready to hand to the bank, with anyone missing account details flagged first — before the file goes, not when it bounces.

6. File what is due

PF ECR, ESIC, Professional Tax, LWF, NPS and the TDS position all come out of the run you have just completed. See statutory compliance and TDS management.

What else goes into a payroll run

Salary is rarely just salary. HivePayroll handles the things that sit alongside it in the same run:

Loans and advances, with recovery scheduled against the payroll they come out of
Reimbursements and expense claims, submitted by employees and reviewed before they are paid
Flexible benefits and LTA, selected by the employee and reflected in the tax computation
Arrears and increments, applied to the periods they belong to
Exits and full and final settlement, handled end to end — including a held salary, and the months a leaver was never paid for

Salary structures

Salary structures define the components — earnings, deductions and employer contributions — that make up a CTC, and how each behaves for tax and statutory purposes. Employees see the breakdown of their own salary and what tax has been taken, without asking payroll for it.

Setting up: the parts that decide everything later

Most payroll problems are configuration problems that surfaced three months in. What you set up first:

Masters — departments, designations, grades, cost centres, business units, locations and employment types. Every report filters by these, so getting them right is worth an hour.
Holiday calendars, which can differ by site
Leave rules — see leave management
Approval workflows, so a request reaches the right person rather than the nearest one
Staff accounts and permissions, deciding who can see what
Letter templates for offer, confirmation and experience letters

Onboarding someone new

You can add an employee in four fields and complete the rest from their profile when you have it — which matches how hiring actually works, where the PAN arrives a week after the joining date. A guided joining checklist makes sure nobody starts work on a half-finished record, and one profile page holds pay, leave, attendance, documents, statutory details and history.

Knowing what happened, and who did it

Every employee record carries a full history of who changed what and when, and an activity log covers the wider system. When a figure is questioned six months later, the answer is in the record rather than in someone’s memory.

Two dashboards

A yearly and a monthly payroll dashboard show headcount, gross, net, tax and statutory, with last month beside this one. It is the fastest way to catch the month where something moved that should not have.

Frequently asked questions

Can I run payroll for just a few employees?

Yes. You can run payroll for the specific people you name rather than reprocessing everyone sharing a salary structure — the usual case for a mid-month joiner or a single correction.

How do full and final settlements work?

Exits are handled end to end, including the final settlement, a held salary, and settling months a leaver was never paid for.

Can I check a payroll run before employees see it?

Yes. The run detail shows what was calculated and for whom before payslips are published, and a pre-payroll attendance report lets you settle the inputs before the run at all.

Does HivePayroll produce a bank file?

Yes — a bank advice file ready to hand to the bank, with employees missing account details flagged before it is generated.

Can employees get their own payslips and Form 16?

Yes, from their own space, without going through payroll.

How long does it take to get started?

Every plan includes a 15-day free trial, which is deliberately long enough to run one full cycle on your own data rather than a demo dataset. Existing leave balances can be migrated with a per-employee preview before anything is committed.

Run one real month

No demo tells you as much as one full cycle on your own data. Book a free demo to get set up, or see HivePayroll pricing — all three plans include a 15-day free trial.

Related: attendance · leave · compliance · reports

Payroll Management Process