Payroll software for Indian companies — PF, ESI, PT and TDS in one run
WorkPilot HR turns your attendance register into salaries, payslips, the bank file and statutory reports every month — with a second person checking before anything is paid.
How a monthly payroll run works
- Check first. Before you generate, WorkPilot lists everyone who has no salary set or no attendance for the month — the people who would otherwise get a zero payslip without anyone noticing.
- Generate a draft. Payroll is generated per branch. Each line shows payable days, every earning and deduction, and flags lines worth a second look, such as many absent days.
- Verify — by someone else. The person who generated payroll cannot verify it. Verifying locks that month's attendance, so the figures behind the salaries cannot change afterwards.
- Pay. Download the bank payment file (NEFT/RTGS chosen by amount), then upload the bank's return file to see exactly whose salary went through and whose came back.
- Payslips and returns. Employees see payslips on the web and in the app; HR downloads the PF ECR file, ESI and Professional Tax reports.
Salary structures that fit how you pay
- Components as a percentage of gross, a percentage of basic, or a fixed amount — Basic, HRA, DA, conveyance, special allowance, PF, PT and your own.
- Salary templates by grade, applied to many employees at once, with an effective date for every revision.
- Proration on actual days — 30 in September, 28 in February, never a fixed 30 — using payable days from attendance: present days, weekly offs, holidays, half days and paid leave.
- Adjustments such as bonus, arrears, overtime or a one-time deduction appear as their own lines on the payslip.
- Loans and advances with automatic monthly instalments, and expense claims reimbursed through payroll.
Statutory compliance: PF, ESI, Professional Tax and TDS
- Provident Fund — employee deduction, EPF/EPS/EDLI wages and employer share, UAN on every line, and the ECR file for the EPFO portal.
- ESI — contribution report with IP numbers and the employer share.
- Professional Tax — deduction and a monthly report per branch; the branch's state is recorded for PT.
- TDS — old or new regime per employee, investment declarations, tax spread over the remaining months of the year, and Form 16.
- Branch-wise registrations — PF establishment and ESI employer codes are kept per branch.
Ceilings, rates and the components used for each deduction are settings you control. We recommend your chartered accountant reviews them before your first live month.
Switch from your current payroll without guesswork
Run one month you have already paid in WorkPilot, then upload your old software's salary register (Excel or CSV). The comparison report matches every employee line by line — payable days, gross, PF, ESI, Professional Tax, TDS, total deductions and net pay — and highlights each difference above the tolerance you choose. Nothing in WorkPilot changes while you compare.
Why payroll mistakes do not slip through
- Maker-checker: generate and verify are two different people.
- Attendance is locked once payroll is verified; late corrections go through a separate, approved request.
- Paid payroll cannot be cancelled — the record always agrees with the bank.
- An audit log records who changed which salary and when.
Frequently asked questions
Can payroll be run branch by branch?
Yes. Each payroll run belongs to one branch, because PF, ESI and Professional Tax registrations are branch-wise. A mistake in one branch's run never holds up another branch's salaries.
Does it support both the old and the new income tax regime?
Yes. Each employee's regime and investment declarations are recorded, TDS is worked out over the financial year and spread across the remaining months, and Form 16 is generated at the end of the year.
Can WorkPilot generate the PF ECR file?
Yes. After payroll is verified, WorkPilot produces the ECR text file for upload on the EPFO portal, with EPF, EPS and EDLI wages and the employer share, and lists anybody left out — for example an employee without a UAN.
How is salary worked out for someone who joins or leaves mid-month?
Salary is prorated on the actual days in the month — 30 in September, 28 in February — using payable days from the attendance register, which counts only the days the person was employed.
See payroll on a sample company
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