Three factories, one payroll: an HRMS that survived month-end
Mid-size auto-components manufacturer. A unified HRMS with device integration, rule-based shifts and parallel-run-verified payroll. Month-end closed in one day; filings generate ready-to-submit challans.
At a glance
- 150+
- Clients served
- 1,550+
- Projects delivered
- 14
- Industries
- 9+
- Years in business
Timeline
14 weeks
Team
5 people
Stack
Next.js · PostgreSQL · Device API integration · Tailwind CSS
The world this system had to work in
Indian manufacturing payroll is a compliance exercise as much as an accounting one: Factories Act overtime rules, shift allowances, PF, ESI and professional tax across states — computed for hundreds of workers from attendance data that arrives from biometric devices, paper registers and WhatsApp groups. Month-end is where most HRMS implementations quietly fail.
The challenge
Attendance from three biometric systems and a WhatsApp leave group was consolidated manually for two days every month. Payroll errors were routine and statutory filings (PF, PT across two states) were last-minute.
What we found on day one
- Three factories ran three different biometric brands, and HR consolidated their logs by hand for two days every month
- Leave requests lived in a WhatsApp group; approvals were remembered, not recorded
- Shift and overtime rules differed by unit and were applied inconsistently, producing recurring payroll disputes
- Professional tax across two states and PF/ESI challans were prepared at the last minute, with frequent corrections
The solution
We built a unified HRMS that pulls attendance from all three device protocols into one stream, applies unit-wise shift, overtime and leave rules configured as data by HR, and runs a payroll engine that computes PF, ESI, PT, TDS and gratuity from the company's real salary structures. A parallel payroll run was reconciled line by line before cutover, and employees got a self-service app for payslips, leave and reimbursements.
Multi-device attendance
Integration with all three biometric protocols plus exception reports for missed punches and mismatches.
Shift & overtime rules
Unit-wise shift patterns, week-offs and overtime slabs maintained by HR without code changes.
Leave management
Policy-driven accruals, comp-offs and approval workflows replacing the WhatsApp group.
Indian payroll engine
PF, ESI, PT across two states, TDS, bonus and gratuity with full revision history.
Statutory outputs
Ready-to-file challans, registers and returns generated from the same payroll run.
Employee self-service app
Payslips, leave balances, requests and reimbursements on each worker's phone.
Integrated with
Our approach, step by step
Integrated all three biometric device protocols into one attendance stream with automated exception reports.
Configured shift, overtime and leave rules as data — unit-wise, editable by HR without code changes.
Ran one full parallel payroll, reconciled line by line, and trained HR on their own data before cutover.
Delivered employee self-service (payslips, leave, reimbursements) on mobile, cutting HR walk-ups.
The outcome
- Payroll cycle fell from two days of consolidation to a single day, including statutory outputs.
- Zero payroll errors across the first six live runs, verified against the parallel-run baseline.
- 620 employees across three factories onboarded in 14 weeks, with HR trained on their own data before cutover.
- HR walk-ups for payslips and leave balances dropped sharply once self-service went live on mobile.
“Month-end used to mean two sleepless days for HR. Now payroll closes in one, and the challans are ready before anyone asks.”
Rekha Patil
Head of HR, auto-components manufacturer
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