Custom HRMS for a 50–150 Employee Business — Biometric-to-Payroll in One System
A business running employee records in Excel and attendance on an unconnected biometric device moved to a custom HRMS where attendance flows directly into payroll — with PF, ESI, and statutory deductions calculated automatically instead of by hand.
Client
50–150 Employee Business in India
Industry
General Business (In-House HR)
Company Size
50–150 employees
Timeline
8–12 weeks, sign-off to go-live
The Problem
Payroll took days to run every month. Attendance was captured on a biometric device, but that data was a dead end — someone had to export it, manually cross-check it against Excel-based leave records, and calculate PF, ESI, and other deductions by hand before payslips could go out.
The Existing System
Employee records and payroll calculations lived in Excel, while a biometric device captured attendance but wasn't connected to anything else — its data had to be pulled and manually reconciled every payroll cycle.
Why it fell short: The biometric device solved data capture but not the actual workflow. Attendance, leave, and payroll were three separate manual steps with no link between them, so every payroll run meant re-doing the same cross-checking and statutory calculations from scratch.
Requirements
- Attendance data from the existing biometric device to feed directly into payroll
- Automatic payroll calculation from attendance, instead of manual cross-checking
- PF, ESI, and statutory compliance calculated as part of payroll, not a separate process
- Structured employee records replacing scattered Excel sheets
The Solution
We built a custom HRMS that integrates directly with the company's existing biometric device, so attendance data flows straight into payroll instead of being manually exported and reconciled. Payroll now calculates automatically from attendance data, with PF, ESI, and other statutory deductions built into the calculation rather than handled separately.
Modules Built
- Employee Management — structured employee records replacing scattered Excel sheets
- Attendance & Biometric Integration — attendance data flows directly from the existing biometric device into the system
- Payroll Processing — payroll calculates automatically from attendance data
- Statutory Compliance — PF, ESI, and other deductions calculated as part of payroll
Technology
- Next.js
- TypeScript
- Supabase (PostgreSQL)
- Vercel
Before vs. After
| Before | After |
|---|---|
| Biometric attendance data exported and manually reconciled every payroll cycle | Biometric attendance flows directly into payroll — no manual export or reconciliation |
| PF, ESI, and statutory deductions calculated by hand each month | Statutory deductions calculate automatically as part of payroll |
| Employee records scattered across Excel sheets | Employee records centralised in one system |
Results
- Payroll now calculates automatically from attendance data instead of manual cross-checking
- The existing biometric device finally feeds directly into payroll instead of being a data dead end
- PF, ESI, and other statutory compliance calculations are built into payroll, not a separate manual process
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