{"id":6820,"date":"2023-05-23T10:31:07","date_gmt":"2023-05-23T10:31:07","guid":{"rendered":"https:\/\/www.tankhapay.com\/blog\/?p=6820"},"modified":"2026-08-04T13:35:05","modified_gmt":"2026-08-04T08:05:05","slug":"attendance-and-payroll-software","status":"publish","type":"post","link":"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/","title":{"rendered":"What Is Attendance and Payroll Software? Guide to Systems &#038; Benefits"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_78 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_does_attendance_and_payroll_software_do\" >What does attendance and payroll software do?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Why_does_attendance_need_to_connect_to_payroll_at_all\" >Why does attendance need to connect to payroll at all?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_changed_under_the_Labour_Codes_that_affects_attendance_and_payroll\" >What changed under the Labour Codes that affects attendance and payroll?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_breaks_when_attendance_and_payroll_are_separate\" >What breaks when attendance and payroll are separate?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_does_attendance_data_become_a_payslip\" >How does attendance data become a payslip?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_is_loss_of_pay_actually_calculated\" >How is loss of pay actually calculated?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Which_attendance_capture_method_should_you_use\" >Which attendance capture method should you use?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Do_you_actually_need_attendance_and_payroll_software\" >Do you actually need attendance and payroll software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_do_attendance_records_have_to_prove_under_Indian_law\" >What do attendance records have to prove under Indian law?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_does_this_differ_by_industry\" >How does this differ by industry?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_does_attendance_and_payroll_software_cost_in_India\" >What does attendance and payroll software cost in India?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_do_you_choose_the_right_system\" >How do you choose the right system?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Conclusion\" >Conclusion<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#FAQs\" >FAQs<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_is_attendance_and_payroll_software\" >What is attendance and payroll software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_is_the_difference_between_attendance_software_and_payroll_software\" >What is the difference between attendance software and payroll software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_does_attendance_data_affect_salary\" >How does attendance data affect salary?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_is_loss_of_pay_calculated\" >How is loss of pay calculated?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Is_attendance_and_payroll_software_required_by_law_in_India\" >Is attendance and payroll software required by law in India?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#How_is_overtime_paid_under_the_new_Labour_Codes\" >How is overtime paid under the new Labour Codes?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Which_attendance_method_is_best_biometric_or_GPS\" >Which attendance method is best, biometric or GPS?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#At_what_headcount_should_we_get_attendance_and_payroll_software\" >At what headcount should we get attendance and payroll software?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#Can_it_handle_contract_workers\" >Can it handle contract workers?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/www.tankhapay.com\/blog\/attendance-and-payroll-software\/#What_happens_to_our_data_if_we_switch_systems\" >What happens to our data if we switch systems?<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<div style=\"background-color: #dbeafe; padding: 20px; border-radius: 10px; margin: 20px 0;\">\n<p><b>TL;DR<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Attendance and payroll software is one calculation chain: punch-in \u2192 paid days \u2192 gross wage \u2192 PF, ESI, PT and TDS \u2192 payslip and statutory registers.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It becomes much more important in 2026 than it was when most guidelines were written because the Labour Codes became applicable from 21st November 2025, providing double wages for overtime work and appointment letters that become necessary.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Loss of pay has two accepted calculation conventions that produce different deductions for the same absence, which is the single largest source of payroll disputes.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">PF registration becomes mandatory at 20 employees; shifts, field staff, or contract workers make integrated software necessary well below that.<\/span><a href=\"https:\/\/www.ey.com\/en_in\/technical\/alerts-hub\/2025\/11\/new-labour-codes-implemented-across-the-country-effective-21-november-2025\"><span style=\"font-weight: 400;\">\u00a0<\/span><\/a><\/li>\n<\/ul>\n<\/div>\n<p><span style=\"font-weight: 400;\">Attendance and payroll software link employee time data directly to salary calculation. Attendance decides paid days, loss of pay, overtime and leave deductions, and payroll turns those into a wage figure with the correct statutory deductions. When the two run as separate systems, someone re-enters the data by hand every month, and every re-entry is a chance for a wrong salary.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_does_attendance_and_payroll_software_do\"><\/span>What does attendance and payroll software do?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The table below covers the full function set. The last two rows are where most systems separate: a tool that tracks attendance well but produces no statutory register is an attendance system, not an attendance and payroll system.<\/span><\/p>\n<div class=\"table-responsive\">\n<table class=\"table-class\">\n<tbody>\n<tr>\n<th><b>Function<\/b><\/th>\n<th><b>What it handles<\/b><\/th>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Time capture<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Punch-in and punch-out via biometric, GPS, facial recognition or mobile app<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Leave and absence<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Casual, sick, earned and comp-off balances, applied to payroll automatically<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Loss of pay<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Unpaid absence converted into a salary deduction<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Overtime<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Hours beyond the statutory limit, paid at double the ordinary rate under the Labour Codes<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Shift and roster<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Night shifts, split shifts, shift differentials<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Salary computation<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Paid days multiplied by rate, minus deductions<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Statutory deduction<\/span><\/td>\n<td><span style=\"font-weight: 400;\">PF, ESI, Professional Tax and TDS calculated on attendance-linked wages<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Payslip and register<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Payslips for employees, statutory registers for inspection<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<h2><span class=\"ez-toc-section\" id=\"Why_does_attendance_need_to_connect_to_payroll_at_all\"><\/span>Why does attendance need to connect to payroll at all?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Attendance is not a report. It is an input to a wage calculation, and in India it is also evidence. Three things depend on it directly.\u00a0<\/span><\/p>\n<ul>\n<li><b>Paid days:<\/b><span style=\"font-weight: 400;\"> salary is computed on days actually worked plus paid leave, and attendance decides that number.\u00a0<\/span><\/li>\n<li><b>Statutory wages:<\/b><span style=\"font-weight: 400;\"> PF and ESI are calculated on wages actually paid, so if loss of pay reduces the wage, it reduces the contribution.\u00a0<\/span><\/li>\n<li><b>Proof: <\/b><span style=\"font-weight: 400;\">during a labour inspection, the attendance record is what supports the wage figure you filed.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"What_changed_under_the_Labour_Codes_that_affects_attendance_and_payroll\"><\/span>What changed under the Labour Codes that affects attendance and payroll?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">All four Labour Codes took effect on 21 November 2025, replacing 29 central labour laws, and three of their provisions run straight through attendance data.<\/span><a href=\"https:\/\/www.ey.com\/en_in\/technical\/alerts-hub\/2025\/11\/new-labour-codes-implemented-across-the-country-effective-21-november-2025\"><span style=\"font-weight: 400;\">\u00a0<\/span><\/a><\/p>\n<p><b>First, overtime.<\/b><span style=\"font-weight: 400;\"> The Ministry of Labour and Employment states that the new codes guarantee double wages for overtime, and the only way to prove overtime hours is a time record created when the work happened, not reconstructed later.\u00a0<\/span><\/p>\n<p><b>Second, the wage definition:<\/b><span style=\"font-weight: 400;\"> A minimum of 50% of the total salary must include the base salary as well as the dearness allowance. This affects the calculation basis of PF\/ESI deduction as per attendance. The third requirement is that every employee must have an appointment letter, and the full and final settlement should be done within two days of leaving the company. The two-day deadline applies to updated records of attendance and leave on the day of leaving.<\/span><\/p>\n<blockquote><p><span style=\"font-weight: 400;\">&#8220;These reforms are not just ordinary changes but the Government&#8217;s Guarantee of Dignity for Every Worker.&#8221;<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><span style=\"font-weight: 400;\"> \u2014 Dr. Mansukh Mandaviya, Union Minister of Labour and Employment, on the Labour Codes, <\/span><a href=\"https:\/\/www.newsonair.gov.in\/government-implements-four-new-labour-codes\/\" rel=\"nofollow\"><span style=\"font-weight: 400;\">21 November 2025<\/span><\/a><\/p><\/blockquote>\n<p><span style=\"font-weight: 400;\">Another 2026 amendment you should be aware of is the introduction of the Income-tax Act of 2025 into effect from 1 April 2026. Also, it should be noted that according to the Income-tax Act, payroll forms have been renumbered. Form 16 has been renamed to Form 130, whereas Form 24Q is now Form 138.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_breaks_when_attendance_and_payroll_are_separate\"><\/span>What breaks when attendance and payroll are separate?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">This is the part most guides skip, and it is the reason companies switch.<\/span><\/p>\n<ul>\n<li><b>Cut-off problem. <\/b><span style=\"font-weight: 400;\">The payroll department requires that final attendance be provided on a specific day, usually the 25th. Any delay results in two scenarios: the attendance is processed without final details, and corrections are made the following month, or payment is delayed. Usually, the latter is chosen, which implies that every month brings corrections from the previous one.<\/span><\/li>\n<li><b>Mismatched periods.<\/b><span style=\"font-weight: 400;\">\u00a0 Attendance operates in terms of calendar months. Payroll operates from the 26th to the 25th. Thus, if overtime is worked on the 28th, it ends up in a separate period than the salary.<\/span><\/li>\n<li><b>Two versions of a leave balance. <\/b><span style=\"font-weight: 400;\">HR&#8217;s leave tracker says four days left. Payroll&#8217;s sheet says two. Whichever one processes the salary becomes the truth, and the employee finds out from the payslip.<\/span><\/li>\n<li><b>No single audit trail. <\/b><span style=\"font-weight: 400;\">An inspector asks how a wage figure was derived. With separate systems, the answer requires reconciling a biometric export against a spreadsheet against a payslip. With an integrated system, it is one record.<\/span><\/li>\n<li><b>Overtime computed on the wrong base. <\/b><span style=\"font-weight: 400;\">The overtime rates are twice that of the usual rate of pay under the labour codes. When the time registration system records the hours but does not record the base for the pay, there will be manual multiplication done, which leads to errors.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"How_does_attendance_data_become_a_payslip\"><\/span>How does attendance data become a payslip?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Six steps, and one of them deserves scrutiny before you buy anything.<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Capture:<\/b><span style=\"font-weight: 400;\"> The employee punches in and out.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Validation:<\/b><span style=\"font-weight: 400;\"> missed punches, regularisation and authorised leaves get sorted out, which takes up maximum manpower, not the calculations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Paid Days:<\/b><span style=\"font-weight: 400;\"> Present days + Leave days + Holidays; absence without leave gets adjusted into loss of pay.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Salary Calculation:<\/b><span style=\"font-weight: 400;\"> Paid days are converted into gross salary, and overtime gets doubled. <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Statutory deductions:<\/b><span style=\"font-weight: 400;\"> PF, ESI, Professional Tax and TDS get deducted on the attendance-based salary, not on the cost-to-company (CTC) salary as stated in the offer letter.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Output: <\/b><span style=\"font-weight: 400;\">Payslip for the employee and statistical records for filing.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Step two is the one to ask vendors about. Every platform does step four well. Not every platform makes step two quick.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_is_loss_of_pay_actually_calculated\"><\/span>How is loss of pay actually calculated?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Loss of pay is the single largest source of payroll disputes in India, because two accepted conventions exist and companies do not always state which one they use.<\/span><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\"><strong>Calendar days method<\/strong>: monthly gross divided by total days in the month, multiplied by LOP days. Gross of \u20b930,000, month of 31 days, 2 LOP days: per-day rate \u20b9967.74, deduction \u20b91,935.48.<\/span><\/li>\n<li><span style=\"font-weight: 400;\"><strong>Working days method:<\/strong> monthly gross divided by working days only. Same gross, 26 working days, 2 LOP days: per-day rate \u20b91,153.85, deduction \u20b92,307.69.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The same absence costs the employee \u20b9372 more under the second method, and the gap widens in months with more holidays. Neither method is wrong. What creates disputes is applying one convention in the policy document and the other in the spreadsheet. An integrated system applies one rule consistently and shows it on the payslip. Ask any vendor which method their system uses and whether it is configurable or not.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Which_attendance_capture_method_should_you_use\"><\/span><strong>Which attendance capture method should you use?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Most companies need two methods, not one. The manufacturer will conduct biometric scanning at the gate while GPS tracking is done by the managers who move around different sites. Ensure that the system allows for mixed data collection in a single payroll cycle, since most cannot.<\/span><\/p>\n<div class=\"table-responsive\">\n<table class=\"table-class\">\n<tbody>\n<tr>\n<th><b>Method\u00a0<\/b><\/th>\n<th><b>Best for<\/b><\/th>\n<th><b>Watch out for<\/b><\/th>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Biometric fingerprint<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Factory floor, single fixed site<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Fails with worn fingerprints, common in manual trades<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Facial recognition<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Hospitals, food handling, anywhere touch is discouraged<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Needs adequate lighting, higher device cost<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">GPS and geofencing<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Field sales, logistics, site supervisors<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Requires a smartphone and a clear policy on location data<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Mobile app punch-in<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Office and remote teams<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Easiest to misuse without geofencing or photo capture<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Card or RFID<\/span><\/td>\n<td><span style=\"font-weight: 400;\">High-volume entry points, large factories<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Cards get shared, which defeats the purpose.<\/span><\/td>\n<\/tr>\n<tr>\n<td><span style=\"font-weight: 400;\">Manual or Excel import<\/span><\/td>\n<td><span style=\"font-weight: 400;\">Very small teams, or migration<\/span><\/td>\n<td><span style=\"font-weight: 400;\">No audit value, since the record can be edited after the fact<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div>\n<h2><span class=\"ez-toc-section\" id=\"Do_you_actually_need_attendance_and_payroll_software\"><\/span>Do you actually need attendance and payroll software?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Headcount is the wrong first question; complexity is the right one. But three thresholds genuinely change the answer.<\/span><\/p>\n<ul>\n<li><b>If under 15 employees<\/b><span style=\"font-weight: 400;\">, one office location, same fixed salaries, and no shift duties: register and spreadsheet continue to serve if maintained well by an individual.<\/span><\/li>\n<li><b>If 20 employees or more:<\/b><span style=\"font-weight: 400;\"> PF registration becomes an important contribution per month as per the EPF Act of 1952 (and ESI becomes applicable from 10 employees in most states), and attendance ceases to remain internal accounting and starts appearing in statutory returns.<\/span><\/li>\n<li><b>At the second location or the first shift roster, <\/b><span style=\"font-weight: 400;\">this is the actual trigger, which happens regardless of numbers. A factory having 40 employees operating on two shifts with overtime has more challenging attendance payroll than an office of 150 employees.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Regardless of size, software is the practical choice if you employ contract workers alongside direct employees, any part of your workforce does not report to a fixed location, you have received an EPFO, ESIC, or labour department notice, or overtime is regular rather than exceptional.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_do_attendance_records_have_to_prove_under_Indian_law\"><\/span>What do attendance records have to prove under Indian law?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">This is where attendance and payroll stop being an efficiency question.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Establishments under the Factories Act framework maintain a muster roll and register of workers in the form prescribed by state rules; establishments under a state Shops and Establishments Act maintain attendance and wage registers, with state-wise variation. The Labour Codes are progressively consolidating these registers, with central and state rules still being notified, until your state&#8217;s rules arrive, and the existing register requirements continue to apply.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The inspection will normally include the following:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">the accuracy of the attendance record in relation to the amount of salary paid out,\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Whether the overtime was recorded and payment was made at twice the rate of normal,\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">adherence to statutory time limitations on working hours,\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">the presence of contract labor on the premises in the register, and\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">the availability of the register on request in the required format.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The last-mentioned factor is significant, since the ability to provide a document next week does not mean the ability to provide it during the inspection.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For the full statutory calendar, see the<\/span><a href=\"https:\/\/www.tankhapay.com\/blog\/payroll-compliance-checklist\/\"> <span style=\"font-weight: 400;\">payroll compliance checklist<\/span><\/a><span style=\"font-weight: 400;\">. For which Acts apply to your sector, see<\/span><a href=\"https:\/\/www.tankhapay.com\/blog\/payroll-compliance-by-industry\/\"> <span style=\"font-weight: 400;\">how payroll compliance changes across industries<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_does_this_differ_by_industry\"><\/span>How does this differ by industry?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The core calculation starts from punch-in to paid days to wage, and it is the same everywhere, but the capture method and the compliance stakes shift with the workforce. <\/span><span style=\"font-weight: 400;\">Here is what changes sector by sector in payroll.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Manufacturing.<\/b><span style=\"font-weight: 400;\"> Biometric attendance, shift differential pay, overtime pay at the statutory rate, and contract staff whose attendance you will be accountable for.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Healthcare.<\/b><span style=\"font-weight: 400;\"> 24\/7 maintaining rosters, differential for night shifts, and a large contract workforce within housekeeping and security. Facial recognition beats fingerprint here.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Logistics.<\/b><span style=\"font-weight: 400;\"> Drivers and field staff not having a stationary office to come to. GPS is not just an option but the only acceptable way to keep attendance records.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Retail.<\/b><span style=\"font-weight: 400;\"> Multiple stores, store-wise Professional Tax, high turnover, and full and final settlements that now have a tight statutory window.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Construction.<\/b><span style=\"font-weight: 400;\"> Site-based daily wages, migrant workers, and attendance that has to be captured where there may be no fixed infrastructure.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>IT and software.<\/b><span style=\"font-weight: 400;\"> Remote and hybrid teams, no biometrics, and Professional Tax by each employee&#8217;s registered work state rather than the office location.<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"What_does_attendance_and_payroll_software_cost_in_India\"><\/span>What does attendance and payroll software cost in India?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There is no single price for attendance and payroll software in India because the market runs on two very different pricing structures. What you pay depends on your headcount, whether you need hardware at your sites, and which of the two models the vendor follows. Both are explained below.<\/span><\/p>\n<ul>\n<li><b>Per employee per month.<\/b><span style=\"font-weight: 400;\"> For most cloud-based solutions. The cost increases with the number of employees, with no initial setup fee, and this is how SME payroll is structured in India<\/span><\/li>\n<li><b>License plus implementation.<\/b><span style=\"font-weight: 400;\"> Enterprise systems and on-premise deployments. Higher first-year cost, lower per-employee cost at scale.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Two costs that are usually quoted separately and should be asked about upfront: biometric or facial recognition hardware and any per-device charge for attendance terminals. A quote that covers software but not devices is not a complete quote.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For a fuller breakdown across platforms, see<\/span><a href=\"https:\/\/www.tankhapay.com\/blog\/payroll-software-pricing-in-india\/\"> <span style=\"font-weight: 400;\">payroll software pricing in India<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_do_you_choose_the_right_system\"><\/span>How do you choose the right system?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Most platforms look identical in a demo. They all show a punch-in screen, a payslip, and a dashboard, so the demo alone will not tell you which one fits your workforce. The difference shows up in the specific questions below, and any vendor worth signing with should answer all six without hesitation.<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Which punch-in &amp; out methods does it support, and can it mix them in one payroll run?<\/b><span style=\"font-weight: 400;\"> Most workforces need two.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Which loss-of-pay method does it apply, and is it configurable?<\/b><span style=\"font-weight: 400;\"> First thing to ask before you sign.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Does it generate the statutory registers your Act requires, or only reports?<\/b><span style=\"font-weight: 400;\"> These are different things.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Does it compute overtime at the statutory rate automatically, or does it export hours for someone to multiply?<\/b><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>How long does attendance validation take in a normal month?<\/b><span style=\"font-weight: 400;\"> Ask for the real number, not the demo number.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Does it handle contract workers alongside direct employees on separate, correct tracks?<\/b><\/li>\n<\/ol>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span>Conclusion<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Attendance and payroll software are not two different tools that are locked in together. They are just part of one formula that goes from an employee clocking in to determining their pay to filling out their mandatory forms, and as of 21 November 2025, all those filings will have to abide by new standards regarding double time, letters of appointment, and exits within two business days.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Not whether they have biometric capability or payslip generation, since everyone else does this. The questions are what their loss-of-pay process is and whether they can produce the register forms you require under your Act; and how long the actual validation process takes in a regular month.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you are unsure which capture method and which statutory framework apply to your workforce, Book a Strategy Call and we will map it against your locations, shift patterns and workforce mix.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"FAQs\"><\/span><b>FAQs<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"What_is_attendance_and_payroll_software\"><\/span>What is attendance and payroll software?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It is a system that links employee time data to salary calculation. Attendance determines paid days, loss of pay and overtime, and payroll converts those into wages and statutory deductions, without anyone re-entering data between the two.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_is_the_difference_between_attendance_software_and_payroll_software\"><\/span>What is the difference between attendance software and payroll software?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Attendance software tracks who comes to work. Payroll software computes their salaries. Attendance and payroll software link these two processes in such a way that attendance information enters into salary calculation automatically instead of being exported manually each month.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_does_attendance_data_affect_salary\"><\/span>How does attendance data affect salary?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">It impacts the number of paid days, which in turn impacts gross salary. It impacts the number of losses of pay, overtime and leave. Since PF and ESI deductions are based on salary, attendance impacts these deductions as well.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_is_loss_of_pay_calculated\"><\/span>How is loss of pay calculated?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are two approaches. One divides the monthly gross by the number of calendar days, and the other divides by the number of working days. The latter results in a higher loss of salary for the same period of absence. Check which approach your system follows.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Is_attendance_and_payroll_software_required_by_law_in_India\"><\/span>Is attendance and payroll software required by law in India?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">No. What the law mandates is accurate records of attendance and wages in the prescribed form, not software. This is just the means by which employers comply with the law after manual records become impractical.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_is_overtime_paid_under_the_new_Labour_Codes\"><\/span>How is overtime paid under the new Labour Codes?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The Labour Codes, in force since 21 November 2025, provide for double wages for overtime. The attendance record is what proves the hours, which is why overtime and time capture must sit in one system.<\/span><a href=\"https:\/\/www.newsonair.gov.in\/new-labour-codes-to-benefit-workers-across-india-union-minister-mandaviya\/\"><span style=\"font-weight: 400;\">\u00a0<\/span><\/a><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Which_attendance_method_is_best_biometric_or_GPS\"><\/span>Which attendance method is best, biometric or GPS?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There is no single answer; biometrics works well for stationary facilities, while GPS is more suitable for mobile workers. Most organizations that have both require a combination of both systems in one platform.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"At_what_headcount_should_we_get_attendance_and_payroll_software\"><\/span>At what headcount should we get attendance and payroll software?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">With twenty employees, it becomes necessary to register under PF rules. But other factors such as shift work or multiple locations can make it essential before then.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Can_it_handle_contract_workers\"><\/span>Can it handle contract workers?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Good systems process contractors on a different path from the others since the principle employer will be liable and attendance must therefore be recorded even if you don&#8217;t pay them directly.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"What_happens_to_our_data_if_we_switch_systems\"><\/span>What happens to our data if we switch systems?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">We export our history of attendance, payroll, and master data for employees and import it during parallel runs. Verify the export format before contracting since portability differs vastly among vendors.<\/span><\/p>\n<p><em><span style=\"font-weight: 400;\">TankhaPay is a global HR platform by AKAL Information Systems Ltd., delivering HRMS, payroll, and Employer of Record (EOR) solutions to businesses worldwide since 2000. Backed by AKAL, a CMMI Maturity Level 5 appraised and ISO 9001, ISO\/IEC 20000-1, and ISO\/IEC 27001 certified technology company. TankhaPay serves over 1,000 organizations with secure, scalable, and compliance-driven workforce solutions.<\/span><\/em><\/p>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<div class=\"tmnf_excerpt\">TL;DR Attendance and payroll software is one calculation chain: punch-in \u2192 paid days \u2192 gross wage \u2192\u2026<\/div>","protected":false},"author":1,"featured_media":12348,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[154,130],"tags":[191,189,190],"class_list":["post-6820","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-attendance-tracking","category-payroll-glossary","tag-attendance","tag-attendance-and-payroll-software","tag-attendance-tracking"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.7 (Yoast SEO v27.7) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Attendance and Payroll Software: Complete Guide | TankhaPay<\/title>\n<meta name=\"description\" content=\"What is attendance and payroll software? 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