Buchiya Controls Case Study: One System From Recruitment to Payroll for a Manufacturer's First HRMS

Buchiya Controls at a Glance

Buchiya Controls Private Limited chose TankhaPay as their first ever Human Resources Software. This software is an integrated solution for recruitment, offer letters, employee information, approval process, expenditure, loans, shift management, and payroll.

Buchiya Controlson TankhaPay

• Recruitment
• ATS
• offer letters
• HR letters
• employee management
• document master
• asset master
• organisational units
• user management
• workflow approvals
• vouchers
• reimbursements
• advances and loans
• shifts
• auto shift rotation
• payroll
• reports

What Does a Manufacturer's First HR Software Need to Cover?

It needs to cover the whole employee journey, from the first application to the monthly salary. A tool that handles only one stage leaves the rest of the work somewhere else.

Buchiya Controls adopted TankhaPay as its first HR software. That meant choosing one system for every stage at once, not adding tools one at a time.

This case study follows that journey stage by stage: hiring, records, approvals, expenses, shifts and payroll.

Who Is Buchiya Controls Private Limited?

Buchiya Controls Private Limited is an Engineering, Procurement, and Construction (EPC) company and OEM supplier for industrial auxiliary systems with 100 users on TankhaPay. TankhaPay is its first HR software.

In a manufacturing business, hiring, shifts, and pay all depend on accurate employee records. That makes a single employee record the base for everything else.

What Does TankhaPay Cover at Buchiya Controls?

How Does Hiring Run From Recruitment to Offer Letter?

Recruitment, the applicant tracking system (ATS), and offer letters run in the same platform as employee records. An ATS receives and tracks job applications.

Candidates are managed in the ATS through each stage of hiring. When a candidate is selected, the offer letter is generated from the system.

Once the candidate joins, their details carry into the employee record. HR does not re-enter them in a second tool.

How Are Employee Records, Documents and Assets Kept in One Place?

Each employee has one record, and documents, assets and reporting structure all attach to it. Nothing sits in a separate folder or sheet.

• Employee management. Details are held in one record that payroll and approvals read from.
• Document master. Employee documents are stored against the employee, so they can be found when needed.
• Asset master. Company assets issued to employees are recorded against their names.
• Organisational units. Employees sit in units that mirror the company's structure, so reports and approvals follow it.
• HR letters. Letters are issued from the system, using the employee's own record.
• User management controls who can view or change which records. Access can be set by role, so each person sees what their work needs.

How Do Approval Workflows Work?

Requests move through defined approval steps inside TankhaPay. Each request goes to the right approver, and the decision is recorded.

Workflows are set once and follow the organisational structure. Approvers act on requests in the system, not over messages or calls.

Because every decision is recorded, anyone reviewing a request later can see who approved it and when.

How Are Vouchers, Reimbursements, Advances and Loans Handled?

All four are recorded in the same system as payroll. Money moving between the company and an employee has one record, not several.

• Vouchers and reimbursements. Employees raise claims, approvers review them, and the voucher report shows what was claimed and approved.
• Advances. An advance given to an employee is recorded against them.
• Loans. A loan is recorded against the employee, with its balance visible.

Because these sit next to payroll, the amounts payroll needs are already in the same system.

How Do Shifts and Auto Shift Rotation Work?

Shift patterns are set once, and auto shift rotation applies them on schedule. Nobody rebuilds the roster by hand each cycle.

HR defines the rotation, and each employee moves through it automatically. Shifts are tied to the employee's record and to the organisational unit they belong to.

Manufacturing often runs on shifts, which makes a rotation set once easier to maintain than one arranged manually.

How Does Payroll Run From the Same Records?

Payroll reads from the employee records, shifts, approvals and claims already held in TankhaPay. HR does not gather separate inputs before a cycle begins.

Reports draw from the same data, so management can review hiring, employee, voucher and payroll information from one place.

"This is the first HR software we have used, and we wanted one system for hiring, employee records, approvals and salary. Now an employee is created once, and everything else follows from that record."

What Changed for Buchiya Controls After Moving to TankhaPay?

Buchiya Controls moved from having no HR software to one system covering the employee journey from recruitment to payroll. The table sets what was in place before against what TankhaPay now covers.

"A first HR system works when nothing has to be entered twice. Buchiya Controls needed hiring, employee records and payroll to read from the same record."

What Should a Manufacturer Ask Before Choosing a First HRMS?

Check if one system handles everything at all levels to avoid having multiple systems. When recruiting, if data for payroll and records are stored separately, the process of re-entering data starts again. The four questions you should ask while reviewing any demonstration include:

• Does the chosen applicant get added to the staff record without re-entering information? In case of retyping data, the ATS and HR systems are not linked together.
• Can I view approvals and approval history? An approval that doesn’t leave an electronic trail will not help solve future disputes.
• Are expenses, advances and loans in the same system as payroll? If not, someone carries those figures across each cycle.
• Can access be limited by role? In a first HR system, check this early, because it is hard to add later.