Payroll
Payroll in nine steps, dues included.
From attendance to bank file: payslips mailed, the books posted, and India’s PF, ESI, PT and TDS worked out.
- Works today on the demo company
- Live demo sign-in from us, on request
- Your server or MyRecords Cloud
- Built for you
- Customised
- to your requirements, by our team
- Users
- Unlimited
- no per-user fees, on any module
- Runs on
- Your server or MyRecords Cloud
- a dedicated system, in any country
What it fixes
What changes with Payroll.
In short
Payroll in MyRecords runs each month as a nine-step pay run: set up the run, employees, attendance and leave, pay inputs, create salary slips, review, submit salary slips, pay and statutory dues. It posts the payroll to the books and makes the bank transfer file. For India it works out PF, ESI, professional tax and TDS and makes the PF ECR file and the ESI upload file; outside India, local payroll rules come in your country pack, built and tested before go-live. It needs the HR module, which supplies the employees, attendance and leave.
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Before: Salary is a spreadsheet only one person understands.
With Payroll: A nine-step pay run anyone in HR can follow, with checks before a single slip is made.
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Before: PF and ESI are worked out by hand every month.
With Payroll: PF, ESI, PT and TDS come from the salary structure, and the ECR and ESI files are ready on the statutory page.
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Before: A wrong salary is found only when the employee complains.
With Payroll: Review shows every person against last month. Tick “Only what changed more than 10%” to see the unusual ones.
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Before: The accountant types salaries into the books again.
With Payroll: Submitting the slips posts the payroll journal; the bank entry records the UTR.
What it does
What Payroll does for you.
Everything here works today on the demo company, except where a tag says it needs your account or works in part.
- 01
Nine-step pay run
Set up the run, Employees, Attendance and leave, Pay inputs this month, Create salary slips, Review, Submit salary slips, Pay and Statutory dues, on one page. Each step shows Done, Next, Later or Blocked.
Works on the same records as
- 02
Checks before the slips
Flags anyone with no salary structure, tax regime, bank account or PAN, a missing or wrong IFSC, no UAN or ESIC IP number, plus joiners, leavers, withheld salaries, unmarked attendance and leave without pay.
- 03
Pay inputs and overtime
Additional salary, incentives, arrears, retention bonuses and payroll corrections inside the run, and overtime slips made from it. Withhold someone's salary and release it later with its own bank entry.
- 04
Review and approval
Totals by component and department, employer contributions, the register against last month, and an optional owner approval (Ask for approval, Approve pay run) before slips can be submitted. Approval is off until you turn it on.
- 05
Payslips
Earnings and deductions side by side, PF, ESI, PT, LWF and TDS tags, the CTC break-up, year to date for April–March and net pay in words. E-mailed to each person as a PDF, or downloaded as PDFs in one zip.
- 06
Pay and bank file
Make bank entry posts the payment with the UTR, or saves it as a draft for accounts. Bank advice, and a transfer file from a CSV or fixed-width column mapper. Generic NEFT/RTGS presets; your bank's layout is set up from its sample file.
- 07 In part
Statutory files
PF with the EPF, EPS and EDLI split, ESI, professional tax, LWF and TDS for the month, with due dates, the PF ECR file and the ESI upload file. Salary TDS returns are partly covered.
- 08
Lock the month
Lock this month once the run is submitted, so attendance, leave, extra pay and salary slips for it cannot change until HR unlocks it. Cancelling a run first says how many slips and journals go.
- 09
Tax declarations
Employees submit investment declarations and proofs in My HR. HR checks them, and the projection uses the latest payslip. Old or new regime per employee.
- 10
Export to Tally
The run's journals in one Tally import file, for firms whose books are still in Tally.
India compliance
For businesses in India, built in.
India is our first fully supported market. Each line says whether it works today, once you connect your account, or in part.
Outside India
Outside India, PF, ESI, PT and TDS do not apply. Your country pack sets local payroll rules (income tax, social security and salary files); we build and test it before go-live. Until then, you can keep a local payroll provider and post the salary journal here.
What works in your country- Works today
EPF ceiling of ₹25,000
PF wages are capped at ₹25,000 a month from 17 Sep 2026 (₹15,000 before), with September 2026 split by days. The statutory page names anyone whose salary structure still caps PF at ₹15,000. Verify the September split with your CA.
- Works today
ESI
0.75% from the employee and 3.25% from the employer while gross pay is up to ₹21,000 a month. The upload file is the .xls the ESIC portal accepts.
- In part
Professional tax by state
Slabs for 20 states and Puducherry, with the source shown, and each person's deduction checked against their state's slab. Odisha repealed the tax from April 2026; Meghalaya has no slab table, so its amount is entered from your demand. Slabs marked "verify" are waiting for a CA's check.
- In part
Salary TDS returns
The Form 24Q text file for quarters up to March 2026, with Annexure II for 2025-26. For 2026-27, Form 138 Part B and Annexure I as an Excel layout to key in.
- In part
Labour welfare fund
An LWF salary component is tagged on the payslip, totalled by state on the statutory page and shown in the registers. State LWF rates are not built in, so you set the amount.
- Works today
The 50% wages check
The Code on Wages rule that wages should be at least half of total pay shows as a note on each salary slip that falls short.
Try it
See it work on sample data.
We show you the live system on a call: a recent month's pay run in the demo company, with the nine steps, the register and the statutory dues. Ask for a demo sign-in to explore it yourself, or join the pilot programme and run a parallel month on your own salaries before you switch.
- 1Set up
- 2Employees
- 3Attendance
- 4Pay inputs
- 5Slips
- 6Review
- 7Submit
- 8Pay
- 9Statutory
All nine steps done
Payslips · e-mailed to 5
- Payslip · Oct 2026 Anjali Rao Net ₹1,34,233
- Payslip · Oct 2026 Vinay Kumar Net ₹42,100
- Payslip · Oct 2026 Meena S Net ₹22,320
- Payslip · Oct 2026 Ravi Gowda Net ₹18,410
- Payslip · Oct 2026 Salma Begum Net ₹14,680
- Bank transfer file Ready
- PF ECR file Ready
- ESI upload (.xls) Ready
- Professional tax Ready
Rates used, as on 1 Nov 2026
Fictional staff in Karnataka. PF is 12% of PF wages up to ₹25,000 (ceiling from 17 Sep 2026); ESI 0.75% while gross is up to ₹21,000; PT ₹200 from ₹25,000; TDS on the new regime, the year's tax ÷ 12. Verify with your CA.
Reports and roles
What you see, and who sees it.
Reports come ready on day one. Each person sees only the screens and records their role allows.
Reports you get
- Salary register (a column per component) and pay register
- The pay run's register against the last run
- Bank advice, bank remittance and the bank transfer file
- PF deductions with the EPF, EPS and EDLI split, and the PF ECR file
- ESI upload file (.xls)
- PT deductions by state
- Income tax deductions and tax computation per employee
- Form 24Q / 138 quarterly statement (Excel)
- Payslips (PDF, one zip)
- Payroll cost by month
- Statutory due dates
Who sees what
- Owner
- Approve the pay run when approval is on; see payroll cost.
- HR manager
- Run payroll, review, submit slips and e-mail payslips; make the bank entry, posted with the UTR or left as a draft for accounts.
- Accountant
- See the payroll journal and salary payments in the books; post the bank entry.
- Employee
- See only their own payslips and tax in My HR.
Before you decide
What works today, and what does not.
Said plainly, so you can plan around it. What comes next is on the roadmap.
Works today12
On the demo company, now.
- Nine-step pay run
- Checks before the slips
- Pay inputs and overtime
- Review and approval
- Payslips
- Pay and bank file
- Lock the month
- Tax declarations
- Export to Tally
- EPF ceiling of ₹25,000
- ESI
- The 50% wages check
In part4
The feature text says exactly which part.
- Statutory files
- Professional tax by state
- Salary TDS returns
- Labour welfare fund
Not in Payroll yet
Left out on purpose, or planned.
- Employees' annual TDS certificates are not made yet; download them from TRACES for now. See the roadmap.
- Filing or paying on the EPFO, ESIC, state PT or TRACES portals. The files are ready for you or your CA to upload.
- State labour welfare fund rates (a register column only).
- Gratuity under the Code on Social Security. The built-in gratuity rule is the older one, so check full and final settlements with your CA.
- Ready-made salary file layouts for named banks. We set yours up from your bank's sample file.
- On a phone
- Works in any phone browser and installs to the home screen; the pay run is easiest on a laptop. Payroll needs a connection. Employees open their payslips from My HR on the phone.
- Bringing data in
- Employees and bank details from our Excel template, with "Check the columns" first and "Undo this import" for records it created. Salary structures for many employees pasted from a sheet or uploaded as CSV, every row checked first.
- Getting data out
- Register, bank advice and transfer file as CSV; PF ECR as a text file; ESI as .xls; payslips as PDF; the run's journals for Tally. On your own server, the database is yours.
- Integrations
- Nothing is filed for you: you or your CA upload the ECR on the EPFO portal and the ESI file on the ESIC portal, and check the 24Q file with Protean's free FVU before filing. Payslips go by e-mail today.
- Where it runs
- Runs as your own dedicated system: on your server under an AMC, or on MyRecords Cloud for a monthly fee. Salary data stays in your system, and you can export everything when you leave. Data ownership and exit
Questions
Questions people ask
Something else on your mind?
Ask us anything about modules, a quote or moving across. A person from our team replies.
Ask a question01Does it work out PF on the new ₹25,000 ceiling?
Yes. PF wages are capped at ₹25,000 from 17 Sep 2026, and September 2026 is split by days. Salary structures that still cap PF at ₹15,000 must be updated; the statutory page names the people affected. Verify the September split with your CA.
02Does it file our PF and ESI returns?
No. It makes the PF ECR text file and the ESI .xls upload file. You or your CA upload them on the EPFO and ESIC portals and pay the challan.
03Can each employee choose the old or new tax regime?
Yes. The regime is set per employee, and the pay run flags anyone without one. Declarations and proofs come in through My HR.
04Which states' professional tax does it handle?
20 states and Puducherry, with slabs and the source for each, and due dates for most on the Home calendar. Odisha repealed the tax from April 2026, and Meghalaya has no slab table yet. Slabs marked "verify" wait for a CA's check, so we confirm your state's slab with you during setup.
05Can I correct a pay run after creating the slips?
Yes, until you submit. Slips are drafts you can fix or recalculate. After submitting, cancel the pay run (it tells you how many slips and journals go) and run it again, or pay a missed day back through a payroll correction. A locked month refuses changes.
06How do employees get their payslips?
Each payslip can be e-mailed from the run, and every employee opens their own slips in My HR. HR can also download all slips as PDFs in one zip.
07Does it prepare salary TDS returns?
Partly. It makes the Form 24Q text file for quarters up to March 2026. For 2026-27 it gives Form 138 Part B and Annexure I as an Excel layout to key in. See statutory files.
Last updated Applies to MyRecords 3 Nov 2026 release Expert review pending
Next step
See it on your own numbers.
A live demo on our sample company, with the modules you would switch on. Or ask us for a quote first.
Live demo
Book a walk-through
- On our sample company, for your kind of work
- A quote for the modules you need
- Your questions, answered by our team