Most payroll problems are not calculation errors. They are copying errors: a punch missed in an export, leave not deducted, overtime added twice. The cure is to stop copying.
The usual month end
- Export attendance from the biometric device.
- Paste it into a spreadsheet.
- Check leave forms and overtime slips against it.
- Work out pay, deductions and loans.
- Fix mistakes reported after salaries are paid.
Every step is manual, and the spreadsheet becomes the only record.
A better flow
- Sync punches automatically. Attendance comes from the devices at a set interval, plus check-in and check-out for staff in the field.
- Work in shifts. Rosters and a holiday calendar define what a full day is for each person.
- Approve leave and overtime as they happen. Not at month end.
- Build pay from those records. Attendance, approved leave, approved overtime, statutory deductions and loan repayments.
- Send payslips. Every employee gets theirs.
- Lock the month. Changes after that need approval.
What to look for in software
- Direct sync from the biometric devices you already have.
- Shifts and rosters, not just in and out times.
- Leave balances that update as leave is approved.
- Overtime that must be approved before it is paid.
- Statutory deductions for where you operate.
- A payroll lock with an approval step to unlock.
How AIMS handles it
In AIMS HRMS, attendance is synced from eSSL biometric devices at a set interval, with field check-in and check-out, shifts, rosters, a holiday calendar, and leave and overtime approved step by step. Payroll is built from that attendance, approved leave and overtime and loan repayments, with statutory deductions including PF, ESI, professional tax and TDS. Payslips can be sent on WhatsApp, and a closed month is locked, with approval needed to unlock it. See the full hire to retire journey.