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All-in-one HR platform · v2.0
14-day free trial · No credit cardhello@HrMagix.com
All-in-one HR platform · v2.0
14-day free trial · No credit cardhello@HrMagix.com
Running the monthly payroll: salary structures, payslips, arrears, bank files and year-to-date figures.
All customers receive direct support via WhatsApp, phone, and email from our Pune-based product specialists. Enterprise plans include a dedicated Customer Success Manager who assists with payroll cutoffs, bonus disbursements, and annual tax year-end closing.
An HRMS is the system of record, who works here, in which role, under which manager, on what terms. Payroll software is a calculation that reads that record and produces a payslip, a statutory return and a bank file. The distinction matters when they are separate products, because the record has to be exported into the calculation every month and the export is where errors enter. HRMagix is HRMS and payroll software in one platform, so the calculation reads the record directly.
Yes. Payslips are generated by the payroll run and available to employees in the self-service portal for any processed month, reissued as the original document rather than regenerated. Form 16 is available from the same place once the annual return is filed, alongside the payslips it summarises.
Roles with payroll access, and the employee themselves. A reporting manager sees their team's attendance, leave and goals but not their salary components. Access is granted by role against the record rather than by seniority or tenure, it changes when the role changes, and views of restricted fields are recorded.
Fourteen days with full access to every module and no credit card required. Payroll is included on purpose: a payroll product cannot be evaluated properly with payroll switched off, and the questions worth asking, how a backdated increment is treated, how a mid-year migration handles year-to-date figures, only surface when you run one.
By the cases that break rather than the feature list, because every product in the category lists the same features. Four questions separate them in practice: what happens to a shift that crosses midnight, how a backdated increment is treated in a month already filed, how a mid-year migration carries year-to-date figures so Form 16 reconciles, and whether an attendance correction overwrites the original record or sits beside it. The best payroll software for you is the one whose answers to those match how your company actually operates, which is why the trial includes payroll rather than excluding it.
For a mid-year switch, yes. Process one month in both and compare head by head rather than in total, because two offsetting errors produce a matching total. Differences usually cluster around rounding on PF, allowances treated differently in the gross, and mid-year ESI eligibility changes.
Only roles with payroll access, and the employee themselves. A reporting manager sees their team's attendance, leave and goals but not their salary components. Access is a property of the role rather than of seniority, and every view of a restricted field is recorded.
No. It produces the payroll outputs accounting needs, the cost by head, the statutory liabilities, the bank transfer file, and the accounting system remains where the ledger lives. The overlap is the handover, not the function.
Policies carry effective dates rather than being edited in place, so a change applies from the date it takes effect and the earlier periods stay calculated under the rule that governed them. Recomputing history to match a new rule is almost always the wrong answer, and is what makes past payslips indefensible.
The affected months are recomputed under the revised salary, the difference is paid as an identified arrear line in the current month, and the original payslips stay as issued. The arrear counts toward the PF wage of the month it is paid and moves the year-to-date figure the TDS projection uses.
It is locked. Corrections are made as identified adjustments in a later run rather than by editing a closed period, because the closed period has already been filed against. That is also what allows a payslip reprint to be the original document rather than a regenerated approximation.
No. Grade, designation and compensation changes are effective-dated on the employee record, and the payroll run for the relevant month reads the structure that was in force. There is no second entry to make or forget.
The directory is the open part, name, role, department, work contact details, that colleagues are meant to look up. The record is everything else: statutory identifiers, bank details, salary components, documents and history. They are the same system separated by role permissions, not two databases.
It becomes a loss-of-pay day, which reduces the paid days for the month and therefore the salary, the PF wage and, where applicable, the ESI contribution. Because leave and payroll read the same ledger, the LOP day is an outcome of the leave record rather than a figure typed into the run.
Every payslip issued through HRMagix stays available in the employee's own login. Where historical payroll has been migrated in, those periods are available too.
Access ends with employment, which is why exited employees should download what they need during their notice period. A former employee needing a payslip or Form 16 afterwards requests it from HR, who can still produce it from the retained record.
Yes, and it is the main reason pre-boarding exists. The joiner completes their own details, uploads statutory and proof documents, and acknowledges the policies issued to them, so day one is not spent on data entry and the first payroll run has the identifiers it needs.
Yes, and it is the usual sequence. Attendance, leave and the employee directory come first because they establish the record; payroll is switched on when you are ready to move it, ideally at the start of a financial year or with one month run in parallel.
It is a cost decision as much as a compensation one, because basic pay drives the PF wage and therefore the employer's contribution on every offer. Decide it once per grade rather than per offer, so two people hired a year apart on the same band are not paid under different arithmetic.
A headcount reconciliation, appointment letters, evidence of statutory registration and filings, salary and ESOP records, and confirmation that policies were issued and acknowledged. The difficulty is almost never the answer; it is showing the position as it stood at a past date, which is what effective-dated records exist for.
It replaces the manual calculation and the filing preparation, not the advice. The run produces the ECR file, the ESIC return, the PT working and Form 24Q, which your accountant can review and file rather than assemble.
Running part of the workforce inside payroll software and part outside it reintroduces exactly the reconciliation problem the system exists to remove, and statutory totals will not tie back to the returns. It is far better to bring everyone onto one run, even where their pay structures differ substantially.
No, and it should not. Timesheets measure effort against a client and a rate; attendance measures presence against an employment contract. Payroll follows presence and approved leave rather than utilisation, and deriving one from the other is a common and expensive mistake.
Access is granted by role against the record rather than informally, and it changes when the role changes. Views of restricted fields are recorded. In small firms the realistic risk is not an external breach but access that was granted once for a reason and never withdrawn.
Because the employer's own statutory contributions sit on top of gross rather than inside it. The 12% provident fund contribution and, where applicable, the 3.25% ESI contribution are the employer's cost and do not reduce the employee's take-home. That money belongs to the employee, but it goes to their provident fund and ESI account rather than their bank.
Provident fund is computed on basic rather than on gross. A higher basic means a larger PF base, a larger deduction and therefore a lower take-home, while increasing what accumulates in the provident fund and, at exit, the gratuity computed on last drawn basic.
No. Income tax under Section 192 depends on the employee's choice between the old and new regimes and on their verified declarations, so the figure shown is take-home before income tax.
Enter the share your salary structure actually uses. Most Indian structures set basic between 40% and 50% of gross, and the calculator defaults to 50%.
Contributions fund the medical and cash benefits available to insured employees and their dependants under the scheme. The contribution is the employer's cost and does not reduce the employee's take-home.
A system that re-tests applicability month by month, with no memory of the contribution period, produces under-deduction, over-deduction and disrupted benefit entitlement in turn.
Because a salary budget expressed in gross omits the employer's own statutory contributions, which sit on top of gross rather than inside it. On a typical structure that is an additional twelve to sixteen per cent, and it is the single most common gap between an approved headcount budget and the actual monthly outlay.
Gross salary plus the employer's statutory contributions: 12% provident fund on the PF base (including the 8.33% pension share) and 3.25% ESI where average gross is within the ₹21,000 threshold.
Employer provident fund is computed on basic, so a higher basic share raises the PF base and the employer's contribution, unless the ₹15,000 ceiling caps it.
Yes. It annualises the total monthly cost as twelve months at the current run rate.
Because CTC includes amounts the employer pays that never reach your account in the month, its own provident fund and ESI contributions, a gratuity provision and any variable pay, and your own deductions come off gross before you are paid. The salary calculator shows the take-home side.
No. Including a gratuity provision in a quoted CTC is a common practice rather than a rule, which is why the calculator lets you switch it off.
It can. Provident fund and gratuity are both computed on basic, so a larger basic raises the employer's contributions, unless the EPF wage ceiling caps the provident fund side.
No. Cost to company is a convention for quoting a salary as everything the employer spends on the employee in a year, which is why two offers with the same CTC can mean different take-home pay.
Insurance premiums, meal cards and reimbursements, which some employers add, are not modelled. EDLI and EPF admin charges payable by the employer are included.
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