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My details
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Your email address is how the app, the audit trail and your subscription all recognise you, so it cannot be changed here. Write to reachus@accountantsfactory.com if it needs to move.
Before you can start
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Pricing
Read from Zoho Billing, so what you see here is what you will be charged.
Which month?
One month either side of this one is open. Older months are shown locked — press one and it says how to have it opened. Months already run stay open, so a payslip can always be printed again.
Nothing in this year is open, and nothing was run in it.
Your subscription
See the plan this company is on, or change it.
Company profile
This record is shared by every tool. Change it once and every app that uses this company sees the change.
As it should read on the payslip.
Optional. Printed under the company name.
Professional tax is a state levy, so the payroll needs to know which state this company is in.
If you are registered under the EPF Act, PF is deducted and the employer share is computed.
ESI applies to employees earning up to ₹21,000 a month, where the establishment is covered.
A state levy. Some states do not charge it at all. The slabs are yours to check under Settings.
PNG or JPG. It is printed at the top of every payslip for this company.
1 · Payroll settings
These drive every calculation. Defaults follow the Accountants Factory PF & ESI workbook.
Used when a salary is built from a CTC. An uploaded sheet carries its own basic and is not touched by this.
40% outside the metros, 50% inside them.
Pre-filled as W on the attendance sheet. A weekly off is a paid day, so this changes nothing in the pay — it just lets the register show the week the way the company actually works.
Only affects how a CTC is broken up, never what is paid or deducted.
What this company deducts
Answered once, here. It decides which columns the employee spreadsheet has, so a client never sees a box they do not need and cannot fill one in by mistake.
Registered under the EPF Act.
The statutory ceiling is ₹15,000. Choose the whole basic only if this employer contributes above it.
Charged where gross is ₹21,000 or below. Above that the employee is outside ESI, not capped at ₹21,000.
A state levy. The slabs are set in section 2 below.
TDS is never computed here. It depends on the employee's regime and declarations, which this app does not hold. Work it out with our income tax calculator, then enter the monthly figure against each employee.
2 · Professional tax
Type the state's table exactly as published — the bands and the amount both scale.
| Slab | Gross from | Gross up to | PT amount | Per month |
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3 · Allowance names
What this company calls its four allowance components. The names appear on the employee form and as the column headings on the spreadsheet. Renaming one changes no figure.
For example Conveyance.
For example Medical.
For example Special allowance.
Leave any of them blank to keep the number.
Monthly additions
Extra payments made in a single month — arrears, a bonus, anything else. Name the lines you use and tick what each one counts towards. The amounts themselves are typed each month, per employee, on the Employees step.
For example Arrears — wages owed from an earlier month.
For example Bonus. Statutory bonus sits outside PF.
Leave the name blank to switch this line off.
Leave the name blank to switch this line off.
An addition is an entered amount: it is paid in full and is never reduced for days not worked. Ticking PF adds it to the wage PF is worked out on, and ESI and PT the same. If you are not sure, ask us before ticking one — these decide what is deducted.
Something wrong with the company itself?
Employees
| # | No. | Name | Designation | UAN | ESIC IP | Basic | HRA | Allowances | Gross | PF | ESI | PT | TDS | Other | Total | Net pay |
|---|
No employees yet. Add one, or add many at once from a spreadsheet.
Nobody matches that.
Add one employee
For a single joiner. For a whole payroll, the spreadsheet is faster.
Leave it blank and the app numbers them EMP-001, EMP-002 … in the order they were added.
As it should read on the payslip.
Printed on the payslip. Optional.
They appear in the payroll from this month onwards, never before it.
Leave this empty while they are still with you. Once set, that month is their last payroll and they drop off the next one.
Ten digits. This is how the payslip reaches them on WhatsApp.
Where the payslip is emailed.
The employee's Universal Account Number from the EPFO portal — exactly 12 digits. It keys the PF return file. Leave it blank until it is allotted.
The employee's ESIC Insurance Number — exactly 10 digits. It keys the ESI return file. Leave it blank until it is allotted.
Everything else follows from this.
House rent allowance, a month.
Rename these in Payroll settings.
Advances, loan instalments, anything recovered.
What is deducted
Worked out from the figures above. Type over one only where this employee is a genuine exception — an entered figure is used exactly as typed and is never prorated.
Add many at once · spreadsheet
Set everyone up once, in a spreadsheet. From next month you only send attendance — unless something actually changed, and then you change it here.
Who is on this payroll
| # | Employee | Designation | Joined | Left |
|---|
Nobody is on this month's payroll yet. Open the employee master and add them.
Additions for this month — arrears, bonus or anything extra paid on top of salary
These are paid in full — they are never reduced for days not worked. They apply to this month only and start empty again next month.
Send payslips
Reports
Every month this company has run, and what it cost. The figures come from the saved runs, so a month that was never saved is not in here.
| Month | Status | People | Gross | PF | ESI | PT | Net paid | Cost to company |
|---|
Nothing has been saved yet. Run a month and save it, and it appears here.
Subscription
Days worked
Type the days each person was paid for. Everything else follows.
| # | Employee | Designation | Days in the month | Days paid | Loss of pay |
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Add some employees first and they will appear here.
Nobody matches that.
Attendance Register · day by day
For a company that marks every day rather than counting them. P present, W weekly off, H holiday, E earned leave, 0.5 half day, A absent. P, W, H and E are all paid — earned leave is leave the employee has already earned by working. Only A costs pay, and 0.5 costs half of one. Nothing else can be typed in.
Add some employees first and the register will appear here.
Type P, W, H, E, 0.5 or A in any box. Anything else is flagged and not counted.
Payroll
The ECR is a text file for the EPFO portal; the ESI file follows the ESIC monthly contribution template. Anyone without a UAN or an ESIC IP number is listed rather than written into the file with a blank.
Done with this month?
Finalising saves the month and closes it. The figures stop changing, payslips stay downloadable, and the month shows as finalised on the payroll dashboard instead of waiting for you.
Payslips
| Employee | Days | Gross | Basic | PF | ESI | PT | Net pay | Cost to company |
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