Question 1

How is payroll pricing usually structured?

Accepted Answer

Most vendors combine a platform fee with a per-employee or per-payslip charge. The platform fee covers the core system (employees, salary structures, payslips); the per-employee/payslip portion scales with headcount. Some features—like advanced attendance, device integrations, reimbursements, or complex multi-entity compliance—may be optional add-ons. Always check what’s included at each tier and whether there’s a minimum employee count.

Question 2

Do I have to choose annual billing, or can I stay monthly?

Accepted Answer

You can do either. Monthly billing is flexible while you’re evaluating or growing; annual billing usually includes a discount and reduces procurement overhead. If you’re unsure, start monthly, track two full cycles (onboarding + a regular month), and switch to annual when workflows stabilize.

Question 3

Is there a minimum number of employees for paid plans?

Accepted Answer

Some plans set a minimum (e.g., 10 employees) to keep pricing simple. If you’re smaller or seasonal, look for a plan with no minimums or a startup tier. Also confirm how contractors or interns are counted—some tools bill differently for non-full-time workers.

Question 4

What’s typically included vs. sold as add-ons?

Accepted Answer

Base tiers often include core payroll (payslips, basic compliance, standard reports). Add-ons may cover advanced statutory filings, time/attendance devices, geo-fencing, custom approval flows, dedicated support, or multi-entity features. The quickest way to compare is to list your “must haves” for month one and ensure those are included without extra fees.

Question 5

Will I be charged for onboarding or migration?

Accepted Answer

Self-serve onboarding is frequently included. A one-time implementation fee may apply if you need historical data imported, multi-company setup, custom salary components, or complex approval chains. If you expect growth, negotiate that fee to include a second onboarding phase for your next entity.

Question 6

Can I add or remove employees midway through a billing cycle?

Accepted Answer

Yes. Most systems adjust per-employee charges pro-rata in the next cycle. Make sure your HR ops process includes timely deactivation to avoid paying for ex-employees, and confirm how mid-cycle joins/leaves are handled on payslips and in billing.

Question 7

Do you support multiple pay cycles, off-cycle runs, and contractor payouts?

Accepted Answer

Paid tiers commonly support monthly, twice-monthly, or weekly cycles, plus off-cycle runs for corrections/bonuses. Contractor payouts are usually supported but may have different tax treatments. Ask whether additional runs are billed as separate transactions or included in your plan.

Question 8

Are attendance and leave tools part of the price?

Accepted Answer

Basic leave is often included; advanced attendance (geo-fencing, hardware devices, overtime rules, shift differentials) may be an add-on. If you already own hardware, confirm compatibility so you don’t pay twice. For distributed teams, test mobile check-in accuracy before committing.

Question 9

What kind of support is included at each tier?

Accepted Answer

Entry tiers usually include email or chat support within business hours. Higher tiers may add faster SLAs, phone support, a success manager, or compliance consultations before major deadlines. Map support levels to your internal payroll calendar (processing, audits, year-end) to avoid surprises.

Question 10

How do refunds and cancellations work?

Accepted Answer

Monthly plans can typically be cancelled before the next cycle. Annual plans may not be refundable mid-term, though vendors sometimes allow plan downgrades at renewal. Get the terms in writing, including what happens if your headcount drops significantly.

Question 11

Will I get GST invoices and common Indian payment options?

Accepted Answer

Yes—expect GST-compliant invoices with your GSTIN on record, and standard payment methods like cards, UPI, or net banking. If you require PO-based payments, confirm timelines so your payroll run isn’t delayed by approvals.

Question 12

How can I estimate my first-year cost with confidence?

Accepted Answer

Use this formula: (Employees × per-employee price × 12) + (Platform fee × 12) + (Expected add-ons × 12) + One-time onboarding (if any). Then run a 60-day checkpoint: compare projected vs. actual employee count, number of off-cycle runs, and usage of add-ons. Adjust your plan before renewal to avoid overpaying.

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