Event management
Payroll software for event management staff
Pay salaried coordinators and supervisors every month with PF, PT and TDS, let them mark attendance from the venue, recover festival advances on their own, and pay freelance crew against their bills.
In short
SimpleERP is payroll software for event management companies in India. Coordinators mark attendance from the venue on their phones, monthly payslips carry PF, PT and advance recovery, and freelance crew are paid as suppliers per event.
Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.
A payroll day at Rangmahal Events
Rangmahal Events keeps fourteen people on salary: coordinators, a godown supervisor, two drivers, a designer and the accounts team. In December they also bring in thirty freelance crew for decor, lighting and guest handling, paid per event.
Attendance used to be a WhatsApp group where coordinators posted from a venue in Jodhpur at two in the morning. Payroll took two days of matching messages, festival advances were remembered by the owner, and freelancers were paid in cash with a note in a diary.
SimpleERP runs the salaried team through monthly payroll fed by phone attendance and approved leave, and keeps the freelance crew as suppliers whose per-event bills are paid like any other vendor's.
Salary structures
What goes on a coordinator's payslip?
Set the structure once per employee and every run applies it. Components can be fixed, a percentage of Basic or of gross, and an extra for a heavy season month can be added to the payslip before you approve the run.
- Bonus and arrears added per payslip for the wedding peak.
- TDS as a deduction you set from what the employee declared.
- Effective dates when a coordinator is promoted mid-season.
| Component | Type | Amount |
|---|---|---|
| Basic | Earning | ₹18,000 |
| HRA, 40% of Basic | Earning | ₹7,200 |
| Special allowance | Earning | ₹6,800 |
| PF, 12% of Basic | Deduction | ₹2,160 |
| Professional tax | Deduction | Per state rule, nil in Rajasthan |
| Festival advance recovery | Deduction | ₹2,000 |
| Net pay | ₹27,840 |
Attendance
How do staff on a venue mark attendance?
Each employee checks in from their own phone in self-service, wherever the event is. HR can correct the daily sheet the next morning, and approved leave, holidays and weekly offs are already filled in before the run counts paid days.
- Half days and leave counted into paid days and loss of pay.
- Shifts for late-night functions, set once and assigned to the crew who work them.
- Payslips on the phone once the run is paid.
Illustration of the daily attendance sheet on a phone with a Mark all present button.
Freelance crew
How are freelancers paid per event?
Payroll in SimpleERP is monthly, so day-rate crew are better kept as suppliers. Each sends a bill for the event, or you record it for them, and the payment clears it; their history and balance sit on their own supplier page.
- Supplier bills for crew with the event date and days worked in the line.
- Salary advances for the salaried team, recovered each month until settled.
- Claims from coordinators for venue travel and food, approved and reimbursed separately.
One system
Where payroll reaches the books
Approving the run posts salaries and deductions; paying it clears salaries payable. Crew bills and claims post through purchase and expenses.
Event management
A quotation per event, staged advances, SAC-coded invoices, vendor payables and an equipment register.
See howPayroll
Salary structures, monthly runs and payslips with PF, PT and TDS, posted to the books.
See howHR, attendance & leave
Employees, a daily attendance sheet, phone check-in, holidays and leave balances.
See howExpenses
Business expenses with receipts, and staff claims from submit to approve to reimburse.
See howAccounting for event companies
Advances, vendor payables, claims and depreciation in one ledger, with month-end checks before the season ends.
See how
Honest limits
Payroll limits event companies should know
- Income tax (TDS) is not computed; you set the deduction per employee
- No preset ESI or gratuity; add them as components where they apply
- No biometric device integration: attendance is marked on the phone or entered by HR
- Payroll is monthly; there is no weekly or per-event pay run for crew
- No overtime rate calculation; add it to the payslip as an earning
Getting started
Start with payroll
Sign up with your phone
Name, phone number and a password. No card for the seven-day trial, and email is optional.
Tell us about the business
Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.
Add your people
Add salaried coordinators, supervisors and drivers with their structures, and add freelance crew as suppliers rather than employees.
Run the first payroll
Attendance and leave feed the run; payslips post to the books and staff see them on their phones.
FAQ
Questions, answered
Can I pay crew per wedding through payroll?
No. Payroll runs once a month for employees. Freelance crew are added as suppliers and paid against a bill for each event, which also keeps their payments out of PF.
Is professional tax deducted in Rajasthan?
Professional tax depends on the state, and Rajasthan does not levy it at present; confirm with your CA. In SimpleERP PT is a component you include or leave out of each structure.
A coordinator took ₹10,000 before Diwali. How is it recovered?
Record a salary advance with a monthly recovery amount. Each payroll run deducts it until the balance is zero, and the coordinator sees what is left in self-service.
Can coordinators see their payslips without asking the office?
Yes. Invite them to self-service by phone number. They see only their own attendance, leave, payslips and claims.
Related
Keep reading
Event management
A quotation per event, staged advances, SAC-coded invoices, vendor payables and an equipment register.
Read moreAccounting for event companies
Advances, vendor payables, claims and depreciation in one ledger, with month-end checks before the season ends.
Read moreInventory for event companies
Consumables in godowns at average cost, and owned trusses, lights and tents on the asset register.
Read more
See how payroll works in SimpleERP for event management
Seven days free. No card. Your first GST invoice in minutes.