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Retail

Payroll software for shop staff

Counter staff on two shifts, a delivery boy who asks for an advance, a Dasara bonus for everyone. Run it all once a month from attendance that staff mark on their phones.

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In short

SimpleERP is payroll software for retail shop staff in India. Shifts and weekly offs drive paid days, monthly runs pay each store's counter staff with festival bonus and advance recovery, and payslips reach staff phones.

Illustration of the daily attendance sheet on a phone with a Mark all present button.

A payroll day at Chamundi Daily Needs

Chamundi employs eleven people: four counter staff and a packer at Saraswathipuram, three counter staff at Vijayanagar, two delivery boys and a store manager. The stores sell groceries from seven to ten, so the counter works a morning shift and an evening shift, the packer fills the shelf before opening, and weekly offs are staggered so neither branch is short on Sunday.

Staff check in from their phones when they arrive. At month end the owner creates one run per store, and SimpleERP works out paid days from each shift, the weekly offs and any leave, then lists who needs attention before the owner approves.

How do two shifts and staggered offs work?

Make a Morning shift from 7:00 to 3:00 and an Evening shift from 2:00 to 10:00, each with its own working days, so a Tuesday off is a Tuesday off for those staff. Late marks follow the shift's grace minutes.

  • Self check-in from the phone browser, with the time recorded.
  • Mark all present for a branch, then change the exceptions.
  • Holidays per branch, such as a local festival only one area keeps.
ItemCounter staffDelivery boyStore manager
ShiftMorning 7 to 3 or Evening 2 to 10Morning, 7 to 3General, 9 to 6
Weekly offStaggered, Monday to ThursdayWednesdayTuesday
Basic₹11,000₹9,500₹16,000
HRA at 40% of Basic₹4,400₹3,800₹6,400
Petrol allowanceNone₹1,500 fixedNone
Dasara bonusOne month's Basic, not pro-ratedSameSame
PF and Karnataka PTPF 12% of Basic; PT as the slab appliesSameSame
Chamundi's shifts, offs and components per role; the bonus is paid in the October run.

What happens when I run the month's payroll?

Create a run per store, or one for the whole business, and SimpleERP builds every payslip from structures and attendance. Absences and unpaid leave become loss of pay, and each line is pro-rated by paid days.

  • Staff without a structure are listed with a link to add one.
  • Add a line for an incentive, arrears or a deduction you agreed with the person.
  • A negative net pay blocks approval until it is fixed.

Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.

A payslip with earnings, deductions and net pay.

How do I recover a salary advance?

Give the advance from the store's cash drawer with a monthly recovery, and each run deducts it until it is cleared. Staff see their own balance in self-service, so there is no argument about what is left.

  • Recovery is the set amount or the balance left, whichever is less.
  • Its own payslip line, so the deduction is clear.
  • Cancel an advance only while nothing has been recovered.

What reaches the books and the staff?

Approving the run posts salary expense, PF and PT payable and salaries payable. Paying it from cash, bank or UPI clears what is owed, and every payslip opens on the employee's phone.

  • Payroll register per run, exported to CSV for the accountant.
  • Payslip PDF from self-service.
  • Leave requests on the phone, with the balance shown to whoever approves.

One system

What it connects to

Attendance and leave feed the run, and approving it writes salary expense and the payables to the ledger.

Honest limits

What SimpleERP does not do yet

  • 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
  • No overtime calculation from hours worked; add extra hours as an Other earning line on the run
  • Payroll is monthly; weekly cash wages for part-time helpers are recorded as expenses

Getting started

Start with payroll

  1. Sign up with your phone

    Name, phone number and a password. No card for the seven-day trial, and email is optional.

  2. Tell us about the business

    Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.

  3. Add your people

    Add each counter staff member with their branch, shift and weekly off, then give each a structure with Basic, HRA and PF.

  4. 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 staff at both stores mark attendance from their phones?

Yes. Each person checks in from their phone browser when they arrive, and the time and any late mark are recorded against their shift. The store manager can also mark everyone present and fix the exceptions.

How do I pay the Dasara bonus?

Bonus is a seeded component that is not pro-rated. Add it to each structure for October, or add a Bonus line on each payslip in the October run, and it is paid in full whatever the attendance.

Can I run payroll separately for each store?

Yes. Create one run per branch for the month, or one for the whole business. Each run has its own approval and payment, so the Vijayanagar staff can be paid from that store's account.

Does SimpleERP work out professional tax for Karnataka?

No. PT is a deduction you set per employee at the amount the Karnataka slab gives for their salary. SimpleERP deducts it each month and posts it to PT payable for you to pay.

Related

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