Wholesale & distribution
Payroll software for distributors
Salesmen with incentives, drivers who start at six, loaders who ask for an advance before Pongal. Pay them all from one monthly run that reads attendance and writes the journal.
In short
SimpleERP is payroll software for distributors in India. Salesmen, van drivers and godown staff get monthly payslips from salary structures and attendance, with incentives added on the run, advances recovered and PF and PT deducted.
Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.
A payroll day at Vaigai Consumer Distributors
Vaigai has 18 people: six salesmen, three van drivers, five loaders across the two godowns, two billing clerks, an accountant and a supervisor. Drivers and loaders start at six to stack cartons into each delivery van; the office starts at nine. Salesmen earn a fixed salary plus an incentive on what their beat's retailers paid against the outstanding that month.
On the first working day of the month the accountant creates the payroll run. SimpleERP counts paid days from attendance and leave, pro-rates each structure, recovers this month's share of any advance and lists anything that needs a look, such as a salesman without a structure or a day nobody marked.
How do I set up pay for salesmen, drivers and loaders?
Give each person a salary structure once. Earnings and deductions are fixed amounts or a percentage of Basic, and a raise is a new structure from a date, so April's increment never rewrites March.
- Exactly one Basic per structure; HRA and PF follow it.
- Bonus lines skip pro-rating, so a festival bonus is paid in full.
- A live preview shows gross, deductions, net pay and cost to company.
| Component | Salesman | Van driver | Godown loader |
|---|---|---|---|
| Basic | ₹14,000 | ₹12,000 | ₹10,500 |
| HRA at 40% of Basic | ₹5,600 | ₹4,800 | ₹4,200 |
| Conveyance or bata | ₹2,500 fixed | ₹3,000 fixed | None |
| Collection incentive | Added on the run as other earning | None | None |
| PF at 12% of Basic | −₹1,680 | −₹1,440 | −₹1,260 |
| Professional tax | Amount you set | Amount you set | Amount you set |
| Advance recovery | If any | ₹1,000 a month on a ₹5,000 advance | If any |
Can drivers on the early shift mark their own attendance?
Make a Loading shift from 6:00 to 3:00 next to the General office shift. Drivers check in from their phone browser and late marks follow that shift's grace minutes, or the supervisor marks everyone present and changes the exceptions.
- Two shifts, each with its own working days, break and grace minutes.
- Leave requests from the phone, approved by the supervisor in one step.
- Unmarked days count as present and are flagged on the run.
Illustration of the daily attendance sheet on a phone with a Mark all present button.
Where does the salesman's incentive go?
Generate the run, open the salesman's payslip and add an Other earning line for the incentive worked out from his collections. It is paid in full, shows on the payslip as its own line and posts to salary expense with the rest.
- Arrears for a late raise use the same add-line step.
- Regenerate a draft run after fixing attendance; manual lines are confirmed before they are cleared.
- Approve posts the accrual; pay clears salaries payable from bank or cash.
How do loaders' advances get recovered?
Pay the advance from cash or bank with a monthly recovery amount. Each run deducts that amount, or the balance left if it is smaller, until it is settled, and the person sees what remains on their own payslip.
- Advances page with paid, recovered and still due for each person.
- Payslips on the phone after approval, and as a PDF.
- Payroll register per run, exported for the accountant.
One system
What it connects to
Attendance feeds the run, and approving it posts salary expense, PF and PT payable to the ledger.
Wholesale & distribution
Keyboard-first GST billing, stock across warehouses at average cost, party ledgers and receivables ageing.
See howGST billing for distributors
Carton-wise GST invoices to retailers with HSN on every line, credit days on the bill and IGST for buyers across the border.
See howInventory for distributors
Carton stock by godown, valued at average cost, moved only by posted bills, invoices, transfers and counts.
See howAccounting for distributors
Retailer ledgers built from posted invoices and receipts, ageing by bucket, company payables and month-end checks.
See howPayroll
Salary structures, monthly runs and payslips with PF, PT and TDS, posted to the books.
See how
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 automatic incentive calculation from collections or sales targets; you add the amount on the run
- Payroll is monthly only, so daily-wage loading gangs are paid outside payroll as an expense
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 each salesman, driver and loader with a joining date and shift, then give each a structure with Basic, HRA, conveyance and PF.
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 my salesmen a different incentive every month?
Yes. The incentive is not part of the fixed structure. After generating the run, open each salesman's payslip and add an Other earning line with that month's amount. It shows on the payslip and posts to salary expense.
My drivers start at six. Will they be marked late?
Not if they are on a shift that starts at six. Create a second shift with its own start time and grace minutes and assign the drivers to it. Late marks then follow their shift, not the office one.
Does SimpleERP pay PF and file the returns?
It deducts PF at 12% of Basic, books the employer's share and posts both to PF payable. Paying the challan and filing the return stay with you or your consultant, using the payroll register.
A loader took ₹5,000 before Pongal. How is it recovered?
Record the advance with a monthly recovery, say ₹1,000. The next five payroll runs deduct it as its own payslip line, and the advances page shows what is still due at any time.
Related
Keep reading
Wholesale & distribution
Keyboard-first GST billing, stock across warehouses at average cost, party ledgers and receivables ageing.
Read moreGST billing for distributors
Carton-wise GST invoices to retailers with HSN on every line, credit days on the bill and IGST for buyers across the border.
Read moreAccounting for distributors
Retailer ledgers built from posted invoices and receipts, ageing by bucket, company payables and month-end checks.
Read more
See how payroll works in SimpleERP for wholesale and distribution
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