Key takeaways
- Free payroll software handles a basic monthly salary cycle for one entity, but omits filing-ready PF, ESI, and TDS outputs.
- Free plans cap headcount and pay runs, so decide your upgrade trigger during hiring month, not later.
- Statutory PF, ESI, and TDS reports plus biometric attendance sit behind paid tiers, forcing spreadsheet workarounds.
- Free tiers allow salary register exports and email support, but not phone help when pay runs fail.
Free payroll software for small business in India can carry a real salary cycle for a small, simple team — what it cannot do is grow with you. Every no-cost plan in this market is bounded by headcount, by how many pay runs it allows, and by how much statutory output it will actually produce. This comparison sets out what the widely used free tiers include, where they stop, and the point at which paying starts costing less than working around them.
Two things decide the answer for any business: how many people sit on the payroll, and how much variation sits behind each salary. Fixed monthly salaries at one location is a different problem from rotating shifts, rider overtime and contract housekeeping spread across three shops.
What free payroll software for small business in india actually covers
Short answer: Free payroll software for small business in India covers one legal entity and a simple monthly salary cycle. It handles employee records, basic salary structures, payslips, and net pay calculation. It usually excludes filing-ready PF, ESI, and TDS outputs, multi-branch attendance, and contract labour. That suits a small, fixed-salary team at one location.
A free plan normally covers one legal entity and a small headcount — employee records, a basic salary structure, a monthly pay run, payslip generation and a net pay figure. What it usually leaves out is filing-ready PF, ESI and TDS output, multi-branch attendance, and contract labour.
Below, the questions worth asking are answered with what the tools actually do rather than what their homepages suggest.
Crossing the headcount cap in the middle of a financial year. Zoho Payroll publishes a free plan sized for teams of roughly five to ten people, with per-employee pricing above that. Kredily keeps the core payroll free and charges for add-on modules instead of headcount. Either way, the practical question is your upgrade trigger: decide it in the hiring month, not in the month you discover the cap.
PF, ESI and TDS-ready output. Most free tiers let you define deduction heads and subtract them from gross salary. Producing the monthly PF contribution file, the ESI return data or an annual tax statement for employees is where the paid tiers begin — greytHR and Keka put those reports behind paid plans, and Kredily offers them as paid add-ons. Without them, your accountant rebuilds the numbers from the salary register you export.
Exporting the salary register. Kredily and Zoho Payroll both allow a CSV or spreadsheet export of processed salary on their free tiers, which is what your chartered accountant needs at filing time. RazorpayX Payroll ties the run to its own banking rails, so the register is exportable but the workflow assumes salary is paid through RazorpayX. Check the export before you build a report around it.
Contract labour, branches and shifts. Free tiers are built for one entity at one location. Contractor invoices, night-shift differentials and a second branch are paid-plan territory, and the workaround is usually a spreadsheet bolted onto the side of the tool — which is where the audit trail starts leaking again.
Attendance capture. On free plans, attendance is typed in or imported from a CSV. Biometric or GPS punch capture is almost always an add-on. This matters more than any other line, because attendance is the input that decides whether the 1st is a review or a reconstruction.
Support on salary day. Free tiers give you email and documentation, not a phone line. That is the constraint you feel first when a pay run fails at 11 pm on the 31st.
Three free options an Indian small business can test this month
Short answer: An Indian small business can test three free payroll routes: a banking-linked salary tool, an accounting platform's payroll module, and a standalone HR payroll app. Each runs a basic monthly cycle with payslips for a small team. Check current headcount caps on each vendor's pricing page before committing.
Kredily, Zoho Payroll and RazorpayX Payroll all publish a no-cost tier that a small Indian business can run a genuine salary cycle on, while greytHR and Keka sit mainly behind paid plans or time-limited trials. Free-tier caps move, so confirm the current numbers on each vendor's pricing page before you build a process on them.
- Kredily — positions itself as free HR and payroll software for Indian businesses, with the core payroll running without a per-employee fee. The free core covers employee records, salary processing and payslips; advanced statutory reports, deeper attendance integrations and premium support sit in paid add-ons. It does not hand you a full filing workflow on the free tier.
- Zoho Payroll — free plan capped at a small team (low tens of employees at most, and the exact figure changes), then per-employee pricing. The free tier produces payslips and handles one salary structure well; multiple branches, contract staff and some statutory reports need the paid plan.
- RazorpayX Payroll — free tier for small teams, strongest when you already pay salaries through RazorpayX. Salary processing and payslips are covered; the free tier is a small-headcount plan and the deeper compliance reporting is limited.
- Free trials, not free plans — greytHR, Keka and sumHR are built for the mid-market and generally give you a trial rather than a permanent no-cost tier. Useful for evaluating whether you want an HRMS at all, not for running payroll indefinitely.
Spreadsheets deserve a mention here too, because a well-built salary sheet with named deduction heads is still the most common payroll system in Indian small business. It is free, it exports to anything, and it breaks in exactly the same places a free tool breaks — at attendance, at multi-branch data collection, and at the moment the one person who understands the formulas leaves.
One caveat applies to all of them: free tiers are designed to win a logo, not to run a complicated payroll. Read the plan page for what is excluded, not just what is included.
Free payroll software India comparison table: the four axes that matter
Short answer: Compare free plans on four axes — employee and pay-run limits, compliance coverage, support responsiveness on salary day, and the hidden cost of the add-ons you will actually need. Vendors advertise the first freely and bury the other three in pricing fine print.
Do not compare homepages. Open each vendor's pricing page side by side, copy the answers into your own sheet, and date the row so you know when it was last checked. Free tiers get redrawn whenever a product moves upmarket, and a plan that met your need last quarter may not meet it now.
- Employee limit and pay-run limit. Some tools cap people, some cap the number of entities or branches, and a few cap how many pay runs you get in a month. Ask specifically what happens the month you cross the line — does the plan stop, does it silently move you to paid, or does it let you finish the cycle? For a business hiring in batches, the pay-run cap bites before the headcount cap.
- Compliance coverage. Write down which outputs the plan generates without a paid upgrade: provident fund contribution data, ESI return data, professional tax, labour welfare fund, salary TDS workings, and the employee tax statement. On most free tiers you get configurable deduction heads and nothing filing-ready, so the accountant still rebuilds the numbers.
- Support channel and response window. Free-tier support is email and help articles. Find out whether payroll failures on a processing day are treated as a priority, whether there is a phone number at any price, and how long the last query you send actually takes to come back. This is the axis you cannot test in a demo.
- Hidden cost of making it usable. The free plan plus the attendance add-on plus the statutory add-on is the real price. Add those line items to the comparison next to the paid plan you rejected, and the gap often narrows to a few hundred rupees.
- Quality of the export. Whatever the tool cannot produce, you will produce by hand from its export. Check whether the salary register export carries component-level columns and employee identifiers, or only a net pay figure that you then have to unpick.
The comparison is only useful if it ends in a decision rule. Write yours down — for example, the plan is acceptable until a second branch opens, or until contract staff are engaged, or until the accountant asks for a PF contribution file — and review it at the start of every financial year.
Hidden costs in free payroll software beyond employee limits
Short answer: Hidden costs sit in setup and implementation, compliance add-on modules, attendance and biometric integrations, support upgrades, and exit or data-export charges. None appear in the headline price, and most surface in the month you actually need them.
Employee limits are the visible fence. The costs that surprise Indian small businesses are the ones attached to the gates on either side of it.
- Setup and onboarding. Some vendors implement the account for you and charge for it, or reserve guided onboarding for paid tiers. If you are setting up alone, budget the internal time instead — loading the employee master and mapping salary heads is a day's work, not an hour's.
- Compliance add-ons. Statutory report generation, multi-state deductions and year-end tax statements are commonly modular. Each module is priced separately, so the "free" core ends up needing three paid pieces before the accountant is satisfied.
- Attendance and hardware. Biometric devices, GPS punch capture, and shift roster modules carry their own licence or per-user fee. If your attendance source is a device the vendor does not support, the payroll is still manual even though the payslip is not.
- Support upgrade. Priority support, a phone line, or a named account contact usually sits in a higher tier. Price it, because the month-end failure you cannot escalate is the one that delays salaries.
- Payment and disbursement charges. Tools connected to banking rails may route salary transfers through a payment gateway with its own per-transaction charge, which is a payroll cost in all but name.
- Exit and data export. Ask before you sign: can you take the full employee master, salary history and attendance records out, in a usable format, and is there a fee or a notice period to do so? Leaving a payroll system is harder than entering one.
When free is enough
Short answer: Free is enough when the team is small, salaries are fixed monthly, and everyone works from one location. A single pay run, basic payslips, and a spreadsheet export for the accountant cover the need. No shift differentials, contractor invoices, or multi-branch attendance are involved.
Free is enough when one person runs payroll for a single location, everyone is on a fixed monthly salary, there is no overtime or shift differential, headcount sits comfortably inside the free cap, and your chartered accountant already files PF, ESI, professional tax and TDS from your salary register.
A four-person architectural practice in Coimbatore fits this exactly: two partners, a draughtsman and an office administrator, all on fixed monthly pay, no shifts, no overtime, one address. Zoho Payroll's free tier or a maintained spreadsheet both work, and the accountant's fee covers the filings.
A single-branch dental clinic in Pune fits too — a dentist, two assistants and a receptionist, salaries fixed by contract, leave tracked on a wall calendar that everyone can see. The moment this stops being enough is the moment a second chair is added and the assistants start working split shifts.
A six-person content agency in Indore is a third case. Everyone is on a monthly retainer, there are no statutory complications beyond the basics, and the founder processes salary in under an hour. Paying for software here buys nothing that the free tier does not already deliver.
When free breaks
Short answer: Free breaks when headcount grows past the plan's cap, or when salaries vary by overtime, shifts, or piece rates. It also fails when the business adds a second branch, contract staff, or needs filing-ready PF, ESI, and TDS output. Then paid payroll costs less than manual workarounds.
Free breaks the moment pay depends on something that happened during the month — a shift worked, a delivery completed, a branch attended — because that data has to enter the tool from somewhere, and on a free plan it enters by hand.
Take the pharmacy chain running three shops in Nagpur with around fifty-five people: counter staff on rotating shifts, two delivery riders per branch, a store manager each, and contract housekeeping billed through a third party. Riders earn overtime calculated from a note the branch manager wrote by hand. Night-shift counters sit on a different rate. Leave arrives as WhatsApp messages and phone calls, and gets transcribed into a diary. By the time the admin team finishes collecting paper muster sheets from all three branches, the reconciliation is happening from memory, not from records.
A free tier cannot absorb that. The headcount alone is past most free caps, and even where it is not, GPS punch capture, shift rosters that cross midnight, contractor invoices and branch-level reports all sit in paid plans. The failure is not arithmetic — the spreadsheet multiplies correctly. The failure is the audit trail, and it surfaces twice a month: on the 1st when someone disputes a missing shift, and in February when a resigned employee's full-and-final settlement is rebuilt from an old register.
A second pattern breaks free just as reliably: a twenty-person logistics firm paying drivers per trip rather than per month. Variable pay by trip, plus allowances, plus mid-month joins, means every pay run needs rules the free tier does not let you configure once and reuse.
Salary management software: how to judge it before you commit
Short answer: Judge salary management software by testing one real pay run with your messiest salary data. Check whether it exports a salary register your chartered accountant can use, handles your attendance source, and produces the statutory reports you file. Confirm support hours and upgrade triggers before committing.
Judge salary management software on the two days that matter — the day attendance is captured and the day salary is paid — and treat the rest of the demo as decoration. If a platform cannot trace a rupee of pay back to an approved attendance or leave record, the feature list will not save your month end.
- Import your existing salary structure and run one real pay cycle on it with last month's attendance, before you sign anything. Arrears, deductions and reimbursements should compute without a rebuild.
- Check whether attendance is captured inside the tool or keyed in from paper. If it is keyed in, you have digitised the payslip but not the problem.
- Confirm that the payslip, the bank transfer file and the statutory reports come out of a single pay run, so three versions of the same number do not exist.
- Test whether employee types — permanent, probation, contract, intern — can carry different rules without a workaround.
- Verify that your state's professional tax and other local deductions are supported, or plan for the accountant to apply them outside the tool.
- Ask what support looks like on salary day specifically: which channel, what hours, and whether a human answers.
Automation in payroll is narrower than the phrase suggests. It means the numbers arrive without being retyped, not that the software interprets the law. Setting up the structure, deciding which allowances count as wages, and reviewing exceptions each month remain your team's work.
What the first salary cycle on a free plan actually looks like
Short answer: The first cycle follows a fixed order: freeze inputs, import attendance, clear exceptions, enter variable pay, run a preview, reconcile against last month, approve, generate payslips, export the register and bank file, then hand the statutory working to the accountant. Most first-cycle failures happen at the freeze step, not at the calculation step.
One person usually owns this — an accounts executive or an HR generalist wearing both hats. Here is the order that keeps a small Indian business out of trouble, and the specific places first cycles go wrong.
- Freeze the inputs before you touch the tool. Collect attendance, leave approvals, new joiners, exits and any salary revisions for the cycle, and declare the list closed. The recurring failure is a late joiner added after the run, which forces a supplementary payment and a second bank file.
- Import attendance and reconcile the count. Compare the imported working days per employee against the muster sheet or device report before anything else. Duplicate imports — the same file loaded twice, or a device export overlapping a manual entry — are the most common silent error, and they inflate payable days without raising any flag.
- Clear exceptions line by line. Missing punches, unapproved leave, half-days and absences get resolved here, in writing, not at the payslip stage. An unresolved exception is a dispute waiting to happen, and on a free tier there is no workflow to chase it for you.
- Enter variable pay and one-off deductions. Overtime, incentives, reimbursements, salary advances and loan instalments. Free tiers rarely carry loan schedules, so track outstanding balances in a sheet and carry the instalment figure in manually each month.
- Run a preview, not a final run. Most tools allow a dry run. Read the gross-to-net for the three employees whose pay changed most this cycle — a mid-month joiner, someone on leave without pay, someone with a deduction that started this month. That is where errors concentrate.
- Reconcile against last month's register. Every line that changed should have a reason you can name. If the headcount did not change and the net pay total moved, find out why before approving.
- Approve, generate payslips, and export. Produce the payslips, the salary register and the bank transfer file from the same approved run. Check the bank file against the register employee by employee once — a missing account number or an IFSC typo shows up as a returned credit days later.
- Hand the statutory working to the accountant. Send the register plus your working notes on PF, ESI, professional tax, LWF and TDS. On a free tier this is a manual handover, so agree the format with the accountant once and reuse it every month.
- Archive the cycle. Keep the approved register, the attendance source file and the bank file together. The full-and-final settlement of anyone who resigns this year will be rebuilt from these three documents.
Two things go wrong on almost every first run. Payslips get released before approval, so an employee sees a number that then changes. And the person running payroll edits the source sheet while the tool has already been fed from it, which makes the register and the working file disagree. Both are process fixes, not software fixes, and both are worth writing into a one-page month-end checklist.
Payroll compliance india: what the free tier does not hand you
Short answer: A free tier does not hand you filing-ready PF, ESI, and TDS returns, nor professional tax calculations for multiple states. It rarely supports multi-branch attendance, contract labour compliance, or audit-ready reports. Your accountant must rebuild these from the exported salary register, which adds manual work and delay.
Compliance is where a cheap tool turns expensive. Payroll carries statutory obligations that do not pause for a product roadmap — provident fund through the EPFO, ESI through the ESIC, salary TDS through the Income Tax Department, and professional tax through each state government.
The EPFO publishes which employees are covered and how contributions are computed. The ESIC defines contribution periods and who falls within coverage. The Income Tax Department sets out which return applies to a salaried individual and which regime they may choose. Each state runs its own professional tax rules. Rates and ceilings move, and your payroll data has to satisfy all of it every month, not once a year.
No free tier decides any of this for you. Software cannot determine whether a particular allowance belongs inside the PF wage base, or whether a contractor's staff create a liability for you — those are conversations with your accountant. What a decent paid platform does is produce a clean, consistent wage base and a defensible trail, so the accountant's answer is applied once and applied to everyone, and a rule change is absorbed in one place rather than across three spreadsheets.
If your payroll is still being assembled from paper after a month on any tool, free or paid, the tool is not the problem — the attendance process is, and that is the thing worth fixing first.
How free payroll software handles multi-state compliance in India
Short answer: Provident fund and ESI are administered centrally, but professional tax and labour welfare fund are state subjects with their own registration, slabs and applicability. Most free tiers model one state, so a second state means either a paid plan or a manual deduction table running alongside the tool.
Anything with an office, site or field team outside its home state runs into this. Some states levy professional tax and some do not; labour welfare fund rules differ even among states that both levy it; and the deduction an employee owes depends on where they are registered for that tax, not where the head office sits.
What the HR or accounts person actually does, in order:
- List every state where an employee is based on the first day of the cycle, and mark which of those states the company is registered in for professional tax and for LWF. Registration is per state and does not follow the employee automatically.
- Maintain a state-wise deduction table alongside the payroll tool — the slabs, the monthly or half-yearly deduction pattern, and the LWF employee and employer amounts for each registered state. Free tiers generally give you one professional tax field, so this table is where the real work lives.
- Apply the right state's deduction to the right employee during the run, and reconcile the state-wise totals separately before handing them to the accountant. A single combined PT figure is not filable.
- When an employee transfers between states, switch their deduction state from the transfer date and record the change on the employee master. Doing this silently is how a person ends up paying one state's tax all year while registered in another.
Where this breaks: the deduction table drifts out of date because a state revised its slabs and nobody updated the sheet; LWF is deducted for a state where the establishment is not registered, and refunding it later is painful; a remote employee hired in a new state is onboarded without anyone checking whether registration is needed there. None of these are calculation errors — the arithmetic is fine — they are coverage errors, and they surface either at filing or in an inspection, months after the pay cycle closed.
Connecting payroll to Tally, QuickBooks, or Zoho Books
Short answer: Free payroll tools rarely ship native connectors to Tally, QuickBooks or Zoho Books. Integration usually means a mapped export — a salary register or journal voucher CSV — that your accountant imports or re-keys. Zoho Payroll posts to Zoho Books because both sit in one suite; Tally and QuickBooks normally need a mapping file.
Salary is the single largest recurring expense in most small businesses, so the payroll system and the books have to agree. The connection is less about clever software and more about agreeing on ledger heads before the first export.
- Agree the chart of accounts mapping first. Every earnings component and every deduction needs a ledger head — basic pay, allowances, employer PF contribution, employee PF deduction, ESI, professional tax, LWF, TDS payable, reimbursements, net salary payable. Sit with your accountant and lock this before exporting anything, because a mapping changed later means re-posting old entries.
- Export the salary register or journal in the format the accounting package accepts. Tally imports a structured voucher or Excel file; QuickBooks wants a journal or a list import; Zoho Books accepts a journal entry or, with Zoho Payroll, receives it directly. Match the column order and the date format exactly — most failed imports are format problems, not data problems.
- Post one month manually the first time. Import the first cycle into the accounting package and check it against the payroll register line by line. Once that balance ties, automate the same format every month.
- Keep branch or cost-centre tags on the export. If you run more than one location, the salary expense has to land against the right cost centre. Most free payroll exports carry a single cost centre field at best, so the split is done during import.
- Reconcile payroll payable to bank. After salary is disbursed, tie the net pay total in the books to the actual bank debit. Unreconciled differences here usually mean an employee's account details changed without the master being updated.
What goes wrong most often: the employer's provident fund contribution gets booked as part of salary expense instead of a separate statutory liability, so nobody sees the true employer cost; the same journal is imported twice after an import error and quietly inflates salaries; and the TDS payable head in payroll differs from the one used in the accounting package, leaving two balances that never net to zero. Each of these is fixed by writing the mapping down once and treating it as the rule.
Migrating from Excel to free payroll software without disruption
Short answer: Clean the employee master and lock the salary structure before importing, carry forward leave and loan balances as opening figures, import one closed month first, and run the new tool in parallel with the spreadsheet for at least one or two cycles before switching over.
Moving off a spreadsheet is a data exercise before it is a software exercise. The order below is the one that avoids mid-run rebuilds.
- Freeze the old register as the reference copy. Take a dated snapshot of the working Excel file and stop editing it as the master. From that point it is a source of truth for comparison, not a working document.
- Clean the employee master. One row per person. Check for duplicate entries under spelling variants, missing PAN, missing bank account and IFSC, missing date of joining, missing state, and employees who resigned but were never removed. Duplicate rows are the single biggest cause of a failed first import.
- Map the salary structure. Convert your free-text components into a fixed set of heads — basic, HRA, conveyance, special allowance, and so on — before import. Anything labelled "other" or "as per discussion" has to be resolved into a real component first, because a vague head is the one that cannot be audited later.
- Carry forward opening balances. Leave balance, salary advance outstanding, and loan instalments remaining must enter the tool as opening figures, not as fresh entries. If the tool does not support loans natively, record the schedule outside and carry the monthly instalment manually.
- Import a month you have already closed. Loading a past cycle gives you a clean comparison against a register that is already finished and filed. If the tool's output matches your old sheet on that month, your mapping is correct.
- Run in parallel for one or two cycles. Process the live month in both the spreadsheet and the tool and reconcile the gross-to-net total employee by employee. Investigate every difference; some will be genuine errors in the old sheet.
- Agree the handover list with your accountant. Confirm the register format, the deduction breakdown and the timing of the monthly handover. Migrating the tool without migrating the accountant's workflow just moves the problem.
- Retire the spreadsheet only after a clean parallel cycle. Then keep it read-only for the rest of the financial year, because full-and-final settlements and historical queries will reach back into it.
Common migration failures: a mid-month joiner whose salary gets prorated differently in the new tool than in the old sheet; arrears from the previous cycle that never make it into the opening figures; and one component — usually special allowance — that meant something different in the spreadsheet than in the tool's default structure. Reconcile these on the parallel run, because they will not announce themselves afterwards.
Optional and good-to-have payroll features Indian businesses expect
Short answer: Beyond salary calculation, Indian businesses expect self-service for payslips and tax declarations, leave integrated with attendance, reimbursement claims, and a usable set of reports. These are rarely in a free tier, and they are usually the reason a business upgrades.
None of these features change the calculation. What they change is how much of the month-end the payroll owner spends on collection and follow-up.
- Employee self-service. Employees view old payslips, download annual tax statements, update bank details and address, and submit investment declarations themselves. On a free tier this is usually an emailing exercise for one person, which is fine at eight employees and untenable at forty.
- Leave integrated with attendance. Leave applied and approved in the same system that feeds payroll removes the transcription step and the dispute that follows it. Where leave lives in WhatsApp, the payroll owner becomes the arbiter of every unrecorded half-day.
- Reimbursement and expense claims. Bills submitted, approved with a limit, and paid with salary in the same cycle. Doing this in a separate sheet means the reimbursement figure and the payroll deduction figure get reconciled by hand every month.
- Reports that someone actually reads. Salary register, bank transfer file, department-wise cost, headcount movement, new joiners and exits, and full-and-final settlement working. The test is not the count of reports but whether your accountant and your founder can both get what they ask for without a custom export.
- Document and statutory records. Offer letters, contracts and tax declarations stored against the employee record, with an audit trail of who changed a salary and when. This is what a payroll audit asks for and what a spreadsheet cannot show.
Treat this list as a wish list with a price attached, not a checklist for the free tier. Decide which two or three would genuinely save your team hours each month, and let those drive the upgrade decision rather than the total feature count.
Sources
Short answer: Sources include vendor pricing pages, product documentation, and free-tier feature comparisons published by the software providers themselves. Indian chartered accountant forums and payroll practitioner communities also offer practical checks. Always verify current plan details directly with the vendor, because features and limits change without notice.
- ESIC — Contribution — Employees' State Insurance Corporation
- EPFO — Contribution Rates — Employees' Provident Fund Organisation
- Income Tax Department — Returns Applicable to an Individual — Income Tax Department, Government of India
Official references, checked on 15 September 2026. Statutory rates and thresholds change — confirm against the source before acting on them.
Frequently Asked QuestionsIs free payroll software enough for a 40-employee company?Usually not, once attendance, shifts or contract staff are involved. Free plans tend to cover basic salary calculation for a small team, while the parts that actually save you time — attendance captured at source, multi-branch handling, and PF, ESI and TDS-ready reports — typically sit in a paid plan. Test it on one real pay cycle before you decide.
Can I run payroll in Excel and use software only for filing?You can, and plenty of Indian businesses do it for years. The weak point is the audit trail: when attendance lives in paper registers and leave lives in WhatsApp, every dispute about a missing shift or an unrecorded half-day gets settled from memory. Software closes that gap by keeping attendance, leave and pay in one record.
What should I check before choosing salary management software?Check the two days that matter — the day attendance is captured and the day salary is paid. Make sure every rupee of pay traces back to an approved attendance or leave record, that statutory reports come out of the same pay run, and that your accountant can export the register without asking support.
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