Recurring Operations
Payroll Management Services
Payroll fails quietly — a wrong deduction here, a missed challan there — and surfaces as an employee grievance or a departmental demand. We run it as a controlled monthly cycle with the statutory side built in, not bolted on.
- One cycle covering salary, PF, ESIC and TDS
- Payslips and reports on a fixed calendar
- Structured employee master and exit handling
- Reviewed before payment, not after
- Salary processing
- PF & ESIC
- Payroll TDS
- Payslips & reports
Recurring engagement
Payroll Management
On quotescope-based
- Engagement
- Monthly cycle
- Basis
- Headcount & complexity
- Coverage
- Salary + statutory
- Output
- Payslips & reports
- Employee master maintenance
- Attendance and input processing
- Gross-to-net computation
- PF and ESIC computation
- Payroll TDS computation
- Payslip generation and release
- Challan and return support
- Monthly payroll reporting
*Professional fee depends on headcount, number of locations, salary-structure complexity and whether statutory filings and full-and-final settlements are included. Statutory contributions and taxes are your cost as an employer and are separate.
Cadence
Monthly cycle
Control
Reviewed pre-payout
Statutory
PF, ESIC, TDS
Employees
Payslips on time
Professionally reviewed by CA Suraj SoniLast reviewed
Should payroll move out of the spreadsheet?
When managed payroll starts to pay for itself.
This usually fits employers who
- process salaries on a spreadsheet that only one person understands
- have added employees faster than the payroll process was designed for
- are registered under PF or ESI and must file every month without fail
- want salary structures reviewed for tax efficiency within the law
- receive recurring employee queries about deductions and Form 16
- operate across more than one State with different local obligations
It may not be needed yet where you
- have a very small team on fixed salaries with no statutory registrations
- already run a configured payroll system with internal review and filing
- engage only genuinely independent contractors rather than employees
- need a one-time structure review rather than monthly processing
Whether PF, ESI, professional tax or other State-specific obligations apply to you depends on your establishment, headcount, wages and location. We confirm that during onboarding rather than assuming it.
Payroll is four obligations wearing one name.
Every month you owe your employees an accurate net salary, the tax authorities the tax deducted on salary, the provident fund authority its contribution and return where you are covered, and the insurance authority its contribution where the scheme applies. These have different rules and different deadlines, but they all draw on one set of numbers. Managed payroll exists so those numbers are computed once, reviewed once, and used everywhere.
One input set
Attendance, joinings, exits, revisions and variable pay collected in a structured format each month.
One computation
Gross-to-net computed with statutory deductions, so payroll and filings cannot disagree.
One review
Variance against the previous month reviewed before payout, when errors are still cheap to fix.
One record
Payslips, registers, challans and reports retained together for audit and inspection.
Signature module
The monthly payroll processing cycle.
Payroll is repeatable or it is unreliable. Every month runs through the same eight stations, on a calendar agreed with you around your payout date.
- 01Base data
Employee master
Joinings, exits, confirmations, revisions and bank or KYC changes updated before processing.
- 02Input
Attendance / inputs
Attendance, leave, overtime, incentives, reimbursements and one-off adjustments collected in a fixed format.
- 03Computation
Gross-to-net
Earnings, deductions and net pay computed against each employee's salary structure.
- 04Statutory
PF / ESIC
Contributions computed where the schemes apply to your establishment and to the employee.
- 05Tax
Payroll TDS
Tax on salary computed with declarations, proofs and projected annual income taken into account.
- 06Employees
Payslips
Payslips generated and released after the run is reviewed and approved by you.
- 07Filing
Challans / returns
Statutory payments and filings prepared within the periods prescribed under the respective laws.
- 08Close
Payroll reports
Salary register, department-wise cost, statutory summary and variance report delivered to management.
Close, review, and the cycle restarts — the same sequence, on the same dates, every month.
Statutory payment and filing dates are prescribed and can be revised. We maintain your compliance calendar inside the engagement rather than printing dates here that could go stale.
What managed payroll protects
Accurate net pay
Gross-to-net is computed against a defined salary structure rather than reconstructed each month, so corrections and goodwill payments reduce.
Statutory alignment
PF, ESI and salary TDS are computed from the same payroll run, which is what keeps returns consistent with the payslips.
Confidentiality
Salary data sits with a controlled external team instead of circulating across internal spreadsheets and inboxes.
Employee trust
Payslips on a predictable date, correct deduction detail and clear answers on Form 16 remove a recurring source of friction.
Audit and inspection readiness
Registers, challans and reconciliations are maintained month by month, not assembled when an inspector asks.
Scales with hiring
Adding people changes the input file, not the process — including across multiple locations.
How payroll scope is set
Headcount
The primary driver of both effort and fee. Bands are agreed at onboarding and revisited as you hire.
Locations and States
Employees in different States can attract different local obligations, which is mapped before the first run.
Statutory coverage
Whether PF and ESI apply depends on your establishment, employment strength and wage levels under the respective Acts. Coverage is confirmed, not assumed.
Salary structures
The number of distinct structures, variable pay schemes and reimbursement components affects computation complexity.
Contractors and consultants
Payments to genuine independent contractors are not salary and follow a different deduction treatment. Classification is reviewed with you.
Existing registrations
Where PF, ESI or professional tax registration is required and not yet obtained, that is handled as a separate registration engagement.
Exit handling
Full and final settlements for exits during the engagement are included; historical settlements are reviewed separately.
Out of scope
Industrial-relations advice, labour litigation, gratuity fund trusteeship and actuarial valuation are outside payroll processing.
Readiness check
Is your payroll process compliant and repeatable?
0/6
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Getting started
Let's get the basics in place.
- 01
Is there a documented salary structure for every employee?
- 02
Do you receive attendance and variable inputs in a fixed format each month?
- 03
Are statutory deductions computed from the same run as the payslips?
- 04
Are statutory payments and filings completed within the prescribed periods?
- 05
Are payslips released on a predictable date every month?
- 06
Could someone else run payroll accurately if your payroll person were unavailable?
Your score is only a starting point. A short consultation can confirm your proposed structure, name strategy and documentation before filing begins.
0/6
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Getting started
Let's get the basics in place.
- Headcount
- Structures
- PF / ESI
- TDS
- Payslips
What we need to run payroll
- Entity PAN and TAN details
- PF and ESIC registration details, where obtained
- Professional tax or other State registrations, where applicable
- Leave, attendance and reimbursement policy documents
From current spreadsheet to a controlled cycle.
Set-up once, then the same rhythm every month.
- 01Week 1
Payroll discovery
Headcount, locations, salary structures, existing registrations and current process are reviewed.
- 02Week 1
Compliance mapping
We confirm which statutory obligations apply to your establishment and employees, and which registrations already exist.
- 03Week 1–2
Structure and policy
Salary components, leave and reimbursement policy and the input format are agreed and documented.
- 04Week 2
Master data migration
Employee master, opening year-to-date figures and prior deduction data are loaded and validated.
- 05Month 1
Parallel run
Where useful, the first month is run in parallel with your existing process and the outputs reconciled.
- 06Monthly
Live cycle
Inputs, computation, review, approval, payslip release and statutory preparation on a fixed calendar.
- 07Every month
Approval gate
Nothing is released to employees or paid to the authorities before you approve the run summary.
- 08Annual
Year-end
Proof verification, final tax computation on salary and issuance of annual certificates to employees.
Payroll, monthly
Move payroll onto a cycle your team can rely on.
Your payroll engagement
What runs inside every payroll month.
- 01
Employee onboarding data
IncludedCapture of appointment terms, salary structure, KYC, bank and statutory identifiers for each new joiner.
- 02
Employee master maintenance
IncludedOngoing updates for revisions, transfers, confirmations and exits with an audit trail.
- 03
Salary processing
IncludedMonthly gross-to-net computation from your approved inputs and salary structures.
- 04
Deductions
IncludedStatutory and agreed non-statutory deductions applied consistently, including recoveries and advances.
- 05
Reimbursements
IncludedProcessing of reimbursement claims within the policy you operate, where these run through payroll.
- 06
PF and ESIC integration
IncludedContribution computation and data preparation where the establishment and employee are covered.
- 07
Payroll TDS
IncludedTax computation on salary, declaration and proof tracking, and monthly deduction support.
- 08
Payslips
IncludedIndividual payslips with earnings, deductions and year-to-date detail, released on the agreed date.
- 09
Monthly reporting
IncludedSalary register, cost summaries, statutory summary and month-on-month variance analysis.
- 10
Full and final settlement
IncludedExit computation including notice, recovery, leave encashment where applicable, and settlement statement.
- 11
PF and ESIC monthly filing
On requestPreparation and filing of the monthly statutory returns and challans.
- 12
Quarterly salary TDS returns
On requestQuarterly statements and annual Form 16 issuance for employees.
- 13
Professional tax and labour returns
On requestState-specific filings where applicable to your establishment.
- 14
Salary structure review
On requestReview of components for compliance and tax efficiency within the law.
- 15
Inspection and notice support
On requestAssistance with PF, ESI or labour inspections and departmental queries on payroll.
Full and final settlement support is included as standard for exits during the engagement. Litigation, adjudication and industrial-relations advice are outside payroll scope.
What payroll management costs.
Payroll is priced per month, largely on headcount and complexity. We quote after establishing your employee count, locations, statutory coverage and which filings you want inside the engagement.
Professional fee
On quotescope-based
Fees are quoted in writing after a scope review. Government / statutory fees at actuals.
Professional services
MYFINTAX feeMonthly processing, statutory computation, payslips, reporting and settlement support within the agreed scope.
Headcount
VariesFee bands move with the number of employees processed each month.
Locations and structures
VariesMultiple States, units or distinct salary structures add mapping and computation effort.
Statutory filings
VariesPF, ESI, professional tax and quarterly salary TDS filings, where added to the engagement.
Statutory contributions and taxes
StatutoryEmployer and employee contributions and tax deducted are payable at prescribed rates and are your cost, separate from our fee.
Migration and set-up
VariesOne-time master data migration, opening balances and parallel run where required.
Statutory costs are always shown separately from professional fee so you can see exactly what you are paying us and what you are paying the authorities.
Spreadsheet payroll versus a managed cycle.
| Parameter | Managed payrollThis service | In-house spreadsheet |
|---|---|---|
| Process | Documented cycle with a fixed calendar | Depends on one person's memory |
| Statutory computation | Computed in the same run as salary | Often a separate later exercise |
| Review before payout | Variance review and client approval gate | Rare |
| Payslips | Generated and released on a set date | Manual, frequently delayed |
| Confidentiality | Restricted engagement team | Files circulate internally |
| Continuity | Team-based with documented data | Breaks when the person leaves |
| Audit trail | Registers, challans and reports retained | Reconstructed on demand |
The comparison is about control, not effort. Most payroll errors are process failures rather than arithmetic failures.
The rhythm after go-live
What every payroll month looks like.
Step 1
Input window
- Attendance and variable inputs shared in the fixed format
- Joiners, exits and revisions confirmed
- Cut-off date respected so review time is protected
Step 2
Processing
- Gross-to-net computation
- Statutory deductions computed where applicable
- Exceptions and unusual movements flagged
Step 3
Review and approval
- Variance report against the previous month
- Client approval of the payroll summary
- Corrections applied before anything is released
Step 4
Payout and payslips
- Bank transfer file prepared for upload
- Payslips released to employees
- Employee queries handled within the agreed window
Step 5
Statutory
- Contribution and tax data prepared
- Challans generated and paid within the prescribed periods
- Returns filed where filing is in scope
Step 6
Reporting and year-end
- Monthly payroll reports to management
- Proof verification at the appropriate point in the year
- Annual certificates issued to employees
The calendar is agreed at onboarding and stays stable. Predictability is most of what makes payroll trustworthy.
Payroll touches four statutes at once.
Salary TDS, provident fund, employee insurance and State-level obligations all read from the same wage data. One team keeps them consistent.
- Company Registration
- Accounting
- GST
- GST Returns
- TDS
- Income Tax
- ROC Compliance
- Trademark
- Startup India
- Virtual CFO
Avoid these payroll mistakes.
Computing statutory deductions separately
When PF, ESI and TDS are worked out outside the payroll run, payslips and returns eventually disagree — usually discovered during an inspection.
No cut-off discipline
Inputs arriving after processing begins force re-runs, and re-runs are where errors enter.
Treating employees as contractors
Labelling an employment relationship as consultancy to avoid statutory cost is a classification risk with retrospective exposure.
Ignoring mid-year joiners' previous salary
Tax on salary computed without previous-employer income leaves a shortfall the employee discovers at filing time.
Collecting declarations but never proofs
Tax computed on unverified declarations creates a year-end correction that damages trust.
Delaying full and final settlements
Unsettled exits are the most common source of employee grievance and negative reviews.
Keeping payroll on one laptop
Single-person dependency with no backup of masters, structures or history is an operational risk, not a cost saving.
Why MYFINTAX
CA-led judgement
Your position is reviewed by a Chartered Accountant, not simply pushed through a portal form.
End-to-end responsibility
One team from documentation and filing to the notices and compliance that can follow.
Transparent scope
You know what is professional fee, what is statutory and what varies before you commit.
Business-first advice
Advice is given against your actual operations, not as a generic default.
Continuity
Accounting, GST, TDS, payroll, ROC and CFO support sit in the same ecosystem when you need them.
“MYFINTAX has been a true partner in our compliance journey. From GST filings and ROC annual returns to trademark registration, everything is handled professionally and on time. Their proactive approach has helped our creative brand stay protected and compliant.”
Snehal Tripathi
Director, Roboto Studio Pvt Ltd
“Our export compliance, IEC, and legal structuring were managed end-to-end by MYFINTAX. Their expert guidance on Startup India registration and tax exemption eligibility was particularly valuable for our global trade operations.”
Shweta SK Tirkey
Director, ArchAngel Exim Private Limited
“As a financial services business, MYFINTAX's assistance with DPIIT recognition, income tax filings, and trademark protection gave us the right support for our growth journey. Their team understands the nuances of regulatory compliance and startup taxation and provides practical guidance whenever required.”
Nitin Nashine
Director, GISA Insurance Brokers Limited
Run the statutory filings with the same team.
Monthly PF and ESIC contribution, challans and returns handled from the same payroll run that produced the payslips.
Explore PF & ESIC return filingSalary TDS, done properly.
Monthly deduction, quarterly statements and Form 16 issuance from the same wage data.
Explore TDS return filingFAQs
Payroll Management Services — questions founders ask
Still unsure? A short call with a Chartered Accountant is usually faster than reading one more page.
Payroll Management
Salaries right, statutory right, on the same date every month.
Tell us your headcount, locations and current process. You will get a proposed cycle calendar, a written scope and a monthly fee before onboarding begins.
CA Suraj Soni · Chartered Accountant · Founder, MYFINTAX
Content reviewed for current regulatory and procedural relevance on .
Payroll practice under the Income-tax Act, 1961 provisions on salary and tax deduction at source, the EPF & MP Act, 1952, the ESI Act, 1948 and applicable State labour and professional tax legislation.
Content is for general informational purposes and does not constitute case-specific professional advice. Requirements, fees and processing depend on your facts and current Government procedure.