Custom software · Staffing companies

Build a staffing system around your sites, your rosters and your wage register.

A staffing company is judged on one thing. Whether the agreed number of people stood at the client’s gate this morning.

Everything behind that is paperwork that has to match. The duty roster, the biometric punches, the client’s own attendance sheet and the wage register. Then PF and ESI contributions, and an invoice for wages and service charge that is paid long after the salaries went out.

Software for a staffing company has to hold all of it against one deployment. The person, the site, the shift and the rate. Then the attendance the client signed, the salary paid and the invoice raised for it.

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Who this is for

Staffing businesses we can build for.

A technical staffing firm placing engineers and a labour contractor deploying two hundred helpers run very different offices, and the build follows the people whose attendance you have to prove. If you deploy guards, clean buildings or place candidates for a one-time fee, the security agencies, housekeeping and recruitment agencies pages fit better. The facility management page is for the company that answers for the whole building.

Contract staffing companies
Manpower supply agencies
Temporary staffing firms
Blue-collar staffing companies
Industrial labour contractors
Warehouse and logistics manpower suppliers
Hospitality staffing agencies
Healthcare staffing agencies
Driver supply companies
IT staffing and contract placement firms
Payroll outsourcing companies
Third-party payroll providers
Apprenticeship and trainee deployment firms
Multi-state staffing companies
Agencies with several branch offices

What can be built

The modules, and what each one covers.

Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.

Client contracts

Each client agreement sets the rates and the rules that everything else is measured against.

Client and site locations
Category of manpower and headcount per site
Wage rate by category
Service charge basis
Overtime and night shift terms
Uniform and consumable terms
Billing cycle and credit days
Attendance approval process agreed with the client
Replacement period agreed in the contract
Contract start, renewal and exit dates
Bank guarantee or security deposit held

When a state revises minimum wages, the rate in the system has to be changed by someone who knows the notification. The software stores the rate and does not read gazettes.

Manpower requisitions

Client requirement
Requisition raised
Sourcing
Screening
Client interview
Selection
Joining
Deployment

Category and number required
Site and reporting person
Shift pattern
Skills or licence required
Date required by
Positions filled and still open
Ageing of open positions

Sourcing and recruitment

Candidate register
Source: referral, agent, walk-in, job portal, field recruiter
Screening notes
Interview outcome
Client-side selection
Offer and agreed wage
Joining date
Candidates who did not report
Standby pool by category and locality

Onboarding documents

Nothing moves until the file is complete, and the file is always missing one page on the morning of joining.

Aadhaar and PAN
Bank account and IFSC
UAN and previous PF details
ESI insurance number
Photograph
Address proof
Educational and skill documents
Licence or badge where the work needs one
Emergency contact
Signed appointment letter
Documents still pending

Background verification

Verification requested
Address check
Previous employer check
Police verification status
Reference details
Report received
Outcome recorded against the employee
Re-verification date where the client asks for one

Verification is carried out by a police station or an agency, not by software. The system tracks the request and holds the report that comes back.

Employee master

Employee code
Category and grade
Date of joining
Current deployment
Wage structure
Statutory numbers
Bank details
Documents
Uniform and ID card issued
Disciplinary record
Attendance history
Salary history
Exit details

Deployment

The same man is at one site in March and another in May, and his wage rate changes with the site.

Employee to site and client
Category deployed as
Wage rate applicable at that site
Deployment start and end
Transfer between sites
Deployment history
Vacancies against sanctioned strength
Excess deployment that is not being billed

Rosters and shifts

Shift patterns by site
Duty chart for the month
Week-off planning
Night shift allocation
Double duty and continuous duty
Holiday and festival cover
Roster published to supervisors
Changes during the month

Absence and replacement

A guard does not report at six in the morning. The supervisor has forty minutes to put somebody else there.

Absence reported
Reliever assigned
Reliever from the standby pool
Replacement from another site
Post left uncovered
Client informed
Repeat absentees
Absence by site and by category

Attendance

Biometric punches
Mobile punch with location
Supervisor marking at the site
Manual muster where nothing else works
Shift-wise in and out
Late and early going
Overtime hours
Missing punches and corrections
Day-wise attendance register per site

Whether a device can be read depends on the make and on what it is willing to export. We check each site’s device before promising to pull from it.

Attendance the client signs

Your sheet says nineteen hundred man-days. His says eighteen hundred and forty, and the invoice waits for the argument to finish.

Site attendance
Supervisor submission
Branch verification
Client review
Client approval
Billing

Man-days claimed by site
Client deductions and reasons
Disputed days
Approved attendance locked for billing
Approval date and person

Leave

Leave types by category
Earned leave accrual
Leave applied and approved
Leave without pay
Leave balance
Leave encashment
Absence converted to leave
Leave register for the site

Payroll

Approved attendance
Wage rates
Earnings and deductions
Salary sheet
Review
Approval
Bank file
Payslips

Basic, allowances and site-specific rates
Overtime at the agreed rate
Night and shift allowances
Attendance and performance incentives
Advances and recoveries
Uniform and ID deductions where the contract allows
Arrears from a wage revision
Hold list for employees with document issues

Statutory deductions and records

PF contributions and the ECR file
ESI contributions
Professional tax by state
Labour welfare fund
TDS on salary where it applies
Bonus calculation
Gratuity records
Wage register
Muster roll
Register of employees
Overtime register

Filing happens on the EPFO, ESIC and state portals. The system prepares the file in the layout each portal asks for, and a person still uploads it.

Salary payment

Bank transfer file by bank
Cash payment register where it is still used
Payment date per site
Failed transfers and corrections
Salary on hold and the reason
Payment confirmation
Salary paid against salary due
Month-on-month wage cost by client

Employee self-service

A worker wants a payslip for a loan application. Today he asks the supervisor, who asks the branch, who asks head office.

Payslip download
Attendance and leave balance
Apply for leave
Deployment and shift
UAN and ESI number
Bank and contact details update request
Form 16 where it applies
Raise a grievance
Documents

Supervisor application

Today’s roster for his sites
Mark attendance
Report an absence
Request a reliever
Site visit check-in
Photographs from the site
Client complaints
Uniform and material requests
Daily site report

Client invoicing

The invoice is built from the attendance the client already approved, line by line, so it is not rebuilt in Excel each month.

Man-days by category and rate
Overtime lines
Service charge
Reimbursable statutory contributions
Uniform and consumable charges
Deductions agreed with the client
GST
Site-wise and consolidated invoices
Supporting attendance annexure
Invoice submitted and acknowledged

Receivables

Salaries go out on the seventh. The client pays in sixty days, and the gap is your working capital.

Outstanding by client and site
Ageing
Invoices not yet acknowledged
Deductions and short payments
TDS deducted by the client
Follow-up history
Promised payment dates
Escalation
Wage outflow against collections

Uniforms, ID cards and assets

Uniform sets issued by size
Issue date and replacement due
ID card issued and returned
Equipment issued at site
Recovery on exit
Stock at the branch
Purchases
Items not returned

Grievances and discipline

Complaint from an employee
Complaint from the client about an employee
Site incident record
Warning letters
Show cause and response
Action taken
Removal from a site at the client’s request
History against the employee record

Exit and settlement

Resignation or removal
Last working day
Site clearance
Recoveries
Full and final calculation
Payment
Relieving letter

Notice period served or waived
Leave balance encashed
Advances recovered
Uniform and ID returned
Final PF contribution
Gratuity where it is due
Settlement paid
Absconding cases

Compliance calendar

Due dates by statute and by state
Filing status against each
Licence and registration renewal dates
Registers to be maintained per site
Records asked for during an inspection
Documents shared with the principal employer
Pending items with an owner against each

This is a calendar and a record store. It is not legal advice, and the dates in it are the ones your own team or consultant confirms.

Client portal

Deployed strength by site
Today’s attendance
Absences and replacements
Approve monthly attendance
Invoices and annexures
Payment status
Raise a requirement
Raise a complaint
Statutory documents shared with the principal employer

You decide what the client sees, within what the contract says. Most agencies show attendance and invoices, and keep individual wage details out of it.

Role-based access

Owner or director
Operations head
Branch manager
Field officer
Site supervisor
Recruiter
HR and documentation
Payroll executive
Compliance executive
Accounts and billing
Employee
Client

Branches and states

Branch-wise deployment
State-wise wage and statutory rules
Branch payroll
Branch billing and collections
Inter-branch transfers of staff
Branch profitability
Consolidated headcount

Management dashboard

Deployed strength against contracted strength
Vacancies by site
Absence and replacement record
Attrition by site and category
Joining against requirement
Wage cost by client
Service charge earned by site
Margin per site
Invoices raised and outstanding
Statutory filings pending
Contracts due for renewal

What it connects to

Biometric and face attendance devices
Bank transfer formats
Tally or your accounting software
SMS and WhatsApp providers
Job portals and sourcing channels
Existing payroll software
Government portal file formats

A connection to any portal or device is checked before it is agreed. Where there is no way in, the system prepares the file and somebody uploads it.

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Client requirement
Sourcing
Selection
Onboarding
Deployment
Roster
Attendance
Client approval
Payroll
Statutory filing
Invoice
Collection
Exit

Built in phases

You do not have to replace everything at once.

Each phase is usable on its own, so the system earns its place before the next part is built.

1
People and deployment
Client contracts, requisitions, the employee master, onboarding documents, deployment and rosters. The operations desk stops working from a wall chart.
2
Attendance and payroll
Attendance capture, client approval, leave, the payroll run, statutory records and the bank file. This is the part with a due date attached to it.
3
Billing and money
Invoices built from approved attendance, receivables, ageing, deductions and the collection follow-up.
4
Portals and reporting
Employee self-service, the supervisor application, the client portal, the compliance calendar and management dashboards.

How we work

How a build actually runs.

01
Understand
We go through one month end with your payroll and billing team, from site attendance to the invoice that was disputed.
02
Map
Clients, sites, categories, wage rules, shift patterns, approval chains and the registers each state asks you to keep.
03
Design
Screens for a supervisor standing at a gate and for an executive closing payroll on the fifth of the month.
04
Build
Modules in the order that removes the month-end scramble first, which usually means attendance before anything else.
05
Test
Your team runs a parallel payroll on real attendance and compares it line by line with the sheet they already trust.
06
Deploy
Go-live is set at a month boundary, with branch staff and supervisors trained on their own screens.
07
Improve
Client portals, recruitment tracking and analytics, once attendance and payroll are running on the system.

What we can build

Systems we can put together for you.

Staffing and manpower management systems
Deployment and roster management software
Attendance systems for distributed sites
Multi-client payroll software
Statutory record and register systems
Client billing and invoicing systems
Supervisor and field applications
Employee self-service portals
Client portals
Recruitment and requisition tracking
Compliance calendars
Management dashboards
Multi-branch and multi-state platforms
Multi-tenant payroll platforms

Common questions

Questions owners ask before starting.

What does custom staffing software cover?

Deployment, rosters, attendance, payroll, statutory records, client invoicing and collections, tied together by the site a person actually worked at. Off-the-shelf HR software usually assumes one employer and one office, which is the wrong shape for this business.

Can it handle different wage rates for different client sites?

Yes. The rate follows the deployment, so a man moved from one site to another is paid and billed at the rate agreed for the site he is standing at.

Can attendance come from biometric devices at client sites?

Where the device allows it, yes. Some do, some do not, and some sites have no device at all. The system also takes mobile punches with location and supervisor marking.

Can the client approve attendance before we bill?

Yes. Approved attendance can be locked, and the invoice is built from that locked figure, so the annexure and the bill never disagree.

Can it generate PF and ESI files?

It prepares the ECR and contribution files in the layout each portal expects. Uploading and paying still happen on the portal, by a person in your office.

Can we run payroll for many clients with different structures?

Yes. Each client carries its own wage structure, allowances and deductions, and the structure is reused every month rather than copied from last month’s file.

Can workers get payslips on their phones?

Yes, through self-service. Payslips, attendance, leave balance and statutory numbers, which takes a steady stream of calls off your branch office.

Can it track replacements when somebody does not report?

Yes. The absence, the reliever sent, the post left uncovered and the client’s reaction are all recorded against the site and the date.

Will it keep us compliant with labour law?

No software can do that. It maintains registers, prepares files and tracks due dates. Whether your operation follows the law is a matter for your team and your legal advisers.

Can we run several branches and states on one system?

Yes, with state-specific wage and statutory settings, branch-level working and a consolidated view for the head office.

Will it work with Tally?

Usually. Invoices, salary journals and receipts go across, though the route varies by edition. That is tested on your installation before anybody agrees to it.

Can we start with only attendance and payroll?

Yes, and most agencies should. Attendance and payroll first, billing and receivables next, portals after that.

Your trade

How we work with this trade.

Payroll service providers

Build a system that follows the deployment, not the department.

In staffing, one fact decides the month: who stood where, on which day, at what rate. Payroll, statutory records and the client invoice are all that fact read three different ways.

Send us last month’s muster and the invoice you raised against it. Those two should agree to the day. Where they do not, you are paying for one thing and billing for another, and that gap is the build.

Tell us how you work

Tell us how your staffing companies runs today.

We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.

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