Payroll Management System
The Premier payroll software in Kenya is a salary processing software suitable for companies with over 1000 employees. As the best payroll software in Kenya, it helps in automating payroll processing and HR management functions of a company by a simple. Employee salaries can be paid electronically through any bank by simply generating bank transfer file for all your employees. Even payslips can be sent electronically through email.
Payroll software is a computer program that automates the process of calculating and paying employee salary. It can save businesses time and money, and help them avoid errors. It can be used by businesses of all sizes, from small businesses with a few employees to large corporations with thousands of employees.
Built to unlock company potential, this payroll management system can process salaries for unlimited number of employees. It captures unlimited number of payroll entries, earnings and deductions on payslips.
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Compliance with statutory deductions can present a big challenge especially if the company has more than a hundred employees. Our payroll processing system enables companies to comply with requirements by filing monthly statutory returns electronically by simply downloading and uploading a file with the relevant authorities. Thus, our software ensures compliance with NHIF, PAYE, P9 forms, HELB etc. Still, email payslips to employees instead of hard copy print out.
Affordable salary processing software for hundreds of employees
For KES 23,200 only, our payroll software remains one of the most affordable in Kenya. The one time purchase cost caters for software installation and user training. No monthly subscriptions. No annual renewal fees. Get your 30 day free trial software license today for evaluation.
Best Payroll Software Price for Small Business in Kenya
| Size of the organization | One time license cost (KES) |
| Start up business with up to 10 employees | KES 23,200 |
| Start up business with up to 25 employees | KES 34,800 |
| Growth stage business with up to 50 employees | KES 58,000 |
| Growth stage business with up to 100 employees | KES 75,400 |
| Big business with up to 250 employees | KES 98,600 |
| Big business with up to 500 employees | KES 133,400 |
| Big business with over 1000 employees | KES 174,000 |
Key features of the Best Payroll Software in Kenya
- Unlimited payroll entries; basic pay, allowances, and deductions
- Electronic salaries transfer to bank
- Professional pays slips; printable, send payslip on email and password protected
- Compliance with statutory deductions; NHIF, PAYE, iTax, NSSF, NITA
- Leave management module
- Time attendance management
- One time perpetual software license
- User training and support
The software design focused on simplicity, functionality, and ease of use to deliver productivity. Most HR administrators and Payroll accountants love our software due to its robustness. What is more, Premier payroll management system in Kenya remains one of the most affordable business software.
Are looking for a reliable employees salaries processing software in Kenya? Then contact us today. We assure you of excellent customer support. After installing and setting up your payroll management system, we will offer free user training for all your key employees. We guarantee continuous technical support onsite and offsite deepening on the situation at hand.
Key benefits of using payroll software.
Accuracy
This system eliminates the risk of human error in calculating wages and deductions. This can save businesses time and money, and help them avoid costly penalties from the government.
Also, it saves businesses time and money by automating many of the tasks involved in processing payroll. For example, entering timesheets, calculating taxes, and generating pay slips etc. This frees up employees to focus on other tasks, such as customer service or sales and help improve the bottom line.
Compliance with labor laws
Payroll errors can lead to penalties from government agencies like KRA or NHIF or HELB. Our system can help you avoid penalties due to non-compliance by ensuring that your payroll is accurate and compliant with the law. The system helps businesses stay compliant with all complex tax and labor laws. What is more, the software can integrated with employee clock in and clock out system to track employee hours and attendance. This can be important for complying with overtime regulations. Furthermore, this can help businesses avoid costly fines and penalties.
Reporting
The system generates reports that track employee hours, wages, and deductions. This information can be used to make informed business decisions, such as budgeting and forecasting.
Furthermore, it can be integrated with other business systems, such as time attendance software. This can help businesses streamline their operations and improve efficiency.
Improved employee satisfaction
When employees are paid accurately and on time, they are more satisfied with their jobs. This can lead to lower turnover and increased productivity. Also, knowing that employee salaries is being handled correctly can give you peace of mind. This can free you up to focus on other aspects of your business.
Flexibility
The system can be customized to meet the specific needs of businesses of all sizes. This means that businesses can choose a software that meets their specific requirements, such as the number of employees, the complexity of their payroll needs, and their budget. Any business owner can acquire this system and use it as a valuable tool to save on time and money. In fact, every business in Kenya should consider acquiring our affordable payroll software.
Security
The system can help businesses protect the confidentiality of employee data. This is important because employee data is considered sensitive information, and businesses can be fined for mishandling it.
How to Choose the Right Payroll management system
Purchasing our salaries processing system is a wise investment for any organization. It will help with streamlining payroll processing and improve compliance with tax and labor laws. Any business looking for a way to save time and money, then buy our payroll software. Below are a few factors to consider before making the purchase decision:
- Company needs: Consider the size of the business and the complexity of your payroll needs. The size of the business, number of employees, and other specific requirements will affect the type of software to buy.
- Features: the system comes with a variety of features. Make sure to choose software that has the features you need, such as the ability to handle multiple pay rates, deductions, and tax laws.
- Cost: Payroll software price in Kenya start from KES 29,000 for a small business with less than 20 employees. The cost can go up to KES 170,000 for large companies with over 100 employees. The cost includes one-time license, installation and user training. Organizations have the option of choosing the right software package that fits the budget and meets company requirements.
- Ease of use: some systems can be complex. Clients should choose a system that is easy to use and navigate. Just ensure the software is easy to use and has all the features needed.
- Customer support: If you have any questions or problems with your system, you need to be able to get help quickly and easily. Therefore, clients should choose a payroll software company with reliable customer support.
Features of the best Payroll Software
Employee details
The personnel module basically captures and stores personal information about each employee. Indeed, the module specifically captures the names of the employees, national ID number, telephone contacts, and home address. If need be, the system can also capture employee photos, the next of kin, and even the immediate dependents.
Organizational structure
The system comes with well-defined posts, job groups, administrative units, and departments that can be customized to reflect the company’s chain of authority. When a company hires new employees, they can be assigned to the existing posts or entirely new posts can be created. The same applies to administrative units, departments, and stations.
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capture earnings and deductions
The system clearly captures all earnings and deductions. When the employee salaries have been fully processed, all earnings and deductions will be computed and net pay displayed. Examples of earnings include commissions, overtime allowance, airtime allowance, transports allowance, etc. On the flip side, deductions will include salary advance, loan deduction, etc. All these deductions and earnings can be added into the system depending on the requirements of each organization.
Send payslips on email
Going green means that as much as possible we avoid printing paper. Where possible, the printing of payslips on paper should be avoided. Thus, the system allows users to receive payslips by email. The payslips can be viewed electronically in PDF format. For the sake of privacy, the emailed payslips are password protected. This feature that enables the sending of payslips on email will save on the cost of printing and even help in conserving the environment.
Electronic salary payment
The premier payroll system software fully automates the entire processing HR and Payroll management function. Automating the HR and payroll function leads to error-free payroll reports and faster payment of employee salaries. So Instead of employees queuing outside the accounts office, all their salaries will be channeled through the individual employee bank account. Furthermore, our premier payroll management system is compatible with all commercial banks in Kenya. Indeed, electronic salary payment is both safe and efficient.
Import staff data
This feature is very important, especially when handling data from a big number of employees. So instead of entering employee detail one by one, you can actually upload. Thus, first, enter the information in an excel sheet, then verify that the information entered is correct. Next, convert the excel sheet into s system readable format then upload the file. This saves the HR staff time by uploading the entire list of employees one time.
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Payroll in Foreign currency
In as much as our payroll management system has been designed to cater to companies in Kenya, it has a feature that enables foreign currency transactions. This is particularly ideal for companies who have hired expatriates and foreign nationals with specialized skills. By processing payroll in foreign currency, you can use US dollars or any other preferred foreign currency for salary processing.
Multiple organizations
Our payroll management system supports creating and running multiple organizations. This feature is ideal for the business owner who has an interest in more than one company. For example, a business person might be owning several companies e.g. petrol filling station, a supermarket and a security firm. All these companies can have distinct payroll functions running different company names but created on the same payroll processing software. Apart from being cost-effective, consolidation leads efficient day to day running of different businesses.
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Payroll and HR Reports
The system generates well-formatted reports for easy interpretation and decision making. The reports can be downloaded in various formats such as text and also save the reports in excel format. Some of the reports include annual leave reports, salary reports, muster roll reports, bank transfer file reports, etc. These reports will be updated automatically in case of any change in employee data such as new hires or resignations.
Monthly returns of statutory deductions
The system has inbuilt features that ensure that an organization remains compliant with government statutory requirements. Hence, the system provides a platform for capturing monthly statutory deductions and filing the returns such as iTax, HELB, NSSF, NHIF, etc. For example, the software enables employers to deduct HELB loan payments also PAYE taxes and submit them on behalf of the employees.
Leave management
The leave management module enables system users to record leave bookings and monitor absence. Employees can be absent for various reasons such as sick leave, annual leave, etc. All these days of absence can be captured into the system and a report generated. Furthermore, the system makes it easy to account for leave days taken.
Time attendance management
Having a transparent system for monitoring employee attendance creates discipline and in fact, improves productivity. Furthermore, employees will be motivated to give their best knowing fully well that those who work hard will be rewarded accordingly. Our payroll system can be integrated with any time attendance management terminals. As the time attendance system device captures employee clock in and employee clock out, the same data will be posted in the employees salaries management system. The time attendance information posted into the salary processing software can be used to process overtime payments.
System security and User management
The system by default has a super admin who cannot be deleted. However, the super admin can create and even delete all other users. The standard users created by the super admin will be assigned different roles with limited rights. Even so, the super admin will retain the important roles such as system backup, system restore and system audit, and all critical functions. All the other administrative roles can be delegated to the other users.
Challenges associated with processing salaries manually
- It is time-consuming: Processing employee wages manually can take hours or even days. This time could be better spent on other tasks, such as growing your business.
- It is prone to errors: Manually calculating wages and deductions is prone to errors. These errors can cost businesses money in fines and penalties.
- It is difficult to stay compliant: The tax and labor laws governing salaries and wages are constantly changing. It can be difficult to stay up-to-date on these changes if you are processing payroll manually.
- It is difficult to track employee hours: Manually tracking employee hours can be difficult and time-consuming. This can lead to inaccurate payroll records. However, biometric time attendance systems can automate the entire process leading to accurate reporting.
If you are looking for a way to save time, money, and headaches, then our system is the answer. It is a powerful tool that can help you automate your salaries processing and ensure that your employees are paid accurately and on time.
