Manufacturing HRMS Software | Complete Factory Operations Automation with Zoho
Streamline Manufacturing Operations, People Management, and Payroll Processing with India's Leading Zoho Advanced Partner. Expert Implementation in Coimbatore, Chennai, Bangalore, Mumbai, and Across Tamil Nadu.
Manufacturing HR Management System (HRMS) Software Solutions in India
Elite Tech Corp is India's leading Zoho Advanced Partner specializing in comprehensive manufacturing HRMS software implementation and automation solutions. Based in Coimbatore, Tamil Nadu, we serve manufacturing companies across Chennai, Bangalore, Mumbai, Pune, and throughout India with cutting-edge HR technology solutions designed specifically for factory operations, shop floor management, and industrial workforce automation.
Our manufacturing-focused Zoho implementation services address the unique challenges faced by Indian manufacturing companies, including multi-shift operations, statutory compliance across multiple states, biometric attendance integration, contractor workforce management, and complex payroll calculations with overtime, incentives, and allowances.
Why Manufacturing Companies in India Choose Elite Tech Corp for Zoho HRMS Implementation
Manufacturing operations in India face unique challenges that standard HRMS solutions cannot address. With 70-80% of your workforce being shop floor operators, daily wage workers, and contract laborers who don't have computer access, traditional HR software falls short. Our specialized manufacturing HRMS solutions using Zoho People, Zoho Payroll, Zoho Recruit, and integrated Zoho applications solve these critical challenges:
- Non-User Workforce Management: Create master records and track attendance for employees without email or system access
- Multi-Plant Operations: Manage HR, payroll, and attendance across multiple manufacturing facilities with centralized oversight
- Shift Management Automation: Configure rotating shifts (A/B/C), night shift allowances, overtime multipliers, and auto-rostering
- Biometric Integration: Seamless integration with ZKTeco, ESSL, and other biometric attendance systems for shop floor tracking
- Statutory Compliance: Automated PF, ESI, PT, LWF calculations across multiple states with Form 16, Form 24Q, ECR generation
- Contractor Management: Track deemed employee risks, manage vendor compliance, verify contractor attendance
- Manufacturing Payroll: Process complex payroll with piece-rate calculations, production incentives, overtime, and allowances in 2-3 hours
- Trade Skills Tracking: Maintain skill matrix, certifications, trade test records, and license expiry alerts
Comprehensive Manufacturing HRMS Software Features
1. Talent Acquisition for Manufacturing (Zoho Recruit)
Streamline your manufacturing recruitment process with specialized hiring workflows designed for factory operations. Our Zoho Recruit implementation includes plant-wise candidate pipelines, trade-specific job postings, skill assessment tools for welders, CNC operators, electricians, and quality inspectors, automated interview scheduling, and seamless candidate-to-employee data flow. Reduce time-to-hire by 40% with dedicated recruitment pipelines for each manufacturing unit.
2. Core HR & Employee Database (Zoho People)
Build a single source of truth for your entire manufacturing workforce with Zoho People implementation. Our solution supports multi-plant organizational structures, department-wise employee management, location-based access controls, digital onboarding checklists (safety induction, PPE issuance, tool room access, asset tagging), employee file management with document scanning, and bank account/Aadhar/PAN verification. Create audit-ready employee records accessible in seconds during labor inspections.
3. Biometric Attendance & Time Tracking
Eliminate buddy punching and manual attendance registers with integrated biometric attendance systems. We configure automatic data sync from ZKTeco, ESSL, Matrix, Mantra, and Morpho devices, facial recognition at entry gates, geo-fencing for field staff and sales teams, mobile attendance for supervisors and managers, shift-wise attendance reports, late/early departure tracking, and automated Leave of Pay (LOP) calculations. Real-time visibility of plant headcount and automated overtime calculation.
4. Manufacturing Shift Management
Manage complex rotating shift patterns with our specialized shift management configuration. Support for A/B/C three-shift rotation, day/night shift scheduling, weekly automatic rostering, grace period management, buffer time between shifts, night shift allowances, shift-differential pay, overtime calculation (1.5x, 2x multipliers), public holiday premium pay, and shift swap request workflows. Eliminate manual shift planning and ensure optimal floor coverage.
5. Leave & Attendance Management
Automate leave accrual, approvals, and tracking with manufacturing-specific leave policies. Configure multiple leave types (casual, sick, earned, maternity, comp-off), plant-wise holiday calendars, state-specific restricted holidays, leave balance import and tracking, multi-level approval workflows, leave encashment rules, and integration with payroll for LOP deductions. Enable mobile self-service for leave applications from shop floor employees.
6. Manufacturing Payroll Processing (Zoho Payroll)
Process manufacturing payroll in 2-3 hours (down from 7 days) with our automated payroll solution. Support for multiple salary structures (permanent, apprentice, daily wage, piece-rate), production-based incentive calculation, overtime and double-overtime processing, shift allowances and premiums, LOP sync from attendance data, arrears and bonus calculations, advance and loan deductions, professional tax across multiple states, ESI and PF contribution calculations, and direct bank transfer file generation (NEFT/RTGS). Generate payslips in English, Hindi, Tamil, Telugu, and other regional languages.
7. Statutory Compliance Automation
Achieve 100% statutory compliance with automated form generation and filing. Our solution handles EPF ECR (Electronic Challan cum Return), Form 24Q for TDS on salary, Form 16 generation for employees, ESI contribution forms, Professional Tax across states, LWF (Labour Welfare Fund), Form-T muster roll generation, overtime registers, factory license compliance tracking, shop and establishment act requirements, and bonus calculation as per Payment of Bonus Act. One-click return generation and digital signature integration with Zoho Sign.
8. Contractor & Vendor Management
Mitigate deemed employee risks and manage contract labor effectively. Our solution includes vendor master database with license validity tracking, insurance certificate management, work order tracking, contractor attendance verification against vendor claims, PF/ESI applicability checks, invoice generation based on actual biometric attendance, compliance document repository, and principal employer liability management. Ensure transparent, dispute-free vendor payments.
9. Performance Management & Appraisals
Link shop floor performance to compensation with production-based KRAs. Configure individual and team performance metrics, units produced and rejection rate tracking, skill-based performance evaluation, 360-degree feedback, goal setting and tracking, continuous review cycles, budget-based hike proposals, appraisal letter generation, and training needs identification. Track multi-skilling levels for workforce planning.
10. Learning Management System (LMS)
Ensure mandatory compliance training and skill development with integrated LMS. Create courses for safety induction (OSHA, Factory Act), machine operation training, quality control procedures, chemical handling protocols, forklift and crane operation, fire safety and first aid, and soft skills development. Track course completion, generate certificates, set expiry alerts for critical licenses (boiler operator, electrician), and maintain audit-ready training records.
11. Expense Management (Zoho Expense)
Control manufacturing expenses with policy-based approval workflows. Implement plant-wise budget allocation, department-level spending limits, category restrictions (travel, tools, materials), automatic receipt validation, multi-level approval chains, per diem rate management for business trips, mileage tracking for field staff, vendor payment management, and project-wise expense allocation. Reduce policy violations by 75% and speed up reimbursements by 70%.
12. Financial Integration (Zoho Books)
Close the loop from HR to finance with automated accounting integration. Enable automated journal entries for salary expenses, direct posting of approved reimbursements, bank transfer file generation, project-wise labor cost allocation, manufacturing cost center tracking, cost of goods sold (COGS) analysis, general ledger synchronization, and month-end financial close in 3 days (down from 10 days). Track true manufacturing costs including direct and indirect labor.
13. HR Analytics & Business Intelligence
Transform HR data into actionable insights with custom dashboards. Analyze plant-wise labor cost breakdown, department-wise headcount trends, productivity metrics (revenue per employee, output per labor hour), overtime cost vs. production output, attrition analysis by shift/department/location, recruitment funnel metrics, training effectiveness measurement, compliance audit readiness score, and predictive analytics for workforce planning. Make data-driven decisions on hiring, scheduling, and compensation.
14. Employee Self-Service (ESS) Portal
Empower your manufacturing workforce with mobile-first self-service. Enable secure payslip download on mobile devices, leave application and approval tracking, attendance regularization requests, reimbursement claim submission with photo upload, helpdesk ticket raising for HR/admin queries, digital document access (offer letter, appointment letter, policies), training course enrollment, and performance review access. Reduce HR queries by 60% with 24/7 self-service availability.
Manufacturing HR Challenges We Solve
Standard HRIS systems fail to handle the rigidity and risk of shop floor operations in Indian manufacturing companies
Non-User Workforce (70-80%)
Shop floor operators, daily wage workers, and contract laborers don't have email or computer access, yet need rigorous attendance tracking and payroll processing. Manual data entry creates errors and compliance risks.
Our Solution: Create "non-user" employee records in Zoho People, integrate biometric attendance directly, process payroll without login requirements, and enable mobile ESS for basic self-service.
Complex Shift Operations
Managing A/B/C rotating shifts, night shift premiums (20-30% extra), buffer times for handover, overtime multipliers (1.5x/2x), and weekly rostering requires complex calculations that Excel cannot handle reliably.
Our Solution: Configure automated shift cycles, night allowance rules, OT calculation formulas, and weekly auto-rostering in Zoho People. Real-time shift-wise headcount visibility.
Multi-State Compliance
Navigating PF (12% employee + 12% employer), ESI (0.75% + 3.25%), PT (varies by state), LWF, Factory Act requirements, and "deemed employee" risks with contract labor creates significant legal exposure and penalty risks.
Our Solution: Automated statutory calculations for each state, one-click ECR/Form 16/Form-T generation, compliance calendar with due date alerts, and contractor management to prevent deemed employee classification.
Data Silos & Manual Processes
Disconnect between biometric gates, physical Form-T muster rolls, and the finance office creates payroll leakage, 7-day processing times, and reconciliation nightmares. Multiple Excel sheets lead to version control issues.
Our Solution: Single source of truth in Zoho with automated data flow: Biometric → Zoho People → Zoho Payroll → Zoho Books. Process payroll in 2-3 hours with zero manual intervention.
The Disconnected Factory Problem
In typical manufacturing operations, we see:
- Entry Gate: Biometric devices (ZKTeco/ESSL) capturing in/out times
- Shop Floor: Physical Form-T muster rolls being maintained manually
- HR Department: Manual data entry from biometric reports and muster rolls
- Finance Office: Separate payroll processing in Excel with manual reconciliation
- Result: Data mismatch, payroll leakage, 7+ day processing time, and audit nightmares
Our Integrated Solution: We eliminate these silos by connecting biometric devices directly to Zoho People, automating attendance sync, generating digital Form-T from system data, flowing LOP calculations to Zoho Payroll, and posting salary entries to Zoho Books automatically. The result: Zero manual data entry, 100% accuracy, 2-3 hour payroll processing, and real-time financial visibility.
Complete Manufacturing HRMS Solutions - Zoho Product Suite
End-to-end Zoho implementation covering the entire employee lifecycle from recruitment to retirement
Zoho Recruit
Manufacturing Talent Acquisition
Plant-wise hiring pipelines for each manufacturing unit. Source boosters integration with niche job boards (Naukri, Indeed, TimesJobs). Trade test scheduling and skill assessment. Automated candidate-to-employee data flow to Zoho People. Reduce time-to-fill by 40%.
Zoho People - Core HRMS
Employee Master Data & Onboarding
Multi-plant hierarchy (parent company → business units → plants → departments). Digital onboarding checklist: safety induction (OSHA/Factory Act), PPE issuance (boots, helmet, gloves), tool room access authorization, asset tagging (locker/ID card). 100% digital employee lifecycle. Audit-ready records in seconds.
Biometric Attendance Integration
Automated Time Tracking
ZKTeco, ESSL, Matrix, Mantra, Morpho device integration. Facial recognition at entry gates. Automated in/out time sync every 15 minutes. Geo-fencing for sales and field staff. Late/early marking. Overtime auto-calculation. Shift-wise reports. Eliminate buddy punching.
Shift & Roster Management
Complex Shift Operations
A/B/C three-shift rotation (06:00-14:00, 14:00-22:00, 22:00-06:00). Weekly auto-rostering. Night shift allowance (20-30% premium). Grace period (10-15 minutes). Buffer time between shifts. Shift swap requests. Shift-differential pay. Real-time plant headcount visibility.
Leave Management
Automated Leave Administration
Multiple leave types: Casual (CL), Sick (SL), Earned (EL), Maternity, Paternity, Comp-off. Plant-wise holiday calendar. State-specific restricted holidays. Leave balance import. Multi-level approval workflow. Leave encashment on separation. LOP sync to payroll. Mobile leave application.
Zoho Payroll
Manufacturing Payroll Processing
Process in 2-3 hours (vs 7 days manual). Three salary structures: Permanent employees, Apprentices, Daily wage workers. Shift allowance calculation. Overtime (1.5x/2x multiplier). Production incentive. LOP sync from attendance. Arrears and bonus. Loan/advance deduction. Bank transfer files (NEFT/RTGS). Multi-language payslips.
Statutory Compliance
100% Compliance Automation
EPF ECR (12% + 12%), ESI (0.75% + 3.25%), Professional Tax (state-wise), LWF. Form 16, Form 24Q, Form-T muster roll. Overtime registers. Factory Act compliance. Bonus calculation. One-click return generation. E-sign integration. Zero penalties. Audit-ready in 5 minutes.
Contractor Management
Vendor Labor Management
Vendor master with license validity tracking. Work order management. Contractor attendance verification. Invoice based on verified attendance (not vendor claims). PF/ESI applicability tracking. Deemed employee risk mitigation. Principal employer compliance. Transparent vendor payments.
Performance Management
Production-Linked KRAs
Individual & team targets. Units produced tracking. Rejection rate monitoring. Skill-based evaluation. 360-degree feedback. Continuous reviews. Goal setting. Budget-based hike proposals. Appraisal letter generation. Multi-skilling tracking. Training needs identification.
Learning Management System
Compliance & Skill Training
Safety induction courses (OSHA, Factory Act). Machine operation training. Quality control procedures. Chemical handling. Forklift/crane certification. Fire safety. First aid. Course completion tracking. Certificate generation. License expiry alerts (boiler operator, electrician). Audit-ready training records.
Zoho Expense
Manufacturing Expense Control
Plant-wise budgets. Department limits. Category restrictions (travel vs tools). Receipt validation. Multi-level approval. Per diem management. Mileage tracking. Vendor payments. Project-wise expense. 75% policy violation reduction. 70% faster processing.
Zoho Books Integration
Financial Accounting Automation
Automated salary journal entries. Direct posting of reimbursements. Bank transfer files. Project-wise labor cost allocation. Manufacturing cost center tracking. COGS analysis. GL synchronization. Month-end close in 3 days (vs 10 days). True manufacturing cost visibility.
HR Analytics & BI
Data-Driven Workforce Intelligence
Plant-wise labor cost breakdown. Department headcount trends. Productivity metrics (revenue per employee, output per hour). OT cost vs production. Attrition hotspots by shift/department. Recruitment funnel analytics. Training ROI. Compliance audit score. Predictive workforce planning.
Employee Self-Service
Mobile-First ESS Portal
Payslip download on phone. Leave application. Attendance regularization. Reimbursement claims with photo upload. HR helpdesk tickets. Document access (offer letter, policies). Training enrollment. Performance review access. Available 24/7. Reduces HR queries by 60%.
HR Help Desk
Ticket-Based Query Resolution
Category-wise ticket management (payroll, leave, attendance, admin). SLA tracking (TAT: 24-48 hours). Priority levels. Assignment rules. Knowledge base. Canned responses. Feedback collection. First response time monitoring. Query analytics. 60% query reduction.
Employee Engagement
Surveys & Feedback
Engagement surveys (quarterly/annual). Exit interviews. Pulse surveys. Department-wise feedback. Anonymous responses. Sentiment analysis. Action planning. Trend tracking. Attrition prediction. Retention strategies. Improve eNPS scores.
Proven ROI: Manufacturing HRMS Implementation Results
Real metrics from 300+ successful manufacturing implementations across India
Before vs After: Measurable Impact
| Metric | Before Implementation | After Implementation | Improvement |
|---|---|---|---|
| Payroll Processing Time | 7 Days | 2-3 Hours | 97% Reduction |
| Compliance Risk Level | High (Multiple Notices) | Zero (100% Compliant) | Complete Elimination |
| HR Queries per Day | 50+ Questions | Less than 10 | 80% Reduction |
| Expense Reimbursement Cycle | 30 Days | 7 Days | 77% Faster |
| Statutory Filing (ECR) | 1.5 Days | 5 Minutes | 95% Time Saving |
| Form 16 Generation | 2-3 Days | 10 Minutes | Instant Generation |
| Attendance Data Entry | Manual (2-3 Hours Daily) | Automated (Real-time) | 100% Automation |
| Payroll Accuracy | 85-90% (Errors Common) | 99.9% (Near Perfect) | Error Elimination |
| Month-End Financial Close | 10 Days | 3 Days | 70% Faster |
| Employee Self-Service Adoption | 0% (No Portal) | 75% Active Users | Complete Transformation |
Financial Impact & Cost Savings
Direct Cost Savings (Annual):
- Reduced HR Headcount: ₹3-5 lakhs per year (1-2 FTE reduction in data entry staff)
- Compliance Penalties Avoided: ₹2-10 lakhs per year (late filing, incorrect calculations)
- Payroll Leakage Prevention: 1-2% of total payroll (attendance mismatch, calculation errors)
- Paper & Printing Costs: ₹50,000-1 lakh per year (digital records, e-payslips)
- Overtime Optimization: 10-15% reduction through better planning and visibility
Operational Efficiency Gains:
- HR Team Productivity: 60% time freed up from manual work for strategic initiatives
- Faster Decision Making: Real-time dashboards enable quick workforce adjustments
- Improved Employee Experience: 24/7 self-service, instant payslip access, faster grievance resolution
- Audit Readiness: 5 minutes vs 2-3 days to prepare for labor inspections
- Scalability: Add new plants, departments, employees without additional overhead
Risk Mitigation Value:
- Statutory Compliance: Zero penalty risk, automated calculations, timely returns
- Deemed Employee Prevention: Proper contractor classification and tracking
- Labor Law Adherence: Automated Factory Act, Shop Act, Bonus Act compliance
- Data Security: Cloud-based storage, role-based access, audit trails
- Disaster Recovery: No data loss risk, automatic backups, business continuity
Typical ROI Timeline:
Most manufacturing companies achieve full ROI within 12-18 months through a combination of direct cost savings, efficiency gains, and risk mitigation. Companies with 200+ employees typically see payback within 8-12 months.
12-Phase Implementation Methodology for Manufacturing HRMS
Our proven, step-by-step approach ensures successful Zoho deployment with minimal disruption to your operations
Phase 1: Requirements Gathering & Solution Design
Discovery Workshop (2-3 Days)
Our certified Zoho consultants conduct detailed discovery sessions at your manufacturing facility to understand your unique requirements, challenges, and workflows.
- Business process analysis: Current HR workflows, approval hierarchies, pain points
- Organizational structure mapping: Corporate structure, business units, plants, departments, reporting relationships
- Employee categorization: Permanent staff, contract labor, daily wage, apprentices, trainees
- Shift pattern documentation: A/B/C shifts, timings, allowances, overtime rules
- Leave policy review: Types of leave, accrual rules, encashment policies
- Payroll structure analysis: Salary components, allowances, deductions, statutory requirements
- Attendance device audit: Existing biometric systems, device models, data formats
- Compliance requirement checklist: State-wise PT, PF, ESI, LWF, Factory Act regulations
- Integration needs: Existing ERP, accounting software, HRMS systems
- Stakeholder interviews: HR head, payroll team, plant managers, finance team
Deliverable: Comprehensive Solution Design Document (30-50 pages) with process flowcharts, data migration plan, customization requirements, integration architecture, and project timeline.
Phase 2: Foundation Setup - Organization & Employee Master
Core System Configuration (3-5 Days)
Build the foundational structure in Zoho People that reflects your manufacturing organization's hierarchy and employee data.
- Domain & DKIM Authentication: Configure your company domain (yourcompany.com) for Zoho People emails. Set up DKIM records to prevent emails from landing in spam.
- Multi-Entity Setup: Create parent company, subsidiaries, business units structure in Zoho
- Plant/Location Configuration: Add all manufacturing plants with addresses, local holidays, plant managers
- Department Creation: Production, Quality, Maintenance, Stores, Admin, HR, Finance departments
- Designation Master: Job titles from operator level to management (Operator, Supervisor, Engineer, Manager, GM)
- Grade/Level Structure: Employee grade classification (E1-E5, M1-M3, etc.)
- Employee Custom Fields: Manufacturing-specific fields (Badge ID, Skill level, Trade certificate, Blood group)
- User Addition: Create login accounts for managers, supervisors, HR team with role-based permissions
- Non-User Employee Records: Set up master records for shop floor workers without login access
- Employee Data Migration: Import existing employee data from Excel/old HRMS (personal details, job info, bank accounts, PF numbers)
- Document Repository: Set up folder structure for employee documents (Aadhar, PAN, certificates, photos)
Deliverable: Fully configured organizational structure with all active employees added to Zoho People, ready for attendance and payroll processing.
Phase 3: Biometric Attendance Integration & Shift Management
Time Tracking Automation (3-4 Days)
Connect your existing biometric devices to Zoho People for automated attendance capture and shift tracking.
- Biometric Device Integration: Connect ZKTeco, ESSL, Matrix, Mantra, Morpho devices via API/SDK
- Attendance Sync Schedule: Configure automatic data sync every 15-30 minutes
- Shift Master Creation: Define all shifts (Day: 06:00-14:00, Evening: 14:00-22:00, Night: 22:00-06:00)
- Shift Roster Configuration: Set up A/B/C rotation patterns, weekly auto-rostering rules
- Grace Period Settings: Configure late arrival grace (10-15 mins), early departure rules
- Buffer Time Configuration: Set overlap time between shifts for handover
- Night Shift Allowance: Configure premium calculation (20-30% extra pay)
- Overtime Rules: Set OT eligibility, calculation method (1.5x for first 2 hours, 2x beyond)
- Geo-Fencing Setup: Configure location-based attendance for sales/field staff
- Mobile Attendance: Enable mobile check-in/out for managers and mobile workers
- Attendance Regularization: Configure missed punch request workflow
- Real-Time Dashboard: Set up plant-wise headcount visibility screens
Deliverable: Fully integrated biometric attendance system with automated data sync, shift-wise reports, overtime calculation, and real-time plant headcount visibility.
Phase 4: Leave Management & Holiday Calendar
Leave Administration Setup (2-3 Days)
Configure comprehensive leave policies that comply with Factories Act, Shops & Establishments Act, and your company policies.
- Leave Type Configuration: Casual Leave, Sick Leave, Earned Leave, Privilege Leave, Maternity Leave, Paternity Leave, Comp-off, LOP
- Accrual Rules Setup: Monthly accrual (0.83 days CL, 1.25 days EL), annual reset dates
- Carry Forward Rules: Max carry forward limits, encashment on exit
- Plant-Wise Holiday Calendar: Create separate calendars for each plant location
- National Holidays: Republic Day, Independence Day, Gandhi Jayanti, etc.
- State-Specific Holidays: Tamil Nadu (Pongal, Tamil New Year), Karnataka (Kannada Rajyotsava), Maharashtra (Gudi Padwa)
- Restricted Holidays: Configure optional holiday selection (2-3 per year from list of 10-12)
- Leave Approval Workflow: Multi-level approvals (Supervisor → Manager → HR)
- Leave Balance Import: Migrate existing leave balances from old system
- Leave Application Portal: Self-service leave request from web/mobile
- Leave Calendar View: Team calendar showing who's on leave
- LOP Integration: Automatic Leave of Pay calculation and sync to payroll
Deliverable: Complete leave management system with accurate balances, approval workflows, holiday calendars, and payroll integration.
Phase 5: Payroll Structure & Salary Configuration (Zoho Payroll)
Manufacturing Payroll Setup (4-5 Days)
Configure complex manufacturing payroll with multiple salary structures, statutory compliance, and automated calculations.
- Payroll Module Activation: Enable Zoho Payroll and link with Zoho People
- Salary Structure Templates: Create structures for Permanent Staff, Apprentices, Daily Wage Workers, Piece-Rate Workers
- Pay Components Configuration: Basic Salary, HRA, Conveyance Allowance, Special Allowance, Shift Allowance, Overtime, Production Incentive, Food Coupon, Medical Reimbursement
- Deduction Components: PF Employee Contribution (12%), ESI (0.75%), Professional Tax, TDS, LOP, Advance Recovery, Loan EMI
- Employer Contribution: PF Employer (12%), ESI Employer (3.25%), LWF
- Shift Allowance Formula: Configure night shift premium (20-30% of basic), weekend shift allowance
- Overtime Calculation: Set OT rate (1.5x for first 2 hours, 2x beyond), monthly OT limits
- Production Incentive: Configure piece-rate/unit-based incentive calculation
- Statutory Compliance: State-wise Professional Tax slabs, PF wage ceiling (₹15,000), ESI wage ceiling (₹21,000)
- Pay Cycle Configuration: Set attendance period (26th to 25th), pay period (1st to 30th/31st), salary payment date
- Arrears Calculation: Configure salary revision arrears, increment arrears processing
- Loan & Advance: Set up loan modules for salary advance, emergency loans with monthly EMI deduction
- Salary Hold: Configure rules for salary hold (missing documents, disciplinary action)
- Bank Transfer File: Configure NEFT/RTGS file format as per your bank requirement
Deliverable: Fully configured payroll system ready to process monthly salaries with automated calculations, statutory compliance, and bank transfer file generation.
Phase 6: Statutory Compliance Automation
Compliance Setup (3-4 Days)
Configure automated statutory form generation and filing to achieve 100% compliance with Indian labor laws.
- EPF Registration Setup: Add company PF account number, establishment code for each state
- EPF ECR Configuration: Automatic Electronic Challan cum Return generation with employee-wise contributions
- ESI Registration: Configure ESI code, dispensary details for each location
- ESI Return Setup: Half-yearly return generation (April-Sept, Oct-March)
- Professional Tax: State-wise PT slab configuration (varies by state), monthly challan generation
- LWF Configuration: Labour Welfare Fund setup for applicable states (Karnataka, Tamil Nadu, etc.)
- Form 16 Setup: TDS on salary Form 16 generation with Part A (deductor details) and Part B (employee details)
- Form 24Q: Quarterly TDS return generation
- Form-T (Muster Roll): Factory Act compliance Form-T generation with daily attendance, OT, wages
- Overtime Register: Automated OT register as per Factories Act requirements
- Bonus Calculation: Payment of Bonus Act compliance, eligibility criteria (wages up to ₹21,000), 8.33% to 20% calculation
- Gratuity Calculation: Payment of Gratuity Act compliance for employees with 5+ years service
- Compliance Calendar: Set up due date reminders for all statutory returns
- E-Sign Integration: Connect Zoho Sign for digital signatures on statutory forms
Deliverable: Complete statutory compliance system with one-click form generation, automated calculations, due date alerts, and e-filing readiness.
Phase 7: Contractor & Vendor Management
Contract Labor Management (2-3 Days)
Set up comprehensive contractor management system to prevent deemed employee risks and ensure vendor compliance.
- Vendor Master Database: Create vendor profiles with company name, GSTIN, PAN, contact details
- License Management: Track principal employer license, contractor license validity, renewal reminders
- Insurance Tracking: ESIC/PF registration certificates, workmen compensation insurance validity
- Work Order Management: Upload work orders, scope of work, duration, contractor strength
- Contractor Attendance Integration: Separate biometric devices for contractor attendance
- Attendance Verification: Verify contractor attendance against vendor submitted attendance sheets
- PF/ESI Applicability Check: Configure rules to determine when PF/ESI is payable to contractors
- Invoice Verification: Invoice generation based on verified attendance, not vendor claims
- Deemed Employee Check: Alerts for contractors working beyond allowable duration (typically 6-12 months)
- Compliance Document Repository: Store all contractor compliance certificates, licenses, insurance policies
- Vendor Blacklist Management: Track non-compliant vendors, blacklisting reasons
Deliverable: Complete contractor management system ensuring compliance, transparent invoicing, and deemed employee risk prevention.
Phase 8: Performance Management & Appraisals
Goal Setting & Performance Tracking (3-4 Days)
Link shop floor performance to compensation with production-based KRAs and structured appraisal cycles.
- KRA Template Creation: Role-wise Key Result Areas (Production: output, quality; Quality: rejection rate, audit score)
- Goal Setting: Individual and team goals, SMART goal framework, quarterly/annual cycles
- Production Metrics Integration: Link to production data (units produced, rejection rate, downtime)
- Skill Matrix Setup: Multi-level skill assessment (Level 1-5) for different trades/operations
- 360-Degree Feedback: Configure self-assessment, supervisor rating, peer feedback, skip-level review
- Continuous Review Setup: Mid-year reviews, monthly check-ins, real-time feedback
- Rating Scale Configuration: 5-point scale (1-Does not meet, 2-Partially meets, 3-Meets expectations, 4-Exceeds, 5-Far exceeds)
- Appraisal Cycle Setup: Annual appraisal period (typically April-March), appraisal month (April-May)
- Budgeting & Hike: Department-wise increment budget allocation, bell curve distribution
- Hike Proposal Workflow: Manager recommendation → HR review → Management approval
- Appraisal Letter: Automated appraisal letter generation with new CTC breakdown
- Training Needs: Identify skill gaps, training recommendations based on performance
Deliverable: Complete performance management system with goal tracking, appraisal workflow, increment processing, and appraisal letter generation.
Phase 9: Learning Management System (LMS)
Training & Certification Tracking (2-3 Days)
Ensure mandatory compliance training and maintain audit-ready training records for all employees.
- Course Creation: Safety Induction (OSHA/Factory Act), Fire Safety & Emergency Response, First Aid Training, Chemical Handling & MSDS, Machine Operation (CNC, Lathe, Milling), Quality Control Procedures, Electrical Safety, Forklift Operation, Crane Operation, Welding Safety, Workplace Housekeeping (5S), Sexual Harassment Prevention (POSH)
- Course Content Upload: Videos, PDFs, presentations, images, external links
- Mandatory Training Setup: Auto-enrollment for new joiners in safety induction
- Assessment Creation: Quizzes and tests to evaluate learning, passing criteria (70%+ marks)
- Certificate Generation: Automatic certificate on course completion with employee name, course name, completion date
- License Expiry Tracking: Track validity of critical licenses (boiler operator, electrician, forklift driver)
- Renewal Alerts: Automatic reminders 30/60/90 days before license expiry
- Training Calendar: Schedule classroom training sessions, book trainers/rooms
- Training Attendance: Track physical training attendance
- Training ROI Analysis: Link training to performance improvement, accident reduction
- Audit Reports: Generate compliance reports showing training coverage, completion rates
Deliverable: Complete LMS with compliance courses, certification tracking, license expiry management, and audit-ready training records.
Phase 10: Expense Management (Zoho Expense)
Policy-Based Spend Control (2-3 Days)
Control manufacturing expenses with automated approval workflows and budget limits.
- Expense Categories: Travel (domestic/international), Accommodation, Food, Local Conveyance, Fuel, Tools & Equipment, Consumables, Repair & Maintenance, Office Supplies, Communication
- Plant-Wise Budgets: Allocate monthly/quarterly/annual budgets for each plant
- Department Budgets: Further allocation to Production, Quality, Maintenance, Admin
- Category Limits: Max spend limits per category (Travel: ₹50K, Tools: ₹25K)
- Policy Gates: Auto-reject if exceeds budget, missing receipt, duplicate submission
- Approval Workflow: Supervisor approval (up to ₹5K) → Manager approval (₹5K-25K) → GM approval (₹25K+)
- Per Diem Rates: Daily allowance for outstation travel (metro: ₹1500, non-metro: ₹1000)
- Mileage Tracking: Kilometer-based fuel reimbursement for personal vehicle use (₹8/km)
- Receipt Validation: OCR to extract amount, date, merchant from receipt photos
- Advance Management: Travel advance request, settlement against actual expenses
- Reimbursement Processing: Direct bank transfer after approval, 7-day settlement cycle
- Expense Analytics: Department-wise spend analysis, policy violation reports, top spenders
Deliverable: Complete expense management system with policy enforcement, budget controls, automated approvals, and 70% faster reimbursements.
Phase 11: Financial Integration (Zoho Books)
Accounting Automation (2-3 Days)
Close the loop from HR to finance with automated journal entries and cost center tracking.
- Chart of Accounts Mapping: Map salary components to GL accounts (Basic Salary: 6001, HRA: 6002, PF: 2001)
- Payroll Journal Entry: Automatic JE creation on payroll processing (Dr: Salary Expense, Cr: Employee Payable, PF Payable, ESI Payable, PT Payable, TDS Payable)
- Salary Payment Entry: JE for bank transfer (Dr: Employee Payable, Cr: Bank Account)
- Statutory Payment Entry: JE for PF/ESI/PT remittance (Dr: PF Payable, Cr: Bank)
- Expense Integration: Approved reimbursements auto-posted to Books (Dr: Travel Expense, Cr: Employee Advance/Payable)
- Cost Center Allocation: Allocate salaries to cost centers (plants, departments, projects)
- Project-Wise Costing: Track labor cost for specific production orders/projects
- Manufacturing COGS: Include direct labor in Cost of Goods Sold calculation
- Bank File Generation: NEFT/RTGS file for salary, reimbursement, statutory payments
- Bank Reconciliation: Match bank statements with salary payments
- Month-End Reports: Salary register, department-wise labor cost, variance analysis
Deliverable: Complete financial integration with automated accounting entries, cost center tracking, and 3-day month-end close (vs 10 days manual).
Phase 12: Employee Self-Service Portal & Analytics
ESS Deployment & BI Dashboard Setup (2-3 Days)
Empower employees with self-service access and provide management with real-time workforce analytics.
- ESS Portal Configuration: Custom branding, company logo, color scheme
- Mobile App Enablement: Zoho People mobile app for iOS/Android
- Payslip Access: View and download payslips in PDF format, password-protected
- Leave Application: Apply for leave, view balance, check leave calendar, cancel applications
- Attendance View: View daily attendance, monthly summary, overtime hours
- Regularization Requests: Request to regularize missed punch, on-duty marking, late/early marking
- Reimbursement Claims: Submit expense claims with receipt photo upload, track approval status
- HR Helpdesk: Raise tickets for payroll queries, document requests, policy clarifications
- Document Access: View offer letter, appointment letter, increment letter, company policies
- Training Portal: Enroll in courses, complete e-learning, download certificates
- Performance Review: View goals, self-assessment, appraisal ratings, feedback
- Profile Update: Update address, phone, emergency contact (subject to approval)
- HR Analytics Dashboard: Headcount by plant/department, attrition rate, average tenure, age distribution, gender ratio
- Payroll Analytics: Total salary cost, cost per employee, OT trend, allowance breakup
- Attendance Analytics: Shift-wise attendance, late percentage, leave utilization, LOP trend
- Compliance Dashboard: PF/ESI deductions, PT payments, pending returns, license expiries
- Performance Analytics: Average rating by department, top performers, improvement needed cases
- Custom Reports: Build ad-hoc reports with drag-drop interface, schedule email delivery
Deliverable: Fully functional employee self-service portal with 75% adoption rate, comprehensive management dashboards, and 60% reduction in HR queries.
Post-Implementation Support & Training
User Training (Ongoing)
- Admin Training: 2-day workshop for HR team on system administration, payroll processing, report generation
- Manager Training: Half-day session for plant managers and supervisors on leave approval, attendance review, performance management
- Employee Training: 1-hour orientation session on ESS portal usage, mobile app, self-service features
- Training Materials: User manuals, video tutorials, FAQ documents in English and regional languages
Hypercare Support (3 Months Post Go-Live)
- Dedicated support team available 9 AM - 6 PM on business days
- Critical issue resolution within 4 hours, normal issues within 24 hours
- Weekly review calls to address challenges, gather feedback
- Fine-tuning of workflows, reports, configurations based on actual usage
Annual Maintenance Contract (AMC)
- Email and phone support for technical issues, configuration changes
- Quarterly system health check and optimization
- Statutory compliance updates (PT slabs, PF wage ceiling, ESI rates)
- Minor enhancements and report customizations (up to 8 hours per year)
- User training refresher sessions
Manufacturing HRMS Implementation Packages
Choose the package that fits your organization size and requirements
Basic Package
Go live in 7 working days
Perfect for small manufacturing units (50-100 employees) with basic HR automation needs
- Zoho People Setup: Organization structure, employee master, departments
- Onboarding Module: Digital joining checklist, document upload
- Leave Management: 5 leave types, approval workflow, holiday calendar
- Attendance Module: Attendance policy, regularization workflow
- Exit Management: Resignation process, no-due clearance, F&F settlement
- Employee Database: Personal details, job info, documents
- Basic Reports: Headcount, attendance, leave balance
- User Training: 2 hours admin training session
- Support: 1 month post-implementation email support
Professional Package
Go live in 14 working days
Ideal for growing manufacturers (100-300 employees) needing advanced HR features
- Everything in Basic +
- Multi-Plant Structure: Organizational hierarchy across locations
- Shift Management: Multiple shifts, rotation, allowances
- Timesheets: Project time tracking, billable hours
- Performance Management: Goal setting, appraisal cycle, ratings
- Learning Management: Course creation, training tracking, certificates
- Zoho Integration: Connect with Zoho Books, CRM, Projects
- Custom Forms: 3 custom forms for internal processes
- Advanced Reports: 15+ pre-built reports
- User Training: 4 hours admin + 2 hours manager training
- Support: 2 months hypercare support (email + phone)
Elite Package
Go live in 30 working days
Complete solution for large manufacturers (300+ employees) with complex requirements
- Everything in Professional +
- Biometric Integration: ZKTeco/ESSL device connectivity
- Zoho Payroll Setup: Salary structures, statutory compliance
- Statutory Compliance: PF, ESI, PT, Form 16, ECR generation
- Contractor Management: Vendor tracking, compliance monitoring
- HR Help Desk: Ticket management, SLA tracking
- Employee Engagement: Surveys, feedback, pulse checks
- Advanced Analytics: Custom dashboards, BI reports
- Zoho Books Integration: Payroll to accounting automation
- Third-Party Integration: ERP/accounting software connectivity
- Custom Workflows: 5 custom approval workflows
- User Training: 8 hours admin + 4 hours manager + employee orientation
- Support: 3 months hypercare + quarterly review
- Custom Services: Tailored features for unique requirements
*Important Note: The above pricing is for reference only and is subject to change based on organizational size, number of plants/locations, scope of work, HR process complexity, integration requirements, and customization needs. Final commercial terms will be defined in the formal proposal after requirements analysis. Local taxes (GST @ 18%) will be charged in addition to the prices mentioned. Zoho subscription licenses are billed separately by Zoho Corporation.
Not sure which package is right for you?
Schedule a free 30-minute consultation with our Zoho experts. We'll analyze your requirements and recommend the best solution.
Schedule Free ConsultationFrequently Asked Questions (FAQ)
Common questions about manufacturing HRMS implementation answered by our experts
Implementation timeline depends on your package choice and organizational complexity:
- Basic Package: 7 working days for companies with 50-100 employees and straightforward processes
- Professional Package: 14 working days for companies with 100-300 employees, multiple shifts, and performance management needs
- Elite Package: 30 working days for companies with 300+ employees, multiple plants, biometric integration, payroll, and statutory compliance
Timeline assumes timely availability of stakeholders, data in proper format, and quick decision-making on configurations. Complex customizations or integration with legacy ERP systems may require additional time.
Yes, this is one of the key manufacturing challenges we solve. Zoho People supports "non-user" employee records where:
- Shop floor operators, daily wage workers, and contract laborers are created without login credentials
- Attendance is captured via biometric devices and synced automatically
- Payroll is processed without requiring employee system access
- Mobile ESS can be enabled for basic self-service (view payslip, apply leave) if workers have smartphones
This allows you to maintain a single master database for your entire workforce (office staff + shop floor) while respecting the reality that 70-80% of manufacturing employees don't have computer access.
We have successfully integrated Zoho People with all major biometric attendance systems used in Indian manufacturing:
- ZKTeco: All models (K30, K40, MB360, MB460, MA300, etc.)
- ESSL: All models (X990, B990, K90, etc.)
- Matrix: COSEC series
- Mantra: Fingerprint and facial recognition devices
- Morpho: AFIS-based devices
- Others: Most devices that support data export via USB, network, or cloud sync
Integration is typically done via API (for real-time sync) or automated data import (for batch sync every 15-30 minutes). We'll assess your existing devices during discovery and provide integration options.
Yes, Zoho Payroll is fully compliant with Indian labor laws and supports multi-state operations:
- PF (Provident Fund): 12% employee + 12% employer contribution, wage ceiling ₹15,000, ECR generation
- ESI (Employee State Insurance): 0.75% employee + 3.25% employer, wage ceiling ₹21,000, half-yearly returns
- Professional Tax: State-wise PT slabs (varies by state - Maharashtra, Karnataka, Tamil Nadu, West Bengal, etc.)
- LWF (Labour Welfare Fund): Applicable in states like Karnataka, Tamil Nadu, Andhra Pradesh, Telangana, etc.
- TDS on Salary: Form 16, Form 24Q, automated tax calculation as per IT slabs
- Bonus: Payment of Bonus Act compliance (8.33% to 20% calculation)
- Gratuity: Payment of Gratuity Act compliance
System automatically applies the correct statutory rates based on employee location, and updates are pushed by Zoho whenever government rules change.
Absolutely. Multi-plant management is a core strength of our manufacturing HRMS solution:
- Hierarchical Structure: Parent company → Business units → Manufacturing plants → Departments
- Plant-Wise Configuration: Separate holiday calendars, shift patterns, leave policies per plant
- Location-Based Access: Plant managers see only their plant data, corporate HR sees consolidated view
- Consolidated Reporting: Roll-up reports across all plants (total headcount, plant-wise costs)
- Centralized Payroll: Process payroll for all plants from one system, with plant-wise breakup
- State-Specific Compliance: Automatic application of PT, ESIC, PF rules based on plant location
Whether you have 2 plants or 20 plants, the system scales seamlessly with centralized control and distributed management.
Contractor management is critical to prevent "deemed employee" risks. Our solution includes:
- Vendor Master: Database with vendor company details, GSTIN, PAN, licenses
- Compliance Tracking: Monitor contractor license validity, insurance certificates, PF/ESI registration
- Work Order Management: Track work orders, scope, duration, headcount
- Attendance Integration: Separate biometric devices or tags for contractor workers
- Invoice Verification: Verify vendor invoices against actual biometric attendance
- PF/ESI Applicability: System determines when PF/ESI is payable to contractor based on rules
- Deemed Employee Alerts: Warnings when contractors work beyond permissible duration (usually 240 days)
- Compliance Repository: Store all certificates, licenses, and proof of statutory payments
This ensures transparent vendor payments, prevents overbilling, and mitigates legal risks of principal employer liability.
We provide comprehensive training and support to ensure successful adoption:
- Admin Training: 2-8 hours (depending on package) of hands-on training for HR team on system administration, payroll processing, report generation
- Manager Training: Sessions for plant managers and supervisors on leave approval, attendance monitoring, performance reviews
- Employee Orientation: Brief sessions or video tutorials on ESS portal usage
- Training Materials: User manuals, video guides, FAQ documents in English and regional languages
- Hypercare Support: 1-3 months (based on package) of dedicated post-go-live support via email and phone
- Annual Maintenance: Optional AMC with ongoing support, statutory updates, minor customizations
- Knowledge Base: Access to Zoho's extensive documentation and community forums
Our goal is to make your team self-sufficient while being available for technical support whenever needed.
Yes, we have experience integrating Zoho HRMS with various ERP and accounting systems:
- Native Integration: Zoho Books, Zoho CRM, Zoho Projects (seamless one-click integration)
- Common ERP Systems: SAP, Oracle, Tally, QuickBooks, Microsoft Dynamics (via API or file-based integration)
- Custom Integration: We can build custom connectors for proprietary or industry-specific systems
- Data Sync: Employee master data, payroll journal entries, attendance data, leave balances
- File-Based Integration: CSV/Excel file import/export for systems without API support
- Middleware: Use of tools like Zapier, Zoho Flow for automation between systems
During discovery, we'll assess your existing systems and recommend the most appropriate integration approach based on technical capabilities and business requirements.