HR features – what they do and how they help your business
This guide describes each HR-related feature in simple language. No technical knowledge required.
Payroll
Run pay with salary components, generate pay runs, and produce pay slips
- Set up a pay run (for example monthly or bi-weekly)
- The system uses each employee's salary components—basic pay, allowances, deductions—to calculate gross pay, statutory deductions, and net pay
- One pay run can cover all employees or a selected group (for example a department or location)
- Preview the totals before you confirm so you can spot errors or unusual amounts
- Once the pay run is confirmed, the system generates pay slips that show the breakdown for each employee
- Pay runs feed into the account ledger so payroll cost is recorded in the same books as the rest of the business
- Reconcile payroll with bank payments
Why it matters
Having payroll in one place with salary components and pay slips means you run pay consistently, reduce manual calculation, and keep a clear record for audits and disputes. Payroll turns "we need to pay people" into a repeatable process with correct amounts, on-time pay slips, and entries that tie to your accounts and bank.
Salary components
Define basic pay, allowances, and deductions in one place
- Create components such as Basic Salary, House Allowance, Transport, Medical, Provident Fund, or Tax
- Assign each component to employees (or to grades or roles) so that the right components apply to the right people
- When you run payroll, the system uses these components to compute gross pay, subtract deductions, and arrive at net pay
- You do not have to key in formulas or amounts manually for each employee
- Changing a component (for example updating an allowance rate or adding a new deduction) is done once and can apply to everyone who has that component
- Updates are fast and less error-prone
- Reports can show cost by component (for example total allowances or total deductions) for budgeting and planning
Why it matters
Having a clear list of salary components means new joiners can be set up with the right structure quickly, and reports can show cost by component for budgeting and planning. Salary components turn "how do we pay people?" into a defined, reusable structure so that pay is consistent, auditable, and easy to change when policy or law changes.
Employees
Master list of everyone who works for you
- Employees gives you a master list of everyone who works for you and links them to payroll, leave, and expenses
- Each employee has a record with name, contact, department, role, joining date, and (if you use them) grade or cost center
- You can add more fields as needed for your organisation
- That record is the link: payroll uses it for salary components and pay runs, leave uses it for balances and policies, and expenses use it for reimbursements and approval flows
- When someone joins, you add them once; when they leave or change role, you update the record and the same data flows to payroll, leave, and expenses
- You do not have to update several systems
- Reports can show headcount, people cost by department, leave usage, or expense totals by person, all from the same source
Why it matters
Employees turn "who do we have?" into a single list that drives pay, leave, and spend so that HR and finance work from the same data.
Employee leaves and leave policies
Define how much leave people get, track balances, and support attendance and compliance
- Set up leave types (for example annual, sick, casual) and leave policies
- Leave policies say how many days each type grants per year, who they apply to (by role, department, or tenure), and any rules (carry-forward, encashment, or approval workflow)
- Each employee's balance is calculated from their policy and updated when they apply for leave or when leave is approved
- You always see who has how much leave left
- Leave requests can go through an approval flow so managers sign off before leave is deducted
- Run reports on leave taken, balances, or attendance patterns for compliance and planning
- Avoid overgranting or undergranting leave
Why it matters
Having leave and policies in one place means you avoid overgranting or undergranting leave and you have a clear record for audits or disputes. Employee leaves and leave policies turn "how much leave does everyone have?" into a defined, trackable system so that attendance and compliance are under control.
Employee spends and spend policies
Handle reimbursements and set limits by category
- Employees submit expenses (for example travel, meals, or supplies) with receipts or supporting docs
- Define spend policies that say which categories are allowed, what limits apply (per claim or per month), and who must approve before payment
- When a claim is within policy, it can be approved and paid
- When it is over limit or outside category, the system can flag it or require extra approval
- You avoid overspend or misuse
- Reimbursements are linked to the employee and to the account ledger so the cost is recorded in the right place
- Report people cost including expenses
Why it matters
Having spend policies in one place means everyone knows the rules and finance can see total employee spend by category or department. Employee spends and spend policies turn "we reimburse people" into a clear, policy-driven process so that limits are respected and costs are visible and auditable.
Accounts and account ledger
Record payroll and expense entries and support reconciliation
- When you run payroll or pay an employee expense, the system posts entries to the right accounts (for example salary expense, allowance expense, deduction liability, or bank)
- The ledger reflects what was paid and what is still owed
- See the history of payroll and reimbursement entries in the ledger
- Match entries to bank statements so you know that what left the bank matches what was recorded
- Having payroll and employee expenses in the same account ledger as the rest of the business means one chart of accounts, one set of books, and one place to audit
- Every people-related payment is traceable in the books
- People cost is part of the same audit trail and reconciliation as the rest of finance
Why it matters
Accounts and account ledger turn "we paid people" into debits and credits that tie to payroll runs and expense payments, so that people cost is part of the same audit trail and reconciliation as the rest of finance.
Users
Access control and link to employees and roles
- Users give you access control and link to employees and roles so the right people can do the right things in the system
- Each user has a login and is linked to an employee (or to a role such as HR admin or finance)
- Permissions can be based on who they are and what they are allowed to do—for example view payroll, approve leave, or run reports
- You assign roles or permissions so that only authorised people can see salary data, confirm pay runs, or change leave policies
- This supports confidentiality and compliance
- When someone joins, you create their user and link them to their employee record
- When they leave, you disable the user so they can no longer access the system
Why it matters
Having users and roles in one place means you control who sees what and who can approve what, and you can answer "who has access?" for audits. Users turn "who can do what in the system?" into a clear, employee-linked set of permissions so that access is controlled and traceable.
Empower your HR team.
Manage payroll, leave, expenses, and people data in one place.