Are you still tracking employee attendance with pen and paper? Calculating salaries in Excel sheets every month? Struggling to keep up with changing labor laws in Maharashtra?
You’re not alone. Most businesses in Mumbai face these challenges.
Here’s the good news: the right HR or Payroll software can change everything. Within just a few weeks, you can automate all these tasks and get your HR department running smoothly.
In this guide, you’ll learn:
- What HR software actually does
- How it helps Mumbai businesses specifically
- Step-by-step guide to choosing the right software
- Complete comparison of top 10 HR software providers in Mumbai
By the end, you’ll have all the information you need to make the perfect choice for your company.
What is HR Software? Simple Explanation
HR software is like a helper that manages all employee-related work automatically. Instead of doing things manually, everything happens in one organized place.
HRMS stands for “Human Resource Management System.” It’s a software that runs on computers and phones to manage everything related to employees.
Think of it this way:
Before HRMS: Your HR person spends 2-3 days calculating salaries, tracking attendance, managing leaves, checking compliance rules. Mistakes happen. Employees ask for the same information repeatedly.
After HRMS: The system does 95% of the work automatically. Your HR person approves salaries with one click. Employees check their own information anytime. Compliance happens automatically.
What Does HR Software Actually Do?
Modern HR software handles many tasks:
1. Employee Records
Store all employee information (name, address, joining date, documents) in one secure place instead of scattered files.
2. Attendance Tracking
Employees mark attendance through mobile apps or biometric machines. The system automatically tracks who worked, when, and for how long.
3. Leave Management
Employees request leave online. Managers approve or reject. The system updates leave balance automatically. No manual calculations needed.
4. Payroll Processing
Calculate salaries automatically every month. Deduct taxes (TDS), PF (Provident Fund), ESI (Employee State Insurance), PT (Professional Tax) correctly. Generate salary slips instantly.
5. Performance Management
Set goals for employees. Track progress. Conduct appraisals. Everything is recorded in one system.
6. Recruitment
Post job openings. Track applications. Schedule interviews. Onboard new employees. Everything organized in one place.
7. Compliance
Stay updated with labor laws automatically. Generate required government reports. Calculate all mandatory deductions correctly.
8. Employee Self-Service
Employees access their own payslips, leave records, and attendance anytime. They don’t need to ask HR repeatedly.
9. Reports and Analytics
Generate reports on headcount, employee turnover, attendance patterns, and more. Make better business decisions based on data.
Core Features Every Mumbai Business Needs
When you’re looking at HR software for Mumbai, make sure it includes these essential features:
Must-Have Features:
- Employee database and record management
- Attendance and leave management
- Payroll with tax automation (TDS, PF, ESI, PT)
- Employee self-service portal
- Mobile app for employees
- Compliance support for Indian laws
Nice-to-Have Features:
- Performance management system
- Recruitment and onboarding tools
- Learning and training modules
- Travel and expense management
- Advanced analytics and custom reports
Why Mumbai Businesses Especially Need HRMS
Mumbai is India’s financial capital. Thousands of companies operate here from small startups to large multinational corporations. Each faces unique HR challenges.
Challenge 1: Diverse Workforce
Mumbai businesses employ people from all over India and the world. Managing diverse work patterns, different leave policies, and varied work locations is complex.
Solution: HR software handles multiple policies, locations, and employee types automatically. Cloud-based systems work from anywhere.
Challenge 2: Strict Compliance Requirements
Maharashtra has specific labor laws. Rules change frequently. Missing compliance deadlines means government penalties and employee disputes.
Solution: Good HR software updates automatically with law changes. It calculates mandatory deductions correctly and generates required reports on time.
Challenge 3: High Cost of Manual Processes
In a city like Mumbai, employee costs are high. Every hour your HR team spends on manual work costs money. That’s time they’re not spending on strategy and employee development.
Solution: HRMS automates routine tasks. Your HR team finishes in days what used to take weeks.
Challenge 4: Growing Businesses Need Scalability
Mumbai businesses grow quickly. What works for 50 employees won’t work for 500. You need a system that grows with you.
Solution: Cloud-based HRMS scales instantly. Add employees and new features without technical headaches.
Challenge 5: Remote and Hybrid Work
Many Mumbai companies have adopted remote and hybrid work models. Tracking attendance and managing leaves becomes difficult.
Solution: Mobile-first HR software lets employees mark attendance from anywhere. Real-time dashboards show who’s where.
How to Choose the Right HR Software for Mumbai
Choosing HR software is an important decision. Here’s a clear framework to help you choose wisely.
Step 1: Identify Your Specific Pain Points
Before comparing software, understand what’s currently broken in your HR processes.
Ask yourself:
- Is payroll the biggest challenge? (calculates complex, time-consuming)
- Is attendance tracking difficult? (manual, error-prone)
- Are you struggling with leaves management? (scattered approvals, confusion)
- Is recruitment taking too long?
- Are compliance issues creating stress?
- Do you need better employee engagement?
- Is data scattered across different systems?
Write down your top 3 problems. These are your priorities. Different software excels at different areas. Know what matters most to your business.
Step 2: Match Software to Your Company Size
Pricing and features vary by company size. Here’s a quick guide:
For Startups (1-50 Employees)
- Need: Affordable, simple solution
- Budget: ₹4,000-6,000 per month
- Focus: Payroll, attendance, leave management
- Providers: Savvy HRMS, Kredily, Zoho People
For Small Businesses (50-200 Employees)
- Need: Good features, reasonable price
- Budget: ₹6,000-12,000 per month
- Focus: All core features + performance management
- Providers: Savvy HRMS, FactoHR, Keka
For Mid-Size Companies (200-500 Employees)
- Need: Advanced features, good support
- Budget: ₹12,000-25,000 per month
- Focus: Custom workflows, integrations, advanced reports
- Providers: Savvy HRMS, GreytHR, HROne
For Large Enterprises (500+ Employees)
- Need: Enterprise-grade, highly customizable
- Budget: ₹25,000+ per month (custom pricing)
- Focus: Multi-location support, complex customization
- Providers: Savvy HRMS, GreytHR, Spine HR Suite
Step 3: Check Essential Features
Every good HR software must include these core features:
Non-Negotiable Must-Haves:
- Employee database with role-based access (so your intern doesn’t see executive salaries)
- Attendance and leave management that works correctly
- Payroll processing with automatic tax calculations
- Employee self-service portal (employees check their own information)
- Mobile app for employees
- Compliance support for Indian laws
Advanced Features (For Growing Businesses):
- Performance management and appraisals
- Recruitment and onboarding automation
- Learning management for employee training
- Travel and expense management
- Advanced analytics and custom reports
- Integration with accounting software like Tally
Step 4: Understand Pricing Models
HR software uses these common pricing structures:
Model 1: Monthly Base + Per Employee
- Base fee: ₹3,000-6,000 per month (includes first 50 employees)
- Per employee: ₹50-150 for each additional employee
- Example: Base ₹5,000 + 50 extra employees × ₹100 = ₹10,000/month for 100 employees
Model 2: Per Employee Fixed
- Charge per employee regardless of base
- Example: ₹80 per employee per month = ₹4,000 for 50 employees
Model 3: Module-Based Pricing
- Pay for each module separately
- Example: Payroll ₹2,000 + Attendance ₹1,000 + Performance ₹1,500 = ₹4,500/month
Pro Tips on Pricing:
- Clarify what’s included in the base package
- Check if mobile app costs extra
- Ask about implementation and training costs
- Confirm if there are setup fees
- Understand pricing if you add more employees later
Step 5: Verify Statutory Compliance Support
This is critical. Wrong payroll calculations lead to employee disputes and government penalties.
Your software must:
- Calculate PF (Provident Fund) correctly based on employee salary
- Handle ESI (Employee State Insurance) deductions accurately
- Calculate PT (Professional Tax) following Haryana rules
- Generate TDS returns and Form 16 without errors
- Stay updated when labor laws change
- Generate Attendance Register for government inspection
- Calculate gratuity and bonus according to law
Ask the software vendor:
- “How often do you update for law changes?”
- “Do you provide compliance training?”
- “What happens if there’s a compliance mistake?”
- “Can you generate all required government reports?”
Step 6: Test Before You Buy
Never buy software without trying it first.
What to do:
- Request a free demo or trial (14-30 days is standard)
- Have your HR team test the system with real data
- Try common tasks: mark attendance, approve leave, calculate payroll
- Check the mobile app on different phones
- Test reporting features
- Ask questions about features you don’t understand
Specific things to test:
- Is the interface clean and easy to understand?
- Can employees use it without extensive training?
- Does it work smoothly on mobile devices?
- How fast is customer support when you ask questions?
- Can you customize workflows for your company’s process?
Step 7: Evaluate Vendor Support Quality
Implementation success depends heavily on vendor support.
Good vendors provide:
- Dedicated account manager for your company
- Comprehensive training (minimum 2-3 days for HR team)
- Help migrating your existing employee data
- 24/7 customer support (or at least business hours)
- Regular software updates with new features
- Quick response time (under 4 hours for critical issues)
- Help during payroll processing (first few months)
Ask vendors:
- “What’s your average response time for support tickets?”
- “Do you help with data migration from old systems?”
- “Can you train our team on-site or online?”
- “What’s included in your service?”
- “Do you provide year-end compliance support (like ITR processing)?”
Step 8: Check Integration Capabilities
Your HR software needs to work with your existing tools.
Common integrations to check:
- Biometric devices (ZKTeco, eSSL, Realtime, etc.)
- Accounting software (Tally, Zoho Books, etc.)
- Email systems (Gmail, Outlook, corporate email)
- Banking platforms (for salary transfer)
- Document management systems
- Other business tools you use
Ask: “Does your software integrate with our current systems?“
Looking for the top 9 HR software in Mumbai? Here is the list.
1: Savvy HRMS – Best Overall Choice for Mumbai Businesses
Savvy HRMS is the most popular choice for Mumbai businesses. It offers the best balance of features, price, and support. Since 2015, hundreds of companies in Mumbai and North India trust Savvy HRMS.
Key Strengths:
- Complete Core HR Module – Employee database, organizational chart, role-based access, employee lifecycle management (hire to retire)
- Smart Attendance System – Employees mark attendance using phone selfies. Biometric device integration. GPS tracking with geofencing to prevent buddy punching.
- Payroll Excellence – Calculates payroll 100% accurately. Handles PF, ESI, PT, TDS automatically. Generates Form 16 and other compliance documents.
- Flexible Leave Management – Employees apply for leave online. Managers approve with one click. Supports unlimited leave types and policies. Automatic balance updates.
- Performance Management – KRA (Key Result Area) setting. Appraisals with 360-degree feedback. Rating system for career development.
- Travel and Expense Management – Track business travel, reimbursements, expense policy limits. Perfect for companies with traveling employees.
- Mobile Apps – Full-featured Android and iOS apps for employees. Separate manager app for approvals. Works offline too.
- 50+ Pre-Built Reports – Attendance management system, payroll, performance, leave reports. Custom report builder for specific needs.
Pricing for Savvy HRMS:
- Core Plan: ₹4,500/month (up to 50 employees) + ₹90 per additional employee
- Edge Plan: ₹6,000/month (up to 50 employees) + ₹120 per additional employee
- Enterprise Plans: Custom pricing for companies with 500+ employees
Pros:
- Most affordable pricing for the features offered
- Easiest to use (minimal training needed)
- Fastest implementation
- Excellent compliance support
- Best customer support
- Works perfectly for 50-500 employee companies
- Modular (add features as you grow)
Best For: Small to mid-sized to enterprise Mumbai businesses (50-30000 employees) wanting reliability, affordability, and quick implementation.
2: GreytHR
GreytHR is one of India’s oldest and most trusted HRMS providers with 20+ years of experience. They have a proven track record with thousands of customers.
Key Features:
- Comprehensive HRMS modules covering all HR functions
- Strong payroll accuracy with minimal errors
- Excellent compliance support for Indian labor laws
- Extensive customer base with proven references
- Good on-premise and cloud options
Pricing:
Free trial available. Paid plans typically ₹5,000-15,000/month depending on company size.
Pros:
- Proven stability and reliability
- Long history (trusted brand)
- Good compliance support
- Extensive customer references
- Works for companies of all sizes
Best For: Established companies wanting a proven, stable platform with minimal risk. Companies that have used GreytHR for years.
3: Keka HR
Keka is a modern HR platform focused on performance culture and employee engagement. They built it with HR professionals and data scientists.
Key Features:
- Beautiful, modern user interface (very easy to use)
- Strong OKR and KPI tracking system
- Pulse surveys for employee engagement measurement
- Performance analytics and insights
- Strong payroll compliance
- Recruitment automation
Pricing:
₹6,999/month (up to 100 employees). Custom pricing for larger companies.
Pros:
- Beautiful modern design (employees love it)
- Excellent performance management features
- Great employee engagement tools
- User-friendly interface (minimal training)
- Good analytics and insights
Best For: Companies seriously focused on building high-performance culture, especially startups and growth-stage companies with younger workforce.
4: Zimyo
Zimyo is a modern, cloud-first HRMS platform with focus on beautiful design and employee experience.
Key Features:
- Modern, intuitive interface
- Strong employee engagement tools
- Asset and document management
- Performance management with goal setting
- Mobile app (iOS and Android)
Pricing:
₹80/user/month (minimum ₹4,000 for 50 users). Typical range ₹4,000-8,000/month for SMEs.
Pros:
- Modern, beautiful design
- Great employee engagement features
- Intuitive interface (easy to adopt)
- Good mobile experience
Best For: Companies with younger employees who value modern UX and employee engagement. Businesses willing to pay for design quality.
5: Zoho People
Zoho People is part of the massive Zoho suite with 120 million users worldwide. Perfect if you already use other Zoho products.
Key Features:
- Employee self-service portal
- Attendance and leave management System
- Performance appraisal system
- Recruitment tools
- Seamless integration with all Zoho apps (CRM, Books, Projects, etc.)
Pricing:
₹48/user/month (billed annually). Typical ₹2,400-4,800/month for 50-100 employees.
Pros:
- Most affordable pricing
- Integrates seamlessly with Zoho ecosystem
- Works well with Zoho CRM and accounting
- Good for businesses already using Zoho
- Cloud-based and reliable
Best For: Companies already using Zoho CRM or Books looking for integrated HRMS solution. Budget-conscious businesses.
6: Pocket HRMS
Pocket HRMS uses artificial intelligence for HR functions. It includes AI chatbot, predictive analytics, and machine learning.
Key Features:
- AI-powered chatbot (answers employee questions 24/7)
- Predictive analytics for employee performance
- Smart leave recommendations
- Intelligent payroll processing
- AI-driven insights and recommendations
Pricing:
₹60 per employee/month. Typical ₹3,000-6,000/month for 50-100 employees.
Pros:
- AI-powered automation (smart features)
- Chatbot reduces HR workload
- Predictive analytics for better decisions
- Innovative technology
- Good for tech-forward companies
Best For: Tech-forward companies wanting AI-powered HR intelligence. Organizations prioritizing predictive analytics.
7: FactoHR
FactoHR provides comprehensive HRMS features at affordable pricing, balancing feature richness with cost.
Key Features:
- Enterprise-grade HR modules
- Good customization options
- Reliable compliance support
- Good mobile app
- Pre-built reports and analytics
Pricing:
₹4,999/month (up to 50 employees) + ₹69 per additional employee.
Pros:
- Good features at reasonable price
- Customizable workflows
- Reliable compliance support
- Good mobile functionality
- Proven in market
Cons:
- Slightly more expensive than Savvy HRMS
- Interface not as modern as newer competitors
- Smaller support team than GreytHR
- Less brand recognition
Best For: Budget-conscious businesses wanting comprehensive features. SMEs seeking balanced solution.
8: Darwinbox
Darwinbox specializes in enterprise-grade HR solutions for large organizations with complex needs and multiple locations.
Key Features:
- Advanced customization for complex workflows
- Multi-location and multi-company support
- Sophisticated workflow automation
- Advanced analytics and reporting
- Integration with enterprise systems
Pricing:
Custom pricing based on employee count, modules, and customization. Typically ₹20,000-50,000+/month.
Pros:
- Enterprise-grade features
- Highly customizable for complex needs
- Good for multinational companies
- Advanced analytics
- Dedicated support
Best For: Large enterprises (500+ employees) with complex requirements and multi-location operations.
Why Savvy HRMS is #1 for Most Mumbai Businesses
Let’s compare Savvy HRMS with top competitors on key criteria:
| Feature | Savvy HRMS | GreytHR | Keka | FactoHR | Zoho People |
| Pricing | ₹4,500 | ₹8,000+ | ₹6,999 | ₹4,999 | ₹2,400 |
| Implementation Time | 15-20 days | 30-45 days | 20-25 days | 20-25 days | 10-15 days |
| Payroll Accuracy | Excellent | Excellent | Good | Good | Fair |
| Ease of Use | Excellent | Good | Excellent | Good | Good |
| Customer Support | Excellent | Good | Good | Fair | Fair |
| Features Completeness | Excellent | Excellent | Good | Good | Fair |
| Mobile App Quality | Excellent | Good | Excellent | Good | Fair |
| Best For Company Size | 50-500 | 50-1000 | 50-300 | 50-300 | 20-200 |
Why Savvy HRMS Leads for Mumbai Businesses:
1. Deep Local Understanding
- Delhi-based means they understand North India business culture
- Understand Maharashtra labor laws specifically
- Local support in Delhi/Gurgaon (close to Mumbai)
- Hindi and English support
2. Complete End-to-End Solution
- Covers every HR function from recruitment to retirement
- No need for multiple tools
- Everything integrated and connected
3. Remarkably Easy to Use
- Interface is clean and modern
- Employees need minimal training
- HR team becomes productive faster
- Support team is responsive and helpful
4. Fastest Implementation
- 15-20 days vs competitors’ 30-45 days
- You benefit from the system faster
- Less disruption to your current processes
- Faster ROI
5. Exceptional Payroll Accuracy
- 100% accurate payroll processing
- PF, ESI, PT, TDS calculations are correct
- Compliance with all Maharashtra labor laws
- No penalties due to calculation errors
6. Modular and Scalable
- Start with core modules (payroll, attendance, leave)
- Add modules as you grow
- Only pay for features you use
- Perfect for growing businesses
7. Proven Track Record Since 2015
- 10+ years of experience
- Hundreds of happy customers in Mumbai and North India
- Continuous improvement and updates
- Trust and stability
Keeping Employee Data Safe and Legal
What Makes Compliance Critical:
- Maharashtra has strict labor law requirements
- Penalties for non-compliance: ₹10,000-1,00,000 per violation
- Employee disputes can be costly
- Government inspections can happen anytime
- Data breaches damage company reputation
Key Compliance Features to Look For:
1. PF (Provident Fund) Management
- Correctly calculates 12% deduction (employee + employer contribution)
- Generates correct PF returns every month
- Maintains compliance with PF regulations
2. ESI (Employee State Insurance)
- Correctly calculates ESI deduction (4.75% employee, 3.25% employer)
- Applicable for employees earning less than ₹21,000/month
- Maintains ESI compliance and generates required forms
3. PT (Professional Tax)
- Maharashtra specific calculation (₹0-150 based on salary)
- Deducts correctly from employee salary
- Generates PT returns on time
4. TDS (Tax Deducted at Source)
- Correctly calculates income tax deduction
- Generates Form 16 for employee tax filing
- Maintains TDS records for government
5. Other Compliances
- Gratuity calculation (as per law)
- Bonus calculation (if applicable)
- Overtime payment if required
- Leave encashment calculation
- Salary certificate generation
6. Data Security Features:
- Encrypted database (data cannot be read if stolen)
- Role-based access (employees see only their data)
- Audit trails (log of who accessed what)
- Regular backups (data never lost)
- SSL certificates (secure connection)
- Two-factor authentication (safer login)
Questions to Ask Vendors About Security:
- “What type of encryption do you use?”
- “How often do you backup data?”
- “What certifications do you have?” (Look for ISO 27001)
- “Where is data stored?” (Preferably India-based servers)
- “What’s your disaster recovery plan?”
- “How do you handle data breaches?”
- “Can I export my data anytime?”
- “What happens if you go out of business?”
Conclusion: Make Your Final Decision
Choosing HR software is one of the best decisions you can make for your business. The right software saves time, reduces errors, ensures compliance, and makes employees happier.
Don’t let manual HR processes hold back your growth.
Start your transformation today.
