Our Process

How It Works

Technology-driven payroll solutions with structured execution methodology ensuring accuracy, compliance, and timely delivery

Technology Excellence

Technology Framework Used

OptiGROW leverages secure, scalable, cloud-based technologies to deliver reliable payroll services

🖥️ Payroll Engine
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Industry-trusted payroll software tailored to client size and complexity:

  • Spine, greytHR / Zoho Payroll for mid-sized organizations
  • Customized Tally-based payroll modules for MSMEs
  • SAP plug-ins for large corporates with existing ERP systems
  • Automated salary computation with rule-based earnings & deductions engine
  • Multi-location and multi-entity payroll support
  • Configurable pay components and flexible salary structures

Technology platform is selected based on client size, complexity, and number of employees.

🕐 Attendance & Leave Integration
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Seamless integration with multiple attendance capture systems:

  • Biometric devices (fingerprint/face recognition)
  • RFID card-based systems
  • App-based punch-in with geo-tagging for field staff
  • Integration with client HRMS systems
  • Auto-sync for overtime, leaves, and shift allowances
  • Real-time attendance monitoring dashboards
  • Exception reports for irregular attendance patterns
👤 Employee Self-Service (ESS) Portal
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Empower employees with 24/7 access to their payroll information:

  • Digital payslip download (current and historical)
  • Tax computation sheet with monthly projections
  • Form 16 download (annual)
  • Leave balance and attendance summary
  • Reimbursement claim submission and tracking
  • Investment declaration (Section 80C, 80D, HRA proofs)
  • Loan and advance request management
  • Profile update requests
🔒 Secure Data Management
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Enterprise-grade security and data protection:

  • Encrypted cloud storage with AES-256 encryption
  • Role-based access controls (RBAC) for data security
  • Digital workflow approvals with multi-level authorization
  • Comprehensive audit logs and activity trails
  • Regular automated backups with disaster recovery
  • GDPR and data privacy compliance
  • Secure document repository with version control
  • Two-factor authentication for sensitive operations
📊 MIS & Analytics
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Powerful reporting and analytics for data-driven decisions:

  • Department-wise payroll MIS with cost center allocation
  • Budget vs actual salary comparison reports
  • Statutory liability forecasting and tracking
  • HR analytics dashboards (headcount, attrition, demographics)
  • Variable pay and incentive performance analysis
  • Customizable reports as per management requirements
  • Trend analysis and predictive insights
  • Export capabilities in Excel, PDF, and CSV formats
Our Process

Execution Workflow

OptiGROW follows a structured and transparent execution methodology for seamless payroll delivery

1

Understanding Client Requirements

  • Organisation structure
  • CTC components and policies
  • Attendance rules
  • Reimbursement framework
  • Existing statutory status
  • Employee data migration
Deliverables: Payroll SOP, Data Checklist
2

System Setup & Master Creation

  • Creation of employee master
  • Salary structure configuration
  • Leave, shift & approval mapping
  • Attendance device integration
  • Past payroll data validation
Deliverables: UAT Payroll Run, Client Sign-off
3

Monthly Payroll Execution

  • Attendance & variable data finalization
  • Automated payroll processing
  • Senior-level validation & variance checks
  • Client payroll approval
Deliverables: Bank File, Digital Payslips, Payroll Register
4

Compliance & Filings

  • PF, ESIC, PT & LWF challans
  • TDS return & Form 24Q
  • Form 16 generation
  • Monthly statutory reporting
Deliverables: Compliance Calendar, Filed Returns
5

Employee Support Services

  • Dedicated payroll helpdesk
  • Tax planning & investment support
  • Claims & reimbursement handling
  • FNF within 3 working days
Deliverables: Query Resolution Dashboard
6

MIS, Review & Governance

  • Monthly payroll MIS
  • HR analytics dashboards
  • Compliance tracking
  • Quarterly payroll health-check
  • Annual CTC review support
Deliverables: CFO / HR MIS Pack
Impact

Results & Benefits for Stakeholders

How OptiGROW delivers value to every stakeholder in your organization

👔 For Management / Promoters
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  • 100% Compliance Assurance: Zero statutory penalties with proactive compliance management
  • Cost Savings: Significant reduction in payroll administration costs compared to in-house teams
  • High Financial Accuracy: Error-free calculations reviewed by experienced CAs
  • Improved Internal Controls: Strong governance framework with complete audit trails
  • Risk Mitigation: Protection from compliance risks and legal complications
  • Strategic Focus: Management can focus on core business growth
👥 For HR & Admin Teams
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  • Zero Manual Calculations: Complete automation of payroll processing
  • Fast Turnaround: Payroll completed in just 2-3 days from data cut-off
  • Reduced Workload: 70-80% reduction in payroll administration effort
  • Digital Employee Records: Paperless, organized, and easily accessible data
  • Improved Efficiency: Time saved on payroll can be utilized for strategic HR initiatives
  • Employee Satisfaction: Timely salaries and quick query resolution
  • Automated Workflows: Seamless attendance and payroll cycle integration
👨‍💼 For Employees
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  • Timely & Accurate Salaries: On-time salary credit with zero calculation errors
  • Self-Service Portal: 24/7 access to payslips, Form 16, and tax information
  • Transparent Tax Computation: Clear understanding of salary breakup and tax deductions
  • Instant Document Access: Digital payslips and Form 16 available anytime
  • Quick Query Resolution: Dedicated helpdesk for all payroll-related questions
  • Smooth FNF Process: Fast full & final settlement within 3 working days
  • Easy Reimbursements: Digital claim submission with transparent tracking
💼 For Finance & Accounts Teams
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  • Ready-to-Post JV Files: Accounting entries in required format for direct posting
  • Month-End Provisioning: Accurate salary provisioning reports for financial closing
  • Statutory Reconciliations: Complete reconciliation of PF, ESIC, PT, TDS with books
  • Easy Audit Support: Well-documented processes and readily available reports
  • Cost Allocation Reports: Department and cost center-wise payroll expenses
  • Budget Analysis: Comparison of actual vs budgeted salary costs
  • Compliance Documentation: All statutory filings and payment proofs maintained
📋 For Auditors & Statutory Bodies
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  • Proper Documentation: Complete audit trail for all payroll transactions
  • System-Controlled Processes: Traceable workflows with approval hierarchies
  • Automated Registers: All statutory registers maintained in prescribed formats
  • Compliance Certificates: Periodic compliance status reports available
  • Query Resolution: Quick response to audit observations and clarifications
  • Historical Data Access: Easy retrieval of past payroll records
  • Regulatory Adherence: Full compliance with labor laws and tax regulations

Experience the OptiGROW Process

Let us show you how our structured workflow and technology-driven approach can transform your payroll operations.

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