Assemble One Payroll Input Pack, on a Known Date
Payroll input management is the GullyHR module that gathers everything payroll needs before it can run: attendance and leave for the cycle, current salary components, approved reimbursements, incentives, deductions and salary revisions. It produces one approved pack in the format your payroll process or provider accepts. It prepares inputs; it does not compute or pay salaries.
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Share your requirementsPayroll Input Management in brief
Payroll input management is the module that gathers everything payroll needs before it can run: attendance and leave for the cycle, current salary components, approved reimbursements, incentives and deductions, and salary revisions applied from their effective date. It produces one consolidated input pack each cycle, and the same pack for an exiting employee's full and final.
- GullyHR is an HR consulting, HR services, training and software company based in Bengaluru, working with Indian startups and small and medium businesses.
- This module prepares payroll inputs. It does not calculate statutory deductions or disburse salaries, which remain with your payroll process or provider.
- Attendance, leave, reimbursements, incentives, deductions and salary revisions are drawn from data already captured and approved elsewhere in the platform.
- The cut-off date, the pack format and the export are configured to what your payroll process or provider actually needs to receive.
- Full and final inputs for an exiting employee are assembled the same way as a regular cycle, from the same records.
The starting point
Is the Input Pack Built by Hand Every Month?
Payroll problems are mostly input problems. A pack assembled from a register, a leave sheet and an email thread depends on one person, slips when a site is late and cannot be explained afterwards by anyone else.
We configure the cut-off, the approvals and the export so payroll starts from one pack.
You may be experiencing:
- An input pack built by hand every month from an attendance register, a leave sheet and a reimbursement thread.
- An incentive agreed in a meeting and never written anywhere, surfacing only when the employee asks why it is missing.
- A salary revision effective from last month on paper, with payroll using the old figure because nobody told them.
- Reimbursement bills sitting in an inbox until somebody checks them the night before cut-off.
- A resignation followed by a settlement that takes days because the balance and notice period must be reconstructed.
- Payroll slipping most months because one site's attendance arrives after cut-off.
- An employee querying a deduction and nobody able to show what it was for or who approved it.
- A claim or incentive that reaches payroll with no record of who approved it.
- A late submission after cut-off, with no agreed rule on whether it waits for the next cycle.
- Payroll signed off by one person, who is the only one able to explain how the pack was put together.
- A change of payroll provider or accountant, with the input format rebuilt each time.
What we can help with
What the Module Does
One Consolidated Pack
Everything payroll needs for the cycle consolidated in one place, replacing the files and messages payroll currently chases.
Attendance and Leave Closed
Present days, absences, approved leave and regularisations arriving already closed for the cycle, read from the same records managers approved.
Salary Components
Each employee's salary structure and components held on the employee record rather than in a separate sheet.
Reimbursement Claims
Claims submitted with their details and routed for approval before they reach the pack.
Incentives
Incentive amounts entered and approved against a specific pay cycle, so they are recorded against the cycle they belong to.
Deductions
Advances, recoveries and other deductions recorded against the employee with a reason and an approval.
Salary Revisions
An approved revision taking effect on its date without a manual correction.
Export and Full and Final
An export configured to the layout your payroll process accepts, and a full and final assembled the same way as a normal month from existing records.
The scope
What the Module Covers
These are the payroll input tasks the module handles. It prepares the inputs. It does not calculate or pay salaries, and the numbers released for processing are yours to sign off.
One Consolidated Pack
Gather everything payroll needs for the cycle in one input pack, so the monthly conversation is a review against a cut-off rather than chasing four people for four files.
Attendance and Leave for the Cycle
Bring in present days, absences, approved leave and regularisations from the attendance and leave records managers already approved, closed at the cut-off.
Salary Components
Hold each employee's salary structure and components on their record, so the pack is built from the current approved figures.
Reimbursement Claims
Let employees or managers submit claims with their details, route them for approval at the level you set, and send only approved amounts to the pack.
Incentives
Enter and approve incentive amounts against the specific pay cycle they belong to.
Deductions
Record advances, recoveries and other deductions against the employee, with a reason and the approval step your policy requires.
Salary Revisions
Apply an approved revision from its effective date on the employee record, so the pack reflects the revised figure from that cycle onward.
Cut-Off Date
Configure the cut-off and confirm it against your pay date, so a late site or a late claim is visible against it.
Multi-Location Consolidation
Consolidate inputs from several sites into a single pack, with the same cut-off applying to all of them.
Export for Payroll
Export the finished pack in the layout your in-house payroll, accountant or provider accepts.
Full and Final Inputs
Assemble an exiting employee's attendance, leave balance, notice period, dues and recoveries the same way as a normal month, from existing records.
Approval Record
Look back at what was submitted, by whom and who sanctioned it, to answer an employee's query about a claim or deduction.
Working together
Ways to Work With Us
Demonstration and Scoping
A walkthrough against your current input process, then an agreed scope for components, approvals, cut-off and export.
Configuration and Parallel Run
Components and workflows configured, and one cycle prepared alongside your existing method before the old one is retired.
Ongoing Support
Support for new salary components, changed approval levels, a new location or a change of payroll provider.
This module does not run payroll. Statutory calculation, returns and disbursement stay with your existing process or provider.
The deliverables
What You Receive
Depending on the scope, you receive:
- Salary components configured against employee records to match your compensation structure.
- A configured cut-off and consolidation process producing the monthly input pack.
- An export format matched to what your payroll process or provider needs to receive.
- Configured approval workflows for claims, incentives and deductions.
- A configured full and final input process for exiting employees.
- Roles and access covering submission, approval, consolidation and export.
- Training for HR administrators, payroll reviewers, managers and employees.
- Reference documentation for running the input cycle, including the cut-off calendar.
- A confirmed cut-off date set against your pay date.
- A parallel cycle comparison, so the first pack is checked line by line against your existing method before the old method is retired.
Step by step
From Scattered Files to One Pack
Define Salary Structure and Components
Components are configured against employee records as you confirm them, and tested on sample employees.
Set Approval Levels for Claims and Deductions
The workflow is configured to the levels you agree, and we show the effect of each choice before you decide.
Fix the Cut-Off and the Export
The cut-off, the consolidation and the export layout are configured, and the cut-off date is confirmed against your pay date.
Run a Parallel Cycle
One cycle is prepared in the system alongside your existing method, and any difference is explained before the old method is retired.
Review the Pack Each Cycle
We stay available to explain how any figure in the pack was assembled, so the pack is explainable afterwards as well as on time. Where it is included in your engagement, we also support the first live input cycle, so HR and payroll reviewers have someone to ask when they assemble and review the pack for the first time.
The difference
What One Pack Gives You
Configured payroll inputs help you:
We do not promise outcomes. We record a baseline before work starts, covering how long the input pack takes to build and how many corrections follow the freeze, and report against it, so you can see what changed and what did not.
- Start payroll from one pack on a known date instead of a hunt for the last missing file.
- Capture and approve claims, incentives and deductions through the month, not in a panic before cut-off.
- Have a salary revision reach payroll from its effective date without anyone remembering to flag it.
- Prepare a full and final from existing records, so a departing employee is not waiting on a reconstruction.
- Answer a query about a deduction or claim by showing what was submitted and who approved it.
- Let someone other than the preparer explain how the pack was put together.
- Decide how a late submission is treated, and have the system apply that rule every cycle.
- Keep an approval record for each claim, incentive and deduction, so a query can be answered from the record.
- Change payroll provider or accountant through a change to the export, rather than a new project.
- Compare the first pack with your existing method before the manual process is retired.
Find your fit
Who the Module Is For
Businesses Assembling Inputs by Hand
Companies building payroll input each month from spreadsheets, registers and mail.
Companies Using an External Provider
Businesses whose payroll is run by an accountant or provider who needs the same pack, in the same format, every cycle.
Multi-Location Businesses
Companies consolidating attendance and claims from plants, branches or field teams before payroll can start.
Companies With Informal Approvals
Businesses where reimbursements, incentives and advances are agreed informally and missed at input time.
Businesses With Slow Settlements
Companies where full and final settlements drag because each is rebuilt from scratch.
Companies Wanting an Explainable Month
Businesses that want an input pack to be explainable afterwards, not only on time.
Teams Reviewing Payroll Before It Runs
Companies where a finance or HR reviewer wants to check an approved pack before it goes for processing.
Owners Who Approve Variable Pay
Businesses where incentives and advances are agreed by the promoter and need to be on record against the right cycle.
Good to know
How It Fits Your Workflow
During the month
- Employees and managers submit reimbursement claims, and these route for approval at the level you set.
- Incentives and deductions are entered and approved against the cycle they belong to.
- Approved salary revisions take effect from their effective date on the employee record.
- Attendance and leave are approved by managers in the platform, as usual.
At cut-off
- HR consolidates the cycle into one input pack from the approved records.
- A payroll reviewer checks and signs off the pack.
- The pack is exported in the format your payroll process or provider accepts.
Statutory calculation, returns and disbursement happen outside this module, with your payroll process or provider.
Good to know
What You Can Track
In the pack
- Attendance and leave closed for the cycle.
- Approved reimbursements, incentives and deductions for the cycle.
- Salary revisions applied from their effective date.
Against your baseline
- How long the input pack takes to build.
- How many corrections follow the freeze.
We record this baseline before work starts and report against it, so you can see what changed and what did not.
Good to know
What It Is and Is Not
What the module does
- Prepares and consolidates the inputs payroll needs, from records already captured and approved in the platform.
- Routes reimbursements, incentives and deductions for approval before they enter the pack.
- Produces one approved pack in the format your payroll process accepts.
What it does not do
- It does not calculate salaries or statutory deductions, produce statutory returns, or pay anybody.
- It does not replace your accountant or payroll provider. It feeds them.
- It does not connect live to a specific payroll package unless that is scoped and confirmed as its own requirement.
The software is separate from our consulting and services, and each is scoped on its own. GullyHR gives no opinion on statutory calculation through this module.
Good to know
Getting Started
What you bring
- Your salary structure and the components in use, including any that vary by grade, location or role.
- Your employee data and reporting lines.
- Your approval levels and limits for claims, incentives and deductions.
- Your cut-off date and the exact input format your payroll process or provider requires.
- Your attendance and leave setup, as the pack draws on those records.
Support
Where it is included in your engagement, we configure the components, workflows, cut-off and export, and prepare one cycle in parallel with your existing method before you retire it. The attendance and leave records are normally configured alongside this module.
Good to know
Access and Data
Who sees salary data
Access is configured by role during set-up. A manager can approve a claim without seeing salary structures, and full component visibility is limited to the people you name.
Agreed at set-up
Salary and deduction data is sensitive. Before go-live we confirm with you who holds each role. Details of data handling are covered in the proposal and the agreement for your engagement.
Good to know
Frequently asked questions
No. This module prepares and consolidates the inputs. Statutory calculation, returns and disbursement stay with your existing payroll process or provider, and GullyHR gives no opinion on statutory calculation.
No, it feeds them. Most clients keep their accountant or payroll provider and use this to deliver a consistent, approved pack in the format that provider needs, on the same date every cycle.
Claims are submitted with their details and routed for approval before they reach the pack. Incentives are entered and approved against a specific pay cycle. Both are recorded with who approved them, so a query can be answered from the record.
An approved revision takes effect on the employee record from its effective date, so it reaches the input pack without anybody having to remember to flag it. Arrears treatment is a decision you make and configure.
The module assembles an exiting employee's attendance, leave balance, notice period position and recoveries the same way as a normal month, from existing records. Statutory computation and disbursement stay with your payroll process.
The export is configured to the layout your provider or in-house team accepts. We confirm the format during scoping, and a change of provider later is a configuration change rather than a new project.
Attendance and leave arrive already closed for the cycle from the same records managers approve, so a late site is visible against the cut-off rather than discovered at the last minute.
The pack draws directly on the attendance, leave and employee records held in the platform, so those are normally configured alongside it. We scope what is needed for your cycle.
After a demonstration and a review of your current input process and your provider's requirements, we agree the components, workflows and export format, and the proposal sets out scope and delivery before work begins.
That is a policy decision you make during configuration. The system then applies it consistently, whether a late claim carries into the next cycle or needs a specific approval to be pulled into the current one.
An approved revision is recorded on the employee with an effective date, and the pack reflects the revised figure from that cycle onward. Arrears treatment is a decision you make and configure.
From the same records as a regular cycle. The exiting employee's attendance, leave balance, notice period, dues and recoveries are consolidated into an input pack, which then goes to your payroll for calculation and settlement.
The default is a configured export in the layout your payroll needs. A live integration with a specific payroll package is scoped and confirmed as its own requirement, never assumed.
Only the roles you decide. Access is configured by role, so a manager can approve a claim without seeing salary structures, and full component visibility is limited to the people you name.
Pricing depends on the modules, the number of employees and the set-up support you need. Share your requirements and we will send a tailored proposal.
Start Payroll From One Approved Pack
Configure the cut-off, the approvals and the export, so every figure in the pack has a source and an approver.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
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