Pay period
Pick the week or the month being paid. Everything below is for this period.
How a day's salary is worked out
Step 1 — Attendance
Every day somebody worked needs an in time and an out time. Import the biometric report, or type the times in. Week offs, holidays and approved leave are marked for you.
How days, overtime and late hours are counted
OT is time worked after shift end, paid at rate per day ÷ 8 per hour. Late / short is arriving after shift start or leaving before shift end, deducted at the same hourly rate. Leave in & out blank to mark a day absent (no pay). A day with only an in punch counts as present (late-in deducted; OT counts once the out time is punched). On Sundays, WO marks the day as week off. Days added as holidays are paid without attendance (per settings); entering in/out on a holiday counts it as a normal worked day. CL is approved paid casual leave, applied for on the Leave screen — there is nothing to mark here. When the carry option is on, the period's last day counts present / absent only and its OT moves to the next statement.
Step 2 — Allowance & deductions
Only for people who get an allowance this period, or who owe an advance or a loan — a recovery is the amount taken back from this period's pay. Everyone else is paid from their attendance alone, so there is nothing to enter for them. The recovery boxes are filled in for you from the ledger; change one only if a different amount was agreed.
How recoveries are worked out
Allowance adds to the period's wages; advance and loan recoveries reduce the net payable. An advance is filled in at its full outstanding balance — it is recovered in the very next pay cycle — while a loan comes off at its per-cycle rate. Either can be overtyped for this period. Wages are paid to the rupee — there is no ₹100 cover rounding and nothing carries into next week.
Late and the statutory deductions come out first — they are not the company's to waive. What is left is all there is to recover from, taken in slip order: advance, then the loan instalment. Neither takes more than the wage covers; whatever is left owing stays on the ledger and comes back next cycle, so a wage can never come out negative and nothing is written off.
Step 3 — Check & finish
New advance / loan request
Pending approval
Approved requests
Apply for leave
Leave changes pay only after it is approved. Both types are paid: casual leave — 1 a month, 12 a year, no carry forward. Anything taken beyond that allowance is recorded but not paid: the extra day counts as an ordinary absence. A half day still pays the whole day — the worked half plus the leave half — and takes ½ off the balance. There is nothing to mark on the attendance grid: approved leave drives the day by itself. Any other day off is an unpaid absence — mark it A on the grid.
Pending approval
Leave balances
Leave records
Waiting for a decision
Everything that needs a manager or the admin, in one place. Read the actual document before you sign for it — the buttons open the pages that will print, for the run they belong to, not whatever another screen was last showing.
Balances
Downloads — current period
Opening balances, amounts given and recovered this period, and closing balances per employee.
Record a recovery
Money given reaches this ledger one way only — an approved advance or loan request — so that every rupee handed out has a signed form behind it. What cannot come through a request is money coming back outside the pay run: an employee repaying an advance in cash, or a correction. Book that here. Entries made this way are marked Manual on screen and on the printed ledger, so they are never mistaken for one that came through the request trail.
Ledger entries
Generate statement
Downloads — this statement
Pick what you are looking at; the page below shows exactly what the PDF will contain, and Download PDF gives you that one. Everything is built from the period the statement was generated for, not whatever the Attendance screen is showing. The summary is one A4 landscape page; salary slips print one per employee (monthly runs put two on an A4 that tears into A5 slips); the advance & loan ledger shows each person's opening, what was given and recovered in the period, and the closing balance; the full statement adds the day-wise register for every employee.
Days with no punches at all
The machine writes nothing for a day nobody punched, so it cannot tell a missed pair of punches from an absence. Pick the people, tick the days they were on duty, and print the form — printing is what puts them on the Corrections tab and the report, ready for the signed times to be keyed in.
Corrections
Missing punch report
Registers
Pick any month (or week) above — the registers are generated for that period without touching the pay run you are working on. It defaults to the current pay run. The attendance register is the statutory muster roll (P/½/A/WO/H/CO per day with totals); the ESI & PF working sheet is the filing format (UAN / ESIC numbers, every statutory head and the A/C 01 / 10 / 02 / 21 remittance split — rates under Settings → Pay rules); the bank sheet lists Account-mode employees with account & IFSC (fill them in Settings → Employees) — the Excel version is for NEFT upload; the missing punch report lists every missing punch and hand-entered time in the period beside the machine's original, which is the paper trail for any time that was not punched.
Request forms — A4
One form per submission, however many people it covers. The form carries the company letterhead, the Request ID, every line, the total, and the Prepared / Approved by names. Open a row to see who is on it.
Loan files — per employee
Document register
Every document generated by this software carries a number — Prefix / Type / Financial year / Serial (e.g. BFT/ADV/2026-27/001). A document keeps its number for life; reprints reuse it. Set the prefix in Settings → Company.
The company details and the pay rules are the admin's — they are here to read, and only the admin can change them. Ask them if one is wrong.
Company
Taken from the sign-in of whoever does each step — the names come from Settings → Users & roles, not from here, so a document can only ever carry the name of the person who actually did the work.
Nobody is signed in on this computer, so documents cannot take a name from an account. These three are used instead. Sign in to a server and they disappear: each name is then whoever actually did that step, from Settings → Users & roles.
Users & roles
Server connection
Backup & restore
The desktop app also keeps an automatic dated copy of its database on every launch (last 30 kept) in the app-data folder under backups. Restoring while connected to the server reverts matching shared records to the backup — admin only, and it affects every device.
Shifts
Employees & day rates
Holidays
A holiday counts only once the admin approves it — until then the date is paid as an ordinary working day, so nothing changes behind your back. Added and imported holidays start as pending unless the person adding them can approve.
Wage rules — weekly wages
All three switches are for staff paid a day rate by the week. Monthly salaried staff are covered by Salary rules below.
Missing punch
A missing punch is corrected on the Missing Punch screen — once the form is approved the day is paid as worked. Single-punch shifts are outside all of this: one punch is their day. A neither-punch day marked on duty pays nothing until its form is approved, whatever is set here. Each pay run keeps the policy it was submitted under, so changing it never re-prices a run already sent for approval; runs submitted before 3 Oct 2026 paid an in punch alone in full.
Salary rules — monthly staff
A monthly salary is split into these components on the statement — they should total 100%.
PF is deducted on the Basic component only, and never on more than the PF wage ceiling in
force on the day (the dated list under Statutory rates) —
splitting the salary is what keeps the PF deduction correct instead of taxing the whole pay.
Monthly staff on the Calendar − holidays & week-offs basis have holidays and week-offs built
into the day rate, so a full month of attendance pays exactly the salary; and OT is always paid inside
the month it was worked, never carried like a weekly last day.
Advance eligibility — weekly wages
Advance eligibility — monthly staff
Employee grades
Every employee is placed in a grade in Settings → Employees. The grade decides whether they may take a loan, the most one loan may be, whether they may draw an advance, and — for monthly staff — the share of the salary earned so far that each advance may be. A loan over the grade's limit is shown in red and still goes to the admin, who can approve it over the line; a blank limit means no cap. Changing a grade changes only new requests — a loan already running is recovered to the end. A grade with employees in it cannot be removed.
Filing fee — not a statutory charge
A professional fee paid to your PF consultant — a cost to the company, not money owed to EPFO or ESIC. It is shown on the ESI & PF working sheet as a separate line and is never added to the remittance totals, because nothing on a challan may be an amount the department is not owed. Leave it 0 if you file your own returns.
Leave policy
Casual leave is the only leave type — paid, capped per month and per financial year, and it does not carry forward (an unused month is gone). Leave taken beyond the allowance is still recorded but is not paid: that day counts as an ordinary absence. Any other day off is the same — mark it A on the attendance grid and it simply is not paid.
Statutory rates — deducted from the employee
PF comes off the earned Basic only, and never on more than the PF wage ceiling in force on the day — kept as a dated list under Statutory rates; a period that crosses a revision is split there. ESI is charged on gross, and only for employees under the ₹21,000 gross ceiling. Tick who each one applies to per employee under Settings → Employees. Professional tax is set by the state and the local body — leave it 0 until you know your slab, because a guessed figure is deducted from someone's pay.
Statutory rates — paid by the company
PF wage ceiling — by the date each revision took effect
Each day is capped at the ceiling in force on it. A pay period that crosses a revision is split at that date: each part is capped at its share of the ceiling (₹15,000 × 15/31 for 1–15 October, for instance) and the parts are added. Enter a revision on the date it takes effect. A pay run already submitted keeps the ceilings it was submitted with.
These drive the ESI & PF working sheet on Reports — the sheet you file with. Admin charges are a percentage of EPF wages (the capped Basic): A/C 02 and A/C 21 are charged, A/C 22 is nil in current practice — your own filing sheet lists a rate against it and charges nothing. A/C 02 also carries a monthly minimum — the percentage or that figure, whichever is higher — which only shows up in a light month; the sheet says so when it applies. Confirm the figure with whoever files your returns, and set it to 0 to charge the percentage alone. The rates below the line are fixed by statute, so they are shown rather than typed — changing them would put the filing sheet out of step with what EPFO and ESIC expect.
Clear the database
Clear transactions empties attendance, the ledger, requests, leave, missing punch forms, closed periods and the document register, and keeps employees, shifts, holidays and your settings — the book starts again with the same people. Clear everything also removes the employees, shifts, holidays and every setting, leaving a blank book. Sign-ins and the audit trail are never cleared by either. There is no undo, so take a backup first — and while connected to the server this empties the shared database for every device, not just this one.
Legacy opening balances — admin only
Bring the old books in once. Each row books dated Opening balance (legacy) entries into the ledger (the as-of date defaults to the day before the current period, so they count as opening balances). Advances have no per-cycle rate: an outstanding advance is recovered in full in the next pay cycle. Only a loan has a Per cycle rate — that much comes off every pay period until the balance is clear; leave it 0 to track the balance and enter recoveries by hand. Loan Code is optional — the app issues LOAN-### itself; fill it only to keep a file number your old books already used. Employees are matched by name, and anyone who already has an opening entry is skipped — importing the same file twice cannot double a balance.
Paid periods — attendance locked
A period locks when its pay run is approved (working offline, when you close it on the Ledger screen with Close period & post recoveries). HR can no longer edit it, and Fill week and the biometric import leave it alone, so paid history can't change by accident. An admin or a manager can still correct a day in it on the Attendance screen, after a warning: the run keeps the figures it paid, and the banner on that week offers the difference as arrears on the next run.