Payroll

This article explains how to run monthly payroll in Qrew HR and share payslips with employees. A payroll run moves through five stages: Prepare → Review → Approve → Process → Complete. Attendance, leave, and approved reimbursements come in automatically, so most of your time goes into checking, not calculating.

Statutory setup (PF, ESI, PT, TDS) is covered separately in Payroll Compliance. Complete that first if you haven't already.

Before your first run

Salary structures are set up under Payroll → Salary Structures (for example Basic, HRA, Special Allowance, Conveyance).
Every employee has a salary assigned, plus bank account details and PAN.
Statutory settings are complete.
Attendance for the month is locked. See Attendance.

Step 1: Prepare the payroll

Go to Payroll → Run Payroll and select the month.
Qrew HR pulls in payable days, loss of pay (LOP), overtime, and approved reimbursements.
Add one-time items for the month: bonuses, incentives, arrears, or deductions such as loan EMIs and salary advances.
Include new joiners (their salary is prorated from their joining date) and exits (for final settlement).

Step 2: Review the numbers

Open the payroll summary. It shows gross pay, deductions, taxes, and net pay for each employee and for the whole organization.
Compare totals with last month. Investigate any large change; it is usually a new joiner, an exit, LOP, or a one-time payment.
Click into any employee to see the line-by-line calculation.

Example: an employee with a monthly gross of ₹60,000 who has 2 days of LOP in a 30-day month is paid ₹56,000 gross for that month, before deductions.

Step 3: Approve

When the review is complete, click Send for Approval.
The approver (often a founder or finance head) reviews the summary and approves or sends it back with comments.
Once approved, the payroll is locked against edits.

Step 4: Process salaries

Click Process. Qrew HR finalises salaries and statutory deductions for the month.
Download the salary statement for bank disbursement and share it with whoever releases payments.
After salaries are paid, mark the payroll as Complete.

Step 5: Publish payslips

Click Publish Payslips. Employees get a notification and can view or download their payslip on the web or the mobile app.
Payslips show earnings, deductions, net pay, and year-to-date totals, with your company logo.

Tip: Fix a payroll calendar and share it with managers: for example, attendance and leave cut-off on the 25th, review by the 27th, approval by the 28th, salaries on the last working day.

Common questions

I found a mistake after approval. What now?

If salaries have not been processed yet, ask the approver to reopen the run. If they have been paid, add a correction as arrears or a deduction in next month's payroll.

How do I handle a salary revision?

Update the employee's salary with the effective date. If the date is in the past, Qrew HR calculates the arrears in the next run.

Can employees download old payslips?

Yes. All published payslips stay available in the employee's Payslips section.

How do reimbursements reach payroll?

Approved reimbursement claims are added to the payroll month in which they are approved.