School Payroll Software Built Into Chatmadi School ERP.
Configure salary structures once per staff member. Each month, run payroll in one click. Chatmadi calculates net salaries based on attendance, leave deductions, PF, ESI, and custom allowances. Payslips are generated as branded PDFs and can be sent to each staff member’s WhatsApp. No separate HR software needed.
Complete Payroll for Indian School Staff
From salary structure setup to monthly payroll run to statutory compliance, every step of staff payroll is handled within Chatmadi without needing a separate HR system.
Salary Structure per Staff Member
Each staff member has a configurable salary structure with basic salary, HRA, travel allowance, medical allowance, and any custom allowances specific to your school. Structures are set once and applied automatically each month. Different staff categories such as teaching staff, non-teaching staff, and contract staff can have different structure templates.
Monthly Payroll Run
Run the monthly payroll with one click after marking staff attendance for the month. Chatmadi computes the net salary for each staff member based on their configured structure, days present, approved leave deductions, and statutory deductions. The payroll summary shows the total outgo before you confirm and process the run.
Leave Management with Deductions
Each staff member has a leave balance by type: casual leave, sick leave, earned leave, and other types your school configures. Leave applications are submitted and approved within Chatmadi. Approved leave is deducted from the balance. Excess leave beyond the balance is treated as loss of pay and deducted automatically in the payroll run.
PF and ESI Configuration
PF (Provident Fund) and ESI (Employee State Insurance) deductions are configured per staff member based on eligibility. Employee contribution and employer contribution are both tracked. The compliance module shows PF and ESI liability for each month for statutory filing. PT (Professional Tax) is also tracked per applicable state rates.
Branded Payslip PDF Generation
After each payroll run, payslips are generated as PDF documents with your school's name and branding. Each payslip shows the earnings breakdown, deduction breakdown, net salary, and the month and year. Payslips are stored permanently in the staff member's profile and can be sent to their WhatsApp or downloaded at any time.
Compliance Tracking for Filings
The compliance module maintains a month-by-month record of PF, ESI, and PT liabilities. For each month you can see the total employer PF contribution, the total employee PF deduction, and the ESI amounts to be remitted. These figures are exportable as CSV for your CA or for direct entry into the relevant government portals.
Staff Compliance Documents
Each staff profile stores their Aadhaar number (masked by default with a show/hide toggle), PAN number (auto-uppercased on entry), and UAN number for PF portal access. Bank account details including account number, IFSC code, and bank name are stored for salary transfer reference. A completeness indicator shows when any required field is missing.
Payslip Delivery via WhatsApp
After the payroll run, payslips can be sent to each staff member's registered WhatsApp number directly from Chatmadi. Staff receive their payslip as a PDF document on WhatsApp without needing to log into any portal. This is particularly useful for non-teaching and support staff who may not regularly check email.
The Monthly Payroll Cycle in Five Steps
Once salary structures are configured, running monthly payroll takes under 30 minutes from start to payslip delivery.
Mark staff attendance for the month
The staff attendance module tracks daily presence separately from student attendance. Mark present, absent, or on leave for each staff member. Leave records are pulled automatically from approved leave applications.
Review and approve pending leave applications
Any staff leave applications submitted during the month are reviewed here. Approved leave updates the leave balance and feeds into the payroll deduction calculation. Rejected applications are not deducted.
Run the monthly payroll
Click Run Payroll for the month. Chatmadi calculates each staff member's gross salary, applies leave deductions for loss of pay days, deducts PF, ESI, and PT, and computes the net salary. A summary shows total payroll outgo before you confirm.
Review and confirm the payroll run
The payroll preview shows every staff member with their gross, deductions breakdown, and net salary. If anything looks incorrect, you can go back and adjust attendance or leave records before confirming. Once confirmed, the run is locked for the month.
Generate and distribute payslips
After confirmation, payslips are generated as branded PDFs for every staff member. Send to WhatsApp individually or download the batch. Payslips are permanently stored in each staff profile and can be resent or redownloaded at any time.
What Changes for Each Role
Payroll management in Chatmadi removes the monthly calculation burden from admin staff while giving school owners cost visibility and teaching staff a better payslip experience.
For School Owners
- Total monthly payroll cost is visible before the run is confirmed. No surprises in the bank account at the end of the month.
- Compliance liabilities for PF, ESI, and PT are tracked month by month so statutory payments are never missed or miscalculated.
- Staff bank account details and UAN numbers are stored centrally so salary transfers and PF portal operations do not require chasing individual staff members.
For Admin Staff
- Monthly payroll run takes under 30 minutes once attendance is marked. No spreadsheet formulas, no manual calculations, no errors to check.
- Payslips are generated automatically after the run and can be sent to staff WhatsApp numbers in bulk without individual downloads.
- Compliance reports are exportable as CSV for your CA or for direct entry into the EPFO and ESIC portals.
For Teaching Staff
- Receive your payslip on WhatsApp every month without logging into any portal or sending a request to admin.
- Submit leave applications directly in Chatmadi. Approved leave updates your balance and is reflected correctly in that month's payslip.
- Your full payslip history is available in your profile and can be downloaded at any time for loan applications or personal records.
Stop Running Payroll on Excel Spreadsheets. One Click. Done.
Staff payroll management is included on all Chatmadi plans including the free Starter plan. Configure salary structures for up to 50 students worth of staff on Starter, or upgrade to Growth at Rs.500 per month for up to 150 students and unlock WhatsApp payslip delivery.