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How Much Does HRMS and Attendance Software Cost in India?

Paras · 15 September 2026

Most HRMS and attendance platforms use per-employee pricing, monthly plans, module-based pricing, or a combination of software and hardware charges. Businesses should compare the monthly employee cost, included modules, setup support, integrations, and device costs before choosing a platform.

How HRMS Software Pricing Usually Works

HRMS and attendance software in India is priced using one or more of these models:

Per-Employee Pricing

Most vendors charge a fixed amount per active employee per month.

Typical range: ₹50–250 per employee per month

  • Budget options: ₹50–100 per employee (basic attendance only)

  • Mid-range: ₹100–150 per employee (attendance + leave + basic payroll)

  • Premium: ₹150–250 per employee (full HRMS + payroll + compliance)

How it works:

  • If you have 50 employees and pay ₹100/employee/month, your cost is ₹5,000/month

  • Add 10 employees: ₹1,000 more/month

  • Remove 5 employees: ₹500 less/month

Minimum charges: Most vendors enforce a floor (₹2,000–5,000/month minimum) so they don't service tiny teams at a loss.

Module-Based Pricing

Instead of per-employee pricing, some vendors charge for features you use.

Example breakdown:

  • Attendance module: ₹2,000–3,000/month

  • Leave management: ₹1,000–2,000/month

  • Payroll: ₹2,000–4,000/month

  • Background verification: ₹1,000–2,000/month

  • Total: ₹6,000–11,000/month

Advantage: You pay only for what you need.

Disadvantage: Costs can climb quickly if you add modules.

Hardware and Device Costs

If you use biometric face-recognition devices or beacons, expect additional charges:

  • Face-recognition device: ₹15,000–40,000 per device (one-time)

  • Bluetooth beacons: ₹2,000–5,000 per beacon (one-time)

  • Mobile phone kiosks: ₹10,000–25,000 per tablet (one-time)

These are standalone costs, usually paid upfront or spread over 12 months as a rental.

Setup and Support Costs

Some vendors charge separately for:

  • Initial setup and data migration: ₹5,000–20,000 (one-time)

  • Employee enrollment and face template creation: ₹50–200 per employee

  • Dedicated account manager: ₹2,000–5,000/month extra

  • Training and onboarding: Included or ₹1,000–5,000 per session

Typical Costs Businesses Should Compare

When evaluating HRMS and attendance platforms, budget for:

  1. HRMS Modules - What's included? Attendance, leave, holidays, probation tracking, approvals workflow.

  2. Attendance - Multi-modal capture (app, device, beacon)? Offline support? Auto-reminders?

  3. Employee Follow-up - Automated notifications for late arrivals, missed clock-outs, leave requests, and compliance alerts.

  4. Background Verification (optional) - Pre-hire screening: verify education, employment history, criminal records. Usually ₹500–2,000 per employee.

  5. Hardware (if needed) - Face devices, beacons, or kiosk tablets. Budget ₹15,000–40,000 per location.

  6. Dedicated Account Support (optional) - Full-time account manager, custom integrations, priority support. Usually ₹3,000–10,000/month extra.

Example Pricing Calculation

Let's model a 50-person manufacturing business with 2 locations:

Scenario 1: Per-Employee Pricing (Basic)

  • Software: 50 employees × ₹100/month = ₹5,000

  • 1 face-recognition device per location: 2 × ₹20,000 = ₹40,000 (one-time)

  • Setup and enrollment: ₹10,000 (one-time)

  • Monthly ongoing cost: ₹5,000

  • First-year total: ₹60,000 + (₹5,000 × 12) = ₹120,000

Scenario 2: Per-Employee Pricing (Mid-Range)

  • Software (attendance + leave + basic payroll): 50 employees × ₹150/month = ₹7,500

  • 2 face-recognition devices: 2 × ₹25,000 = ₹50,000 (one-time)

  • Setup: ₹15,000 (one-time)

  • Monthly ongoing cost: ₹7,500

  • First-year total: ₹65,000 + (₹7,500 × 12) = ₹155,000

Scenario 3: Full HRMS + Payroll + Compliance

  • Software (full HRMS): 50 employees × ₹200/month = ₹10,000

  • 2 face-recognition devices: 2 × ₹30,000 = ₹60,000 (one-time)

  • Setup and training: ₹20,000 (one-time)

  • Dedicated account manager: ₹4,000/month extra

  • Monthly ongoing cost: ₹14,000

  • First-year total: ₹80,000 + (₹14,000 × 12) = ₹248,000

Over 3 years, Scenario 3 costs ₹80,000 upfront + (₹14,000 × 36) = ₹584,000—but includes full payroll automation, statutory compliance, and dedicated support.

What Affects the Total HRMS Cost?

Your final bill depends on:

  1. Number of employees

  2. 10 employees: ₹2,000–3,000/month (minimum charge)

  3. 50 employees: ₹5,000–10,000/month

  4. 500 employees: ₹50,000–100,000/month (often discounted per-employee rate)

  1. Modules you use

  2. Attendance only: ₹50–100/employee

  3. Attendance + leave + basic payroll: ₹100–150/employee

  4. Full HRMS with background verification: ₹150–250/employee

  1. Hardware requirements

  2. Software only (app/kiosk): ₹0 hardware cost

  3. 1–2 face devices: ₹30,000–60,000 upfront

  4. 5+ devices (larger company): ₹150,000+

  1. Setup and support

  2. DIY setup: ₹0–5,000

  3. Full onboarding + training: ₹10,000–20,000

  4. Ongoing dedicated support: ₹2,000–5,000/month

  1. Compliance add-ons

  2. Background verification: ₹500–2,000 per employee

  3. TDS/statutory compliance: Already included in payroll module

  4. Document storage and templates: Usually included

  1. Customization and integrations

  2. Standard setup: Included

  3. Custom workflows: ₹5,000–20,000

  4. Integration with your accounting software: ₹5,000–15,000

Questions to Ask Before Choosing an HRMS

  1. Is this truly per-employee, or are there hidden minimums?

  2. Don't assume 50 employees × ₹100/month. Ask about minimum monthly charges.

  1. What happens when I add or remove employees?

  2. Can you downgrade mid-month if you lay off staff? Do you pay for unused licenses?

  1. Are all modules included, or are some extra?

  2. Ask for a full breakdown. Payroll, background verification, and compliance are often add-ons.

  1. How much does hardware cost, and is it included or separate?

  2. Face devices can be a ₹50,000+ surprise. Confirm upfront.

  1. What does "setup" cost, and what's included?

  2. Is enrollment, training, and device provisioning included, or do you pay per employee?

  1. Is there a long-term contract lock-in?

  2. Are you locked into 1, 2, or 3 years? Can you month-to-month after year 1?

  1. What's the cost of dedicated support?

  2. Budget support separately if you need a full-time account manager.

  1. Are there integration costs with my payroll or accounting software?

  2. Custom integrations can cost ₹5,000–20,000 upfront.

  1. How does pricing scale if I grow?

  2. Most vendors offer discounts at 100, 500, 1,000+ employees. Ask for a growth roadmap.

  1. What's not included?

  2. Some vendors bundle compliance forms (Form 12B, 16) but charge for TDS filing, ESOP tracking, or vendor payments. Know what you're paying for separately.

Frequently Asked Questions

Is HRMS priced per employee or per company?

Usually per employee, with a monthly minimum. Some vendors offer flat-fee options for very large companies.

What is the cheapest way to start with HRMS in India?

Mobile app–based attendance (no hardware) with basic leave and payroll = ₹100–150 per employee. For 20 employees, that's ₹2,000–3,000/month.

Do I have to pay for background verification?

No, it's optional. If you don't need pre-hire screening, skip it and save ₹500–2,000 per employee.

Can I upgrade or downgrade mid-year?

Yes, most vendors allow changes at month-end. Confirm the process and whether you get pro-rated refunds.

Are there hidden fees I should know about?

Ask about: API access, custom reports, bulk data exports, multi-language support, and phone support. Some vendors bundle these; others charge extra.

What if I start with basic and want to add payroll later?

Most platforms allow you to add payroll as a module later. Pricing typically increases by ₹30–50 per employee when you add payroll.

Do smaller vendors cost less than big names?

Sometimes, but smaller vendors may not have India statutory compliance built in, or offer weak support. Compare carefully.

What's the ROI on HRMS?

For most 50+ employee companies, HRMS pays for itself within 6–12 months by saving HR time, reducing payroll errors, and ensuring compliance.

Conclusion

HRMS and attendance software in India ranges from ₹2,000–20,000/month for small businesses. The final cost depends on:

  • How many employees you have

  • - Which modules you need (attendance vs. full HRMS)

  • - Hardware (devices, beacons, kiosks)

  • - Setup and support (DIY vs. managed onboarding)

  • - Add-ons (background verification, compliance filing, integrations)

For a 50-person business, budget ₹5,000–15,000/month. For 100+ employees, ₹10,000–30,000/month. Most of this goes toward payroll automation and compliance.

The key is comparing total cost of ownership, not just per-employee fees. A slightly higher per-employee rate with included setup and support often costs less in the long run than a cheap platform that requires expensive custom work.