RubanHR vs Excel for Payroll
Excel works for 5 employees. At 15+, the errors start. At 50+, someone is doing payroll on a Sunday night and praying the VLOOKUP doesn't break. Here is an honest comparison.
Payroll Calculation
Excel - Manual formulas, prone to cell errors, no audit trail, formula breaks silently. RubanHR - Automatic calculation from attendance, no formulas to maintain, full payslip generation.
Leave Management
Excel - Separate sheet per employee or per month. Tracking leave balances is manual. Cross-referencing with attendance is a second step. RubanHR - Leave applications, approvals, balance deduction and attendance marking all in one flow.
Attendance
Excel - Manual entry or copying from a separate biometric export. Easy to miss corrections. RubanHR - Biometric integration or manual entry. Late arrivals, overtime and absences auto-calculated.
Compliance
Excel - PF, ESI, TDS calculations need to be verified manually each month. One formula change breaks compliance for everyone. RubanHR - Statutory deductions calculated automatically. Compliant with PF, ESI, PT and TDS rules.
Self Service
Excel - Employees cannot see their own payslips or apply for leave without bothering HR. RubanHR - Employee self-service portal. Payslips, leave applications, attendance corrections all self-managed.
Time to Run Payroll
Excel - 1-3 days for 25+ employees, longer if anyone resigned or joined mid-month. RubanHR - Under 2 hours for 50 employees after initial setup.
The real cost of Excel payroll
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