Payroll

Payroll is where the firm pays the team: employee setup, tax declarations, pay cycles, and payslips. It is separate from Finance, which is job costing, utilization, and the ledger — not a payslip engine.

Where Payroll lives

• Payroll (/payroll) — Pay cycles and Tax declaration review. Opened from Finance or the payroll nav.
• My Pay (/my-pay) — each employee’s own payslips and optional tax declarations (submit here; finance approves in Payroll).

Monthly pay and optional IDs

A person appears in a pay cycle once they have monthly pay on Firm settings → Members (or from the Payroll readiness list). Bank details, PAN, Aadhaar, UAN, and ESIC are edited on Members and are not required to create a pay cycle. Sensitive fields are stored encrypted. A blank field keeps the value already on file.

Pay cycles

On Pay cycles, use Pay this month then Create pay cycle. Beech calculates items from each person’s monthly pay. A typical lifecycle is:

1. Draft — create the pay cycle and review employee lines (gross, deductions, net, employer cost).
2. Lock — freeze the pay cycle so numbers stop changing.
3. Post — post the pay cycle.
4. Paid — mark paid when payouts are done. Payslip PDFs become available per employee.

Draft and Locked pay cycles can still be cancelled. If a new pay cycle has no employees, set monthly pay on the missing people, then create the pay cycle again.

Tax declarations

Employees submit optional declarations from My Pay (self-service). Managers review and approve them on Payroll → Tax declarations so the next draft or recalculated pay cycle can honour Old-regime deductions. Approving does not rewrite past paid cycles.

My Pay

Every employee can open My Pay for their own payslips and tax declarations. They do not see other people’s pay cycles or Setup.

Who can do what

• Admins and Managers (with payroll access) — view pay cycles, manage Setup, approve declarations, lock/post/pay.
• Employees — My Pay only: own payslips and own declarations.

Before you start

• You have payroll access. Managers and Admins manage pay cycles and setup; employees use My Pay for their own slips.
• Employee CTC and pay structures are already entered under Finance settings so a pay cycle has rates to calculate.

Workflow checks and quality guardrails

• ✓

  Checklist item 1: Complete Setup (employee code, bank, statutory IDs) before creating a pay cycle, then move Draft → Lock → Post → Paid.

• ✓

  Checklist item 2: Ask employees to submit tax declarations before you lock a pay cycle that should honour those deductions.

Common mistakes to avoid

• Using Finance as payroll. Finance is job costing and the ledger; pay cycles live on Payroll.
• Entering PAN, Aadhaar, or account numbers in chat or Vault. Those fields belong on Firm settings → Members and are stored encrypted.

Troubleshooting

1. 1
   Troubleshooting step 1

   If Payroll is missing, you do not have payroll access — ask an Admin.

2. 2
   Troubleshooting step 2

   If a pay cycle has no employees, add pay structures under Finance settings, then create a new pay cycle for the period.

What to do next

1. Open /docs/finance and continue with the next workflow.
2. Open /docs/team and continue with the next workflow.
3. Open /docs/settings and continue with the next workflow.