- ERP Solutions
How A2Z Group Connected Workforce Operations, Payroll, and Finance on One ERP
How A2Z Group Connected Workforce Operations, Payroll, and Finance on One ERP
Case Study: ERP, HRMS and Payroll
Facility
Management
Management
Industry
India
Multi-State Operations
ERPNext
Core Platform
Frappe HR
Payroll and Lifecycle
Mobile
Employee Self-Service App
Multi-GSTIN
Financial Reporting
01: The Challenge
Workforce Operations and Finance Were Running in Separate Systems
With employees deployed across more than 100 client sites, no supervisor could be physically present to verify attendance, and every payroll cycle depended on information being pulled together by hand from tools that did not talk to each other.
01
Onboarding Left No Usable Record
Identity verification and document collection happened manually at each location, so nothing carried forward into the employment lifecycle and details were recreated at every later step.
02
Attendance Came From Three Sources
Biometric devices, mobile check-ins and manual corrections all produced attendance data, with no system to decide which record was authoritative when they disagreed.
03
Payroll Rules Differed Per Contract
Client contracts, salary components, shift structures and state statutory requirements all varied, so accuracy each cycle depended on someone remembering which rule applied to which employee.
04
Every Routine Request Reached HR
Payslips, leave balances and attendance corrections all went through HR teams, so the request backlog grew directly with headcount and site count.
05
Compliance Assembled After the Run
PF, ESIC, Professional Tax and Labour Welfare Fund obligations were worked out after payroll rather than inside it, adding a manual preparation step to every cycle.
06
No Project-Level Financial View
Finance ran across spreadsheets, Tally and a separate GST process, so tracing revenue and cost for a single project or site meant manual reconciliation across locations.
02: The Core Idea
Attendance Is a Financial Record, So It Belongs in the Same System as the Ledger
In a staffing-led business, a check-in at a client site is the start of a chain that ends in an invoice: it decides what an employee is paid, what statutory deduction applies, what the contract costs to service, and what the client can be billed for. When attendance sits in one tool, payroll in another and the ledger in a third, that chain is rebuilt by hand every month. The approach was to capture attendance where the work happens, define payroll and statutory rules as system rules rather than institutional memory, and post the financial consequence against the project, zone and manager it belongs to, all inside one platform.
03: The Solution
Five Workflows on One Platform
1
Onboarding and Employee Records
A2Z hires continuously across multiple client locations. Before deployment, each employee needs identity verification, document collection and a record that carries through the whole employment lifecycle rather than being recreated at each step.
Aadhaar-Based Verification
Aadhaar, PAN and police verification validated before mobile application access is granted
Single Digital Employee Record
Employee information captured once and maintained through every HR process, with no recreation across systems
Document Upload In-App
Identity documents submitted and verified through the mobile app before site assignment
Promotion and Lifecycle Tracking
Promotions linked directly to salary structure and appraisal calculation, so records stay current without manual updates
Immediate Site Assignment
Verified employees can be assigned to client locations as soon as onboarding requirements are complete
Live Platform Screenshot
Employee Promotion workflow, linked directly to salary structure and appraisal calculation.
2
Attendance and Site Operations
Employees work at client locations rather than a central office, which makes site-level attendance the input payroll depends on. Attendance has to be captured at the workplace, validated when sources disagree, and converted into payroll-ready data without a manual review step.
Geo-Fence Check-In
Location-verified entry at the site boundary
→
Conflict Resolution
Biometric, mobile and manual records reconciled by priority rules
→
OT Calculation
Overtime derived from actual hours per shift rules
→
Payroll Feed
Clean attendance data flows into the payroll run
Geo-Fenced Mobile Attendance
Employee presence captured against assigned site boundaries, covering sites with no biometric hardware
Biometric Device Import
Attendance imported from biometric hardware where deployed, with defined priority rules resolving conflicts when sources differ
Web-Based Roster Management
Supervisors manage schedules for security and hospitality staff across all locations from one desk
Automatic Shift Rules
Late-in, half-day and Loss of Pay scenarios computed from shift rules without manual review
Mobile app login screens: OTP, biometric and Aadhaar-verified access before site check-in.
Proof points
Aadhaar-verified onboarding
Geo-fenced check-in
Biometric conflict resolution
Attendance-to-payroll feed
3
Payroll and Statutory Compliance
A2Z runs employees across different clients, contracts and shift structures, in states with different statutory rules. Payroll needs the flexibility to hold many salary components while keeping every statutory calculation correct inside the run rather than reconstructed afterwards.
Multi-Component Salary Structures
Basic pay, HRA, CCA, incentives, overtime, bonus and other components configured per employee grade and client contract
PF and ESIC
Employer and employee contributions calculated automatically, with PF Challans and ESIC Reports generated for direct statutory filing
Professional Tax
State-specific PT slabs configured per state A2Z operates in, deducted automatically by employee location each run
Labour Welfare Fund
LWF deduction applied at the correct frequency, monthly or half-yearly, per applicable state rules
Bonus and Arrears
Statutory bonus computed per the Payment of Bonus Act, with Salary Arrear Reports capturing the impact of retroactive revisions on prior periods
TDS Calculation
Income tax deducted at source calculated per employee during each payroll run
Negative Salary Handling
Loss of Pay driven negative salary scenarios resolved automatically without rerunning payroll
Payroll and HR Reports
Left: Salary Report, PF Challan, ESIC Report, Bonus Report and Compliance Report. Right: Employee Analytics, Recruitment Analytics and Employee Exits.
Left: Attendance Reports, Monthly Attendance and Monthly Overtime. Right: Leave Reports, Employee Leave Balance, Leave Tracker and Payroll Calendar.
4
Employee Self-Service
Employees across client locations regularly need payslips, leave information and attendance corrections. Every one of those requests previously went through an HR team, which meant the backlog grew with headcount rather than staying flat.
Payslip Access
Employees view and download salary slips in web, mobile and PDF formats on demand without contacting HR
Leave Management
Leave applications raised and tracked in the app, with real-time balance visible against client-specific allocation rules
Attendance Regularization
Employees raise regularization requests for missed check-ins from the app, and supervisors approve or reject in-app
Client Ticketing Panel
Attendance, payroll and billing queries raised through a structured ticketing panel across every client account
Multilingual Interface
The platform supports multiple Indian languages, making it usable for employees across varied regional language groups
Employee Profile View
Personal details, identity documents and family records accessible in one screen without HR involvement
5
Finance and Reporting
Finance operations ran across spreadsheets, Tally and a separate GST process. Understanding what a project or a zone actually cost to service required manual reconciliation across locations, so profitability was known late rather than during the contract.
Centralized Procurement
Service and material requests for housekeeping, electrical and lift maintenance linked directly to client sites, replacing spreadsheet tracking
Accounting Dimensions
Four dimensions, Project, Group, Zone and Operating Personnel, let every transaction be analysed by contract, region and responsible manager
Purchase-Side GL Automation
Purchase entries post to the general ledger automatically, with stock movement tracked in the same dashboard
Bank Reconciliation
Bank statements reconcile against ERP payment records, including cases where one ERP transaction maps to several bank-side entries
Project-Wise Revenue Tracking
Invoicing and payment recorded against each project, so revenue and cost no longer need to be reconstructed from spreadsheets
Financial Statements and GST
Trial Balance, Profit and Loss and Balance Sheet available on demand, with GST reports generated per state-wise GSTIN inside ERPNext
Proof points
Multi-component salary structures
PF, ESIC, PT, LWF and Bonus in-run
Accounting dimensions
Multi-GSTIN GST reporting
04: What Was Built
Named Capabilities
Aadhaar, PAN and police verification workflow
Single digital employee record across the lifecycle
Employee promotion linked to salary structure and appraisal
Geo-fenced mobile attendance by assigned site
Biometric device import with conflict priority rules
Web-based roster management for supervisors
Shift rules for late-in, half-day and Loss of Pay
Multi-component salary structures per grade and contract
PF Challan and ESIC Report generation
State-specific Professional Tax and Labour Welfare Fund
Statutory bonus and Salary Arrear Reports
TDS calculation inside each payroll run
Negative salary resolution without a payroll rerun
Mobile app with OTP and biometric login
Payslip, leave and regularization self-service
Client-facing ticketing panel
Multilingual interface for regional language groups
Site-linked procurement with automated GL posting
Four accounting dimensions for cost attribution
Bank reconciliation including one-to-many matching
Trial Balance, Profit and Loss and Balance Sheet on demand
Multi-GSTIN GST reporting inside ERPNext
05: Business Impact
What Changed Across the Business
HR Teams
Onboarding, attendance and payroll preparation run without consolidating information by hand from separate sources. PF Challans, ESIC Reports and Salary Arrear Reports generate from payroll data directly, so compliance preparation is no longer a separate task after each cycle.
Employees and Supervisors
Employees complete leave applications, payslip downloads and attendance corrections in the mobile app without going through HR. Supervisors manage rosters, approve regularization requests and see site-level attendance from the same platform.
Management and Finance
Project-wise revenue, zone-wise cost and manager-wise profitability are available on demand from accounting dimensions, instead of waiting on manual consolidation from each site. GST filing runs per state-wise GSTIN inside the ERP rather than through a separate portal.
06: Technology and Engagement
Platform and Delivery
| Category | Technology | Role |
|---|---|---|
| Core ERP | ERPNext | Primary platform for HR, finance and business workflows |
| HR Layer | Frappe HR | Employee lifecycle, payroll modules and compliance workflows |
| Mobile | Cross-Platform App | Employee and supervisor access on Android and iOS |
| Authentication | OTP and Biometrics | SMS OTP, fingerprint and FaceID for secure employee access |
| Identity | Aadhaar Integration | Identity verification before mobile access and site deployment |
| Attendance | Geo-Fencing | Location-verified check-ins across all client sites |
| Payroll | Automated Payroll Engine | Multi-component processing, overtime integration, arrears and TDS |
| Compliance | Indian Statutory Modules | PF, ESIC, state-specific Professional Tax, Labour Welfare Fund, Bonus and arrear reporting inside each payroll run |
| Finance | ERPNext Accounts | Accounting dimensions, general ledger automation and bank reconciliation |
| Procurement | Purchase Module | Site-wise service and material requests with automated GL posting |
| Tax | Multi-GSTIN Reporting | GST reports generated per state-wise GSTIN across all locations |
| Accessibility | Multilingual Interface | Regional language support for a distributed workforce |
| Engagement | Auriga IT, Frappe Official Partner | Implementation, customisation, integration and support delivered by one team |
Why This Case Matters
Industry Context
For Any Business Whose Workforce Is Not in the Building
Facility management, security staffing and field services companies hit the same four walls A2Z did: attendance cannot be verified without a supervisor on site, payroll cannot hold site-wise overtime across contracts that all differ, statutory compliance gets assembled after each run instead of inside it, and finance has no project-level traceability. Building geo-fencing, identity-verified onboarding, multi-component payroll, statutory compliance, self-service and accounting dimensions into one ERP rather than six point tools is what lets workforce operations and finance scale together as headcount, site count and client count grow.
What This Proves
Distributed Workforce Payroll Can Run on an Open Source ERP
A staffing-led business operating across many states and many client contracts can run identity-verified onboarding, site-verified attendance, multi-component payroll and full Indian statutory compliance on ERPNext and Frappe HR, without per-user licence cost rising with headcount. Attendance captured at the site is what makes the rest work: once it is a system record rather than a submitted sheet, payroll, client billing and project profitability all resolve from the same data.
07: Frequently Asked Questions
Questions About This Implementation
How does the platform verify attendance across sites with no supervisor present?
Geo-fenced mobile attendance captures employee presence against the boundary of the site they are assigned to, so a check-in is only valid at the workplace. Where biometric hardware exists, attendance is imported from the device, and defined priority rules decide the final record when biometric, mobile and manual entries disagree. Shift rules then calculate late-in, half-day and Loss of Pay automatically, and the result feeds the payroll run.
How is payroll structured when every client contract has different salary rules?
Configurable salary structures hold basic pay, HRA, CCA, incentives, overtime, bonus and other employee-specific components, with each formula set per employee grade and client contract. All earnings and deductions, including statutory components, process in a single payroll run. Negative salary scenarios caused by Loss of Pay adjustments resolve automatically without rerunning payroll.
How does the platform handle Indian statutory compliance?
Each requirement is built into the payroll engine rather than handled after the run. PF and ESIC contributions calculate every cycle with PF Challans and ESIC Reports generated for filing. State-specific Professional Tax slabs apply by employee location, Labour Welfare Fund deductions run at the correct state frequency, statutory bonus is computed per the Payment of Bonus Act, and Salary Arrear Reports capture the impact of retroactive revisions on prior periods.
What can employees do without contacting HR?
Employees view and download payslips in web, mobile and PDF formats on demand, see leave balances in real time against client-specific allocation rules, submit and track leave applications in-app, and raise attendance regularization requests for missed check-ins that supervisors approve or reject directly. A client-facing ticketing panel handles billing, payroll and attendance queries across client accounts.
How does A2Z see what a single project or site actually costs?
Four accounting dimensions, Project, Group, Zone and Operating Personnel, tag every transaction, so revenue and cost for any project, site, zone or manager can be read from the ledger rather than reconstructed. Procurement is linked to client sites, purchase entries post to the general ledger automatically, and invoicing and payment are recorded against each project.
Can ERPNext handle GST across multiple state registrations?
Yes. GST reports are generated per state-wise GSTIN inside ERPNext, replacing the earlier workflow of filing through a separate portal. Bank statements also reconcile against ERP payment records, including cases where one ERP transaction maps to several bank-side entries.
Is an open source ERP suitable for HR and payroll at this scale in India?
This implementation runs HR, payroll and finance for a workforce deployed across more than a hundred client sites in India, with Aadhaar onboarding, multi-component salary structures, PF, ESIC, Professional Tax, Labour Welfare Fund and Bonus compliance, geo-fenced attendance, roster management and a multilingual interface. The relevant constraint is not platform capability but implementation discipline and clear ownership on the client side.
Why does this matter for other facility management or field services companies?
The problems are structural rather than company-specific: attendance that cannot be verified remotely, client contracts with different pay rules, statutory requirements that vary by state, and finance with no project-level traceability. Handling them as connected workflows in one platform, rather than as separate tools that are reconciled monthly, is what allows operations and finance to scale at the same pace as the headcount.
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