HRMS Software for IT Services Companies in India (2026)

An IT services company or software startup has almost the opposite problem from a factory or a shop. The people are at laptops, many work from home or in a hybrid pattern, salaries are higher, and the questions HR gets are less about "who came in today" and more about "how is my tax being calculated" and "why is my reimbursement not in my payslip". Software built for shift floors or for tiny teams misses this.

This guide covers what an IT services company, product startup or GCC-style team in India should check in an HRMS, and where PeopleVio fits and doesn't.

What's different about HR in IT services

• Hybrid and remote work. Some days in the office, some at home, and sometimes a client site. Attendance rules have to allow for all three.
• Higher salaries, so tax matters more. Employees care about which tax regime they are in, how much TDS is cut each month and whether their investment declarations are counted.
• Laptops and devices are the main asset. Every hire gets a laptop, and every exit needs it back. Untracked laptops are a real cost.
• Frequent joiners and leavers. Fast hiring, notice periods and resignations happen all year, and offer letters go out constantly.
• Reimbursements are frequent. Travel to client sites, internet and phone claims, learning budgets.
• Multiple entities. Group companies, subsidiaries or a separate entity per client geography are common.

What to prioritize

1. Flexible attendance. It should support office check-in with location validation, and also people who work from home, without making everyone fight the tool.
2. Payroll with real TDS handling. Ask whether the platform computes monthly TDS, supports both the old and new tax regimes, and collects investment declarations from employees. This is the single biggest source of payroll queries in salaried, high-income teams.
3. Reimbursements that flow into payroll. Claims approved once and paid in the next run, without a spreadsheet in between.
4. Asset tracking for laptops. Issue at joining, return at exit, with history.
5. Onboarding and exit that run without chasing. Offer letters, records and resignation with clear approvals.
6. A reporting hierarchy. An org chart built from managers, so approvals and reporting lines match reality.
7. Multi-company support. If you run more than one entity, check whether data is properly isolated per company.

How the main options fit an IT company

Platform	Fit for an IT company
Keka	Popular with product and services companies; strong on performance and engagement, with more setup
greytHR	Long-established in India with a compliance focus, common in services firms
Zoho People	A natural fit if you already use Zoho; payroll is sold separately, so compare the combined cost
HROne	Positioned for larger workforces, worth a look past a few hundred employees
PeopleVio	Fits teams that want attendance, leave, payroll with TDS, reimbursements, offer letters and assets in one portal at a flat per-employee price, with the limits below

Where PeopleVio fits an IT company

• Attendance that works for office and remote. When office locations are configured, check-ins are validated on the server against the location radius. Admins can also correct attendance from a team-wide grid, and a month calendar shows Present, Late, Absent, Half Day, Leave, Holiday and Weekly Off. How location validation works is explained in our geofenced attendance guide.
• Payroll with income-tax handling. When an admin turns TDS on in company settings, monthly payroll computes TDS with both old and new regime rules, and employees submit tax declarations in the portal. The tax slabs follow the Union Budget rules and are updated when the rules change.
• Custom pay components. Joining bonuses, referral bonuses, variable pay and deductions can be added per employee, alongside the Basic, HRA and allowances structure.
• Expense claims into payroll. Employees submit claims with receipts, and approved claims are swept into the next payroll run as a reimbursement.
• Asset management. Track laptops, monitors and phones with purchase cost, vendor and warranty. Issue to an employee, mark returned, send for repair or retire, with a full history.
• Offer letters and resignation. Draft, release and track offer letters with a candidate accept or decline page and PDF generation. Resignation is employee-initiated and admin-approved, and the employee is marked inactive automatically once approved.
• Org chart. A live reporting hierarchy built from each employee's manager, with search.
• Multiple companies. PeopleVio is multi-tenant, so every company's data is isolated, which suits groups with more than one entity.
• Self-service. Employees see their own profile, payslips and assets, and submit change requests that stay pending until an admin approves them.

An honest note on what PeopleVio doesn't do

• No performance or appraisal module. There is no OKR, review cycle or 360 feedback. If performance management is a core need, shortlist a platform that has it.
• No recruitment or applicant tracking. Offer letters are covered, but sourcing candidates and tracking them through interview rounds is not.
• No installable mobile app. It is a responsive web app, and check-in, leave and approvals work from a phone browser.
• Two-tier approvals. An employee submits and an admin or manager reviews. It isn't built for chains through several management layers.
• Tax engine limits. There is no surcharge handling for very high incomes and no aggregation of income from a previous employer for people who joined mid-year. If you hire many senior people mid-year, plan for how those cases are handled.
• Statutory filings. Salary structures, INR payslips and TDS are built in. Confirm exactly how your PF, ESI and Professional Tax obligations would be handled before you commit, whichever vendor you choose.

A worked example: a 60-person software services company

Suppose a company has 60 employees, half in the office in Pune three days a week and half fully remote, with a monthly payroll that includes variable pay.

• Attendance: one office location with a radius for people checking in at the office, and a team-wide grid so HR can review and correct remote days.
• Payroll: one monthly run with TDS calculated per employee based on their chosen tax regime and declarations, plus variable pay as custom components.
• Assets: every laptop tagged and assigned, so an exit checklist starts with what to collect.
• Cost: at 60 employees the 26 to 100 band applies, ₹49 per employee per month on monthly billing (₹41 on yearly). That is about ₹2,940 a month, or ₹2,460 a month billed yearly, with all modules included. The band rate applies to your total active employee count, so check the pricing page for current numbers.

Common mistakes when an IT company picks an HRMS

• Ignoring the tax workflow. Test how declarations are submitted and how the resulting TDS shows on a payslip before you commit. This is where employee complaints start.
• Forcing office geofencing on remote staff. Decide upfront who is expected to check in from a location and who isn't.
• Not tracking laptops from day one. Retro-fitting an asset register after 50 hires is painful.
• Underestimating mid-year joiners. People arriving with income from a previous employer change the tax calculation. Ask each vendor how they handle it.
• Skipping a parallel payroll run. Run the new system next to the old one for a cycle and compare each payslip, especially TDS.

Frequently asked questions

Does an HRMS for an IT company need to handle TDS? For salaried, higher-income teams, yes. Employees expect monthly TDS to be calculated correctly and to be able to declare investments. PeopleVio computes TDS with old and new regime rules and collects declarations in the portal.

Can PeopleVio handle remote and hybrid teams? Yes. Office locations are set by admins and enforced when configured, and admins can correct attendance from a team grid. Confirm in a trial how your remote staff will check in.

Does PeopleVio have performance reviews or OKRs? No. It has no appraisal or goal-tracking module. If that is a core requirement, check platforms that include it.

Can we track laptops and devices? Yes. Asset management lets you issue equipment to an employee, mark it returned, send it for repair or retire it, with full history on each asset.

How are reimbursements paid? Employees submit expense claims with receipts. Approved claims that are unpaid are added to the next payroll run automatically.

How much does an HRMS cost for a 200-person IT company? On PeopleVio, 200 employees falls in the 101 to 300 band at ₹39 per employee per month (₹33 yearly), so about ₹7,800 a month on monthly billing. Compare total cost, including any separately sold payroll module, for every vendor.

Can we run more than one company on PeopleVio? PeopleVio is multi-tenant, with each company's data isolated at the database level. That suits a group with multiple entities.

Is there a mobile app? There is no installable app yet. PeopleVio is a responsive web app, so employees check in, apply for leave and approve requests from a phone browser.

The bottom line

For an IT company, the deciding factors are flexible attendance for hybrid teams, payroll that handles TDS properly, and clean reimbursement, asset and joiner and leaver flows. PeopleVio is a strong fit for teams that want those in one place at a flat per-employee price. If performance reviews or applicant tracking are core requirements, pair it with or choose a platform that includes them, and test every option with your real payroll before you decide.

Want to see it with your own team? Check the pricing or get in touch and we'll set up a workspace for you.