HRMS Software for Logistics and Warehousing in India (2026)

A logistics or warehousing business has an unusual mix of people. There are warehouse staff at fixed sites who arrive at a gate, drivers and delivery staff who spend the day on the road, supervisors moving between hubs, and a small office team doing billing and dispatch. Pay includes trip allowances, night allowances and incentives on top of a base salary, and a lot of that needs to be verified against where people actually were. HR software built for an office team struggles with this mix.

This guide covers what a transport, courier or warehousing company in India should check in an HRMS, and where PeopleVio fits and doesn't. Logistics has some heavy compliance and scheduling needs that PeopleVio does not cover, so the honest section matters here.

What's different about HR in logistics

• Two kinds of attendance. Warehouse and hub staff punch in at a site, while drivers and field staff can't be pinned to one spot.
• Many locations. Hubs, warehouses, branch offices, sometimes client sites.
• Allowance-heavy pay. Trip allowances, night allowances, loading incentives and per-delivery pay sit on top of base salary.
• Expense claims from the road. Tolls, fuel top-ups, repairs and meals, usually with paper receipts.
• Equipment in circulation. Handheld scanners, phones, uniforms, safety gear and sometimes laptops.
• High turnover and contract labour. Frequent joiners and leavers, and many workers engaged through contractors, which brings its own compliance rules.
• Long days and holiday work. Peak season, festival rush and weekend dispatches are normal.

What to prioritize

1. Gate attendance that can't be faked. Biometric machines at warehouses and hubs, or verified check-in tied to a site.
2. A different path for people on the road. Drivers and field staff need a way to record presence that doesn't depend on a fixed machine.
3. Variable pay in payroll. Trip and night allowances and incentives added per person per month.
4. Expense claims that reach payroll. Approved claims paid in the next run, not chased by hand.
5. Asset tracking. Who has which scanner, phone or piece of equipment.
6. Statutory compliance depth. PF, ESI, Professional Tax and contract-labour rules are heavy in this industry, so verify what each vendor really covers.
7. Shift and overtime support, if your operation runs rotating or night shifts.

How the main options fit a logistics business

Platform	Fit
Keka	Strong for larger organisations with a proper HR team; more setup than a small operator needs
greytHR	Long-established in India with a compliance focus, common in multi-branch operators
Zoho People + Zoho Payroll	Works well if you already use Zoho; payroll is sold separately, so compare the combined cost
Zimyo, Qandle	Broader suites that list shift rosters, biometric integration and statutory payroll, at higher price points
PeopleVio	Fits operators that want attendance, leave, payroll with variable pay, expenses and assets in one portal at a flat per-employee price, with the limits below

Where PeopleVio fits a logistics business

• Biometric machines at hubs and warehouses. Machines that use the ZKTeco protocol (ZKTeco, eSSL, Realtime, Mantra and similar) push each punch to PeopleVio live through Cloud Server (ADMS). Machines that can't push can send punches through an API or a small script on an office PC, and punch logs can be imported as CSV. See our connection guide.
• Server-verified check-in for office and field staff. Add each site as a location with a radius, and the server measures the distance from the coordinates the phone sends, so a check-in can't be faked from the device alone. Our geofenced attendance guide explains how it works.
• One attendance calendar. Machine punches and phone check-ins land in the same records, so payroll reads one source.
• Comp off for peak-season and weekend work. An employee who worked a holiday or weekly off requests a compensatory day, and redeems it once approved.
• Allowances and incentives as custom pay components. Trip allowance, night allowance and loading incentives are added per employee for the month, on top of the Basic, HRA and allowance structure. They are added unprorated.
• Payroll prorated for attendance, with PDF payslips emailed to each employee.
• Expense claims into payroll. Drivers and supervisors submit claims with receipts, and approved claims are added to the next payroll run as a reimbursement.
• Asset management. Issue handhelds, phones and equipment to an employee, mark them returned or sent for repair, with a history on each item.
• Offer letters and resignations. Frequent hiring is handled with drafted, tracked offers and an employee-initiated, admin-approved resignation flow.
• Optional auto-absent. If you switch it on, past working days with no attendance record count as unpaid, and weekly offs, holidays, leave and comp-off days never do. This helps where a machine only records people who punch.

An honest note on what PeopleVio doesn't do

Logistics leans on the areas below, so read this before shortlisting:

• No live vehicle or driver tracking. PeopleVio verifies a check-in at a location. It doesn't track a vehicle or driver during a trip, and it has no route or trip management.
• No shift scheduling, rotation or overtime. Attendance follows a configured office timing with a late grace period. Night and rotating shifts that cross midnight are not modelled separately.
• No Professional Tax, contract-labour compliance or contractor management. PF and ESI for your own employees are covered by the EPFO and ESIC modules, but for companies with many contract workers the contractor side is a major gap, and you would handle it with your accountant or a separate tool.
• Only the first and last punch of a day count. Break punches and multi-site movement within a day aren't tracked.
• No installable mobile app. It is a responsive web app, so drivers and supervisors check in and file claims from a phone browser.
• Two-tier approvals. An employee submits and an admin or manager reviews, without multi-level chains.

If shift rosters, overtime rules or contractor compliance are central to your operation, a platform built around them is the better match. If your workforce is mostly fixed-hours warehouse and office staff plus a group of drivers and field employees who check in from a phone, PeopleVio covers the essentials.

A worked example: a 60-person regional courier company

Suppose a company has 25 warehouse and hub staff across two sites, 20 drivers and delivery staff, 10 supervisors and branch staff, and 5 in the head office.

• Hubs: each hub gets a biometric machine that pushes punches live, and staff are matched by employee code.
• Drivers and field staff: they check in from a phone within a set radius of their home branch, and the server verifies it.
• Payroll: one monthly run, with trip and night allowances entered as custom pay components, and approved fuel and toll claims paid as reimbursements.
• Assets: every handheld scanner and company phone is 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. Machines are bought separately.

Common mistakes when a logistics company picks an HRMS

• Buying an office HRMS for a field workforce. Test how drivers actually record presence before you commit.
• Ignoring contract labour. If a large share of your workers are engaged through contractors, plan how their compliance is handled, since it is outside what most simple HRMS tools do.
• Leaving allowances in a spreadsheet. Enter trip and night allowances in payroll each month so the payslip is complete.
• Skipping the machine compatibility check. Confirm your model supports cloud push or has an API route before buying several.
• No parallel payroll run. Run the new system next to the old one for a cycle and compare every payslip, especially allowances.

Frequently asked questions

Can PeopleVio track drivers on the road? No. It verifies a check-in at a location and records attendance, but it doesn't track vehicles or drivers during a trip.

Does PeopleVio work with biometric machines at warehouses? Yes. Machines that use the ZKTeco protocol push punches through Cloud Server (ADMS), and other machines can use an API or CSV import. Confirm your model in a demo.

How do we pay trip and night allowances? Add them as custom pay components for the employee in the relevant month. They appear on that month's payslip and are not prorated for attendance.

Does it handle contract labour compliance? No. PeopleVio has no contractor management or contract-labour compliance, and no Professional Tax. It does calculate PF and ESI for your own employees with its EPFO and ESIC modules.

Can drivers submit fuel and toll claims? Yes. They submit claims with receipts, an admin approves them, and approved claims are added to the next payroll run as a reimbursement.

Does it support shift rosters and overtime? No. There is no shift scheduling or overtime module.

How much does an HRMS cost for a 120-person logistics company? On PeopleVio, 120 employees falls in the 101 to 300 band at ₹39 per employee per month (₹33 yearly), so about ₹4,680 a month on monthly billing. Compare total cost, including any separately sold payroll module, for every vendor.

Is there a mobile app for drivers? There is no installable app yet. PeopleVio is a responsive web app, so staff check in and file claims from a phone browser.

The bottom line

For a logistics company, the deciding questions are how gate and field attendance are both recorded, how allowances reach payroll, and how much of your compliance the software has to own. PeopleVio is a good fit for operators that want machine and phone attendance, allowance-based payroll, expenses and asset tracking in one place at a flat per-employee price. If your operation depends on shift rosters, overtime or contract-labour compliance, shortlist platforms built around them, and test every option with your real sites before you decide.

Want to try it with your own hubs and drivers? Request a demo or check the pricing.