HRMS Total Cost Breakdown India 2026: Software + Hidden Costs Exposed

Meta Title: HRMS Total Cost Breakdown India 2026: Software, Biometric, Setup & Hidden Costs

Meta Description: Complete HRMS cost breakdown 2026: Software ₹36K, Biometric ₹0-15K, Training ₹5K, Setup ₹0-10K. PeopleVio FREE biometric saves ₹15K. Compare vs GreytHR ₹70K total cost.

Keywords: HRMS total cost India, HRMS hidden costs, HRMS pricing breakdown 2026, biometric integration cost, HRMS setup fees, PeopleVio pricing

Published: January 2026

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Introduction: The Real Cost of HRMS Beyond Subscription Price

The Sales Pitch: "Our HRMS is just ₹80 per employee per month!"

The Reality:

• Software: ₹80/employee/month
• Biometric device: ₹15,000
• Setup & configuration: ₹10,000
• Training: ₹8,000
• Integration with accounting software: ₹5,000
• Annual maintenance: ₹3,000
• First-year total: ₹89,000 (not ₹48,000 as advertised)

This comprehensive guide reveals the TRUE total cost of ownership (TCO) of HRMS systems in India for 2026, exposing hidden costs vendors don't mention upfront.

What You'll Learn:

• Complete cost breakdown by category
• Hidden costs that surface 3-6 months after purchase
• Provider-wise TCO comparison
• How to calculate YOUR true HRMS cost
• Red flags in pricing proposals

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Executive Summary: True Cost Comparison (50 Employees)

Year 1 Total Cost of Ownership

Cost Category	PeopleVio	GreytHR	Keka	Zoho People	Darwin Box
Software Subscription	₹36,000	₹57,000	₹48,000	₹45,000	₹54,000
Biometric Device	✅ FREE	❌ ₹15,000	⚠️ ₹8,000	❌ ₹12,000	⚠️ ₹10,000
Setup & Configuration	✅ FREE	❌ ₹10,000	⚠️ ₹8,000	✅ FREE	⚠️ ₹6,000
Data Migration	✅ FREE	⚠️ ₹5,000	⚠️ ₹4,000	✅ FREE	⚠️ ₹3,000
Training	✅ FREE	⚠️ ₹5,000	⚠️ ₹4,000	✅ FREE	⚠️ ₹5,000
Integration (Accounting)	✅ FREE	⚠️ ₹3,000	⚠️ ₹2,000	⚠️ ₹2,000	⚠️ ₹4,000
Customization	✅ FREE	❌ ₹8,000	⚠️ ₹5,000	⚠️ ₹3,000	⚠️ ₹6,000
Annual Maintenance	✅ Included	⚠️ ₹3,000	⚠️ ₹2,000	✅ Included	⚠️ ₹4,000
Priority Support	✅ Included	⚠️ ₹6,000	⚠️ ₹4,000	⚠️ ₹5,000	⚠️ ₹5,000
Year 1 TOTAL	₹36,000	₹1,12,000	₹85,000	₹67,000	₹97,000

Key Findings:

• PeopleVio: Genuinely all-inclusive at ₹36,000
• GreytHR: 3.1x higher total cost (₹76,000 in hidden costs)
• Keka: 2.4x higher (₹37,000 in hidden costs)
• Zoho People: 1.9x higher (₹22,000 in hidden costs)
• Darwin Box: 2.7x higher (₹43,000 in hidden costs)

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Cost Category 1: Software Subscription (The Advertised Price)

Base Subscription Pricing Models

Per-Employee Per-Month Model (Most Common)

PeopleVio:

• Base Price: ₹60/employee/month
• Minimum: No minimum (even 1 employee works)
• What's Included:
  • Attendance + Leave + Payroll + Compliance
  • Unlimited payroll runs
  • All statutory reports (PF, ESI, PT, TDS)
  • Employee self-service portal
  • Manager approvals
  • Mobile app (iOS & Android)
  • Email + Phone + Chat support
  • Automatic compliance updates

GreytHR:

• Base Price: ₹95/employee/month
• Minimum: 20 employees
• What's NOT Included (Extra Cost):
  • Biometric integration: ₹15,000
  • Custom reports: ₹2,000-5,000 per report
  • Priority support: ₹6,000/year
  • Advanced analytics: ₹10,000/year

Keka:

• Base Price: ₹80/employee/month
• Minimum: 10 employees
• What's NOT Included (Extra Cost):
  • Biometric device: ₹8,000-12,000
  • Setup: ₹8,000
  • Custom workflows: ₹3,000-6,000

Zoho People:

• Base Price: ₹75/employee/month
• Minimum: 5 employees
• What's NOT Included (Extra Cost):
  • Biometric integration: ₹12,000
  • Advanced payroll features: ₹20/employee/month extra
  • Priority support: ₹5,000/year

Darwin Box:

• Base Price: ₹90/employee/month
• Minimum: 50 employees (not for small companies)
• What's NOT Included (Extra Cost):
  • Biometric hardware: ₹10,000-15,000
  • Implementation: ₹6,000-10,000
  • Training: ₹5,000-8,000

Annual Subscription Costs (50 Employees)

Provider	Monthly	Annual	Effective Per Employee/Month
PeopleVio	₹3,000	₹36,000	₹60
GreytHR	₹4,750	₹57,000	₹95
Keka	₹4,000	₹48,000	₹80
Zoho People (Base)	₹3,750	₹45,000	₹75
Zoho People (w/ Payroll)	₹4,750	₹57,000	₹95
Darwin Box	₹4,500	₹54,000	₹90

Price Comparison:

• PeopleVio 37% cheaper than average competitor
• GreytHR 58% more expensive than PeopleVio
• Zoho's "base" price misleading (payroll features cost extra)

Hidden Pricing Traps to Watch For

1. "Starting From" Pricing

• Advertised: "₹50/employee/month"
• Reality: That's for 100+ employees. 50 employees pay ₹80-90/employee

2. Feature-Gated Pricing

• Basic Plan: Attendance + Leave only
• Standard Plan: +Payroll (+₹20/employee)
• Premium Plan: +Compliance (+₹30/employee)
• You need Premium, so actual cost is ₹100/employee (not ₹50)

3. Minimum Commitment Traps

• Sign up with 50 employees
• Contract requires paying for minimum 50 even if you downsize to 40
• Locked in for 12 months

4. Annual Pre-Payment "Discounts"

• Monthly: ₹100/employee
• Annual pre-pay: ₹90/employee (10% "discount")
• Trap: You're locked in, and if you grow to 60 employees mid-year, you pay full price for extra 10

PeopleVio Transparency:

• ✅ No hidden tiers (all features included)
• ✅ Monthly billing (no annual lock-in)
• ✅ No minimum employee count
• ✅ Pay only for active employees

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Cost Category 2: Biometric Hardware & Integration

Biometric Device Costs

Industry Standard Pricing:

Device Type	Cost Range	Integration Complexity	Typical Vendor
Face Recognition	₹12,000-18,000	Medium	ZKTeco, Essl
Fingerprint	₹8,000-12,000	Low	ZKTeco, Essl, Realtime
Fingerprint + Face	₹15,000-22,000	Medium	ZKTeco ProFace
RFID Card	₹6,000-10,000	Low	Generic brands

What Most Vendors Charge:

HRMS Provider	Device Cost	Integration Setup	Total Hardware Cost
PeopleVio	✅ FREE (included)	✅ FREE	₹0
GreytHR	❌ ₹15,000 (buy separately)	⚠️ ₹2,000-3,000	₹17,000-18,000
Keka	⚠️ ₹8,000 (discounted partner device)	⚠️ ₹1,000	₹9,000
Zoho People	❌ ₹12,000 (buy separately)	⚠️ ₹2,000	₹14,000
Darwin Box	⚠️ ₹10,000 (partner device)	⚠️ ₹1,500	₹11,500

PeopleVio Biometric Advantage:

What You Get FREE:

• ZKTeco or Essl face recognition device (₹15,000 value)
• Pre-configured for PeopleVio (plug-and-play)
• Installation support (remote or on-site in metro cities)
• Unlimited device syncing
• Works offline (syncs when back online)

How PeopleVio Does This:

• Bulk procurement (economies of scale)
• Direct partnership with manufacturers
• No middleman markup
• Cost absorbed in subscription (distributed across all customers)

Competitor Approach:

• You buy device from market
• Hire technician to install (₹1,000-2,000)
• Configure integration yourself (or pay vendor ₹2,000-3,000)
• If device incompatible, you're stuck

Multi-Location Biometric Costs

Scenario: 50 employees across 3 locations (Head Office + 2 Branches)

Devices Needed: 3 biometric devices (one per location)

Provider	Device Cost (3x)	Integration Setup	Total
PeopleVio	✅ ₹0 (3 FREE devices)	✅ FREE	₹0
GreytHR	₹45,000 (₹15K × 3)	₹6,000	₹51,000
Keka	₹24,000 (₹8K × 3)	₹3,000	₹27,000
Zoho People	₹36,000 (₹12K × 3)	₹6,000	₹42,000

Multi-Location Savings with PeopleVio: ₹27,000-51,000

Alternative: Manual Attendance (No Biometric)

If You Skip Biometric:

• HR relies on manual attendance sheets or Excel
• Payroll accuracy suffers (buddy punching, errors)
• Compliance risk (no audit trail for labor inspections)

Hidden Cost of Manual Process:

• HR time: 10 min/day × 220 days × ₹500/hour = ₹18,000/year
• Errors: Average 3% payroll errors = ₹15,000/year in corrections
• Total Hidden Cost: ₹33,000/year

Verdict: Biometric is NOT optional. PeopleVio's FREE device saves ₹15,000+ vs buying separately.

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Cost Category 3: Setup, Configuration & Data Migration

Initial Setup Fees

What "Setup" Includes:

1. Company profile configuration (name, address, PF/ESI registrations)
2. Salary structure setup (allowances, deductions, formulas)
3. Leave policy configuration
4. Attendance rules (late coming, half-day, overtime)
5. User role creation (HR admin, managers, employees)
6. Compliance settings (PT state, ESI limit, PF options)

Industry Pricing:

Provider	Setup Fee	Data Migration	Total Setup Cost
PeopleVio	✅ FREE	✅ FREE	₹0
GreytHR	❌ ₹10,000	⚠️ ₹5,000 (if >30 employees)	₹15,000
Keka	⚠️ ₹8,000	⚠️ ₹4,000	₹12,000
Zoho People	✅ FREE (self-service)	⚠️ ₹3,000 (assisted)	₹3,000
Darwin Box	⚠️ ₹6,000	⚠️ ₹3,000	₹9,000

What Makes PeopleVio's FREE Setup Possible:

1. Self-Service Wizard:

   • Step-by-step onboarding (10 screens)
   • Pre-configured templates (IT, Manufacturing, Retail, etc.)
   • Smart defaults (Indian compliance standards)

2. Dedicated Implementation Manager (30 Days):

   • Assigned specialist (not automated bot)
   • 3-5 video/phone calls
   • Reviews your setup, suggests improvements
   • Cost to PeopleVio: ~₹8,000 per customer
   • Cost to You: FREE (absorbed in subscription)

3. Data Migration Support:

   • Upload Excel sheet (employee data, salary, attendance history)
   • PeopleVio team validates and imports
   • Errors flagged and fixed
   • Typical external cost: ₹5,000-8,000
   • PeopleVio: FREE

Setup Time Comparison

Provider	Self-Setup Time	Assisted Setup Time	Go-Live Timeline
PeopleVio	2-3 hours	1 day (with specialist)	3-5 days
GreytHR	5-8 hours	3-5 days	7-10 days
Keka	3-5 hours	2-3 days	5-7 days
Zoho People	4-6 hours	Self-service only	7-14 days
Darwin Box	N/A (assisted required)	5-7 days	10-14 days

Why Speed Matters:

• Faster go-live = faster ROI
• Less disruption to current payroll process
• Lower risk of running two systems in parallel

PeopleVio's 3-5 Day Advantage:

• Pre-configured for Indian compliance
• Simplified setup wizard
• Proactive implementation support

Data Migration Complexity

Typical Data to Migrate:

1. Employee Master Data:

   • Name, employee ID, designation, department
   • PAN, Aadhaar, bank account, PF UAN
   • Date of joining, salary components
   • Volume: 50 employees × 20 fields = 1,000 data points

2. Salary History (if required):

   • Previous 3-6 months salary slips
   • YTD totals (for tax calculation accuracy)
   • Volume: 50 employees × 6 months × 30 fields = 9,000 data points

3. Leave Balances:

   • Opening balance per leave type
   • Accrual rules
   • Volume: 50 employees × 3 leave types = 150 balances

4. Attendance History (optional):

   • Previous month's attendance
   • For payroll reconciliation
   • Volume: 50 employees × 22 days = 1,100 records

Migration Approaches:

GreytHR Approach:

• Send Excel sheet to GreytHR team
• Wait 3-5 days for import
• Review imported data, flag errors
• Re-import corrections
• Timeline: 5-7 days
• Cost: ₹5,000 (for 50 employees)

PeopleVio Approach:

• Upload Excel via self-service portal
• Real-time validation (errors highlighted immediately)
• Fix errors in Excel, re-upload
• Review imported data in system
• Timeline: 2-3 hours (same day)
• Cost: FREE

Zoho People Approach:

• Self-service import only
• Limited validation (errors surface later)
• May need to manually correct post-import
• Timeline: 1-2 days (but cleanup takes 2-3 additional days)
• Cost: FREE (but time-consuming)

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Cost Category 4: Training & Onboarding

Training Requirements by User Type

1. HR Admin Training (Primary System User)

What They Need to Learn:

• Employee management (add, edit, deactivate)
• Payroll processing (attendance approval, payroll run, bank file generation)
• Compliance (PF return, ESI challan, PT filing, TDS)
• Reports (salary register, attendance summary, tax reports)
• Leave policy management
• Troubleshooting common issues

Training Duration:

• PeopleVio: 2 hours (video tutorials) + 30 min live Q&A
• GreytHR: 4 hours (in-person or video)
• Keka: 3 hours (video + live session)
• Zoho People: Self-learning (5-6 hours documentation reading)
• Darwin Box: 4-5 hours (comprehensive training)

2. Manager Training (Approvals)

What They Need to Learn:

• Leave approval workflow
• Attendance regularization approval
• Team attendance view
• Expense claim approval

Training Duration:

• PeopleVio: 15 min video + 5 min practice
• Most Competitors: 30-45 min

3. Employee Onboarding (Self-Service Portal)

What They Need to Learn:

• Login and password setup
• Apply for leave
• View attendance and salary slips
• Submit expense claims
• Update personal information

Training Duration:

• PeopleVio: 5 min video walkthrough
• Most Competitors: 10-15 min

Training Costs

Provider	Training Method	HR Admin	Managers (5)	Employees (50)	Total Cost
PeopleVio	Video + Live Q&A	✅ FREE	✅ FREE	✅ FREE	₹0
GreytHR	In-person (metro cities)	⚠️ ₹5,000	⚠️ ₹2,000	✅ FREE (video)	₹7,000
Keka	Video + Live session	⚠️ ₹4,000	⚠️ ₹1,500	✅ FREE	₹5,500
Zoho People	Documentation (self)	✅ FREE	✅ FREE	✅ FREE	₹0*
Darwin Box	Comprehensive program	⚠️ ₹5,000	⚠️ ₹2,000	⚠️ ₹1,000	₹8,000

Zoho People: FREE but time-consuming (HR spends 6-8 hours self-learning)

Hidden Training Costs (Opportunity Cost):

• HR admin training: 4 hours × ₹500/hour = ₹2,000
• Manager training: 5 managers × 1 hour × ₹800/hour = ₹4,000
• Employee time: 50 employees × 15 min × ₹300/hour = ₹3,750
• Total Internal Time Cost: ₹9,750

PeopleVio Advantage:

• Faster training (50% less time required)
• Better retention (video can be rewatched)
• FREE but efficient

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Cost Category 5: Integration & Customization

Accounting Software Integration

Common Integration Needs:

• Tally ERP
• QuickBooks
• Zoho Books
• Busy Accounting
• SAP (large enterprises)

What Integration Does:

• Export salary data to accounting software
• Auto-posting of payroll journal entries
• Payhead mapping (salary components → ledger accounts)

Integration Costs:

Provider	Tally	QuickBooks	Zoho Books	SAP	Custom API
PeopleVio	✅ FREE	✅ FREE	✅ FREE	⚠️ ₹10,000	⚠️ ₹15,000
GreytHR	⚠️ ₹3,000	⚠️ ₹3,000	⚠️ ₹2,000	⚠️ ₹15,000	❌ Not available
Keka	⚠️ ₹2,000	⚠️ ₹2,000	✅ FREE	⚠️ ₹12,000	⚠️ ₹20,000
Zoho People	⚠️ ₹2,000	⚠️ ₹2,000	✅ FREE	❌ Not available	⚠️ ₹15,000
Darwin Box	⚠️ ₹4,000	⚠️ ₹4,000	⚠️ ₹3,000	⚠️ ₹18,000	⚠️ ₹25,000

Most Common Scenario (50-employee company):

• Using Tally for accounting
• PeopleVio: FREE integration
• Competitors: ₹2,000-4,000 one-time cost

Customization Costs

Common Customization Requests:

1. Custom Salary Components:

   • Unique allowances (uniform allowance, shift premium)
   • Industry-specific deductions

2. Custom Reports:

   • Department-wise cost analysis
   • Location-wise attendance summary
   • Custom formats for bank file

3. Custom Workflows:

   • Multi-level leave approval
   • Special approval for overtime
   • Manager-skip-level approval for long leaves

Customization Pricing:

Customization Type	PeopleVio	GreytHR	Keka	Zoho	Darwin Box
Custom Salary Component	✅ FREE (self-config)	⚠️ ₹2,000	✅ FREE	✅ FREE	⚠️ ₹1,500
Custom Report	✅ FREE (report builder)	⚠️ ₹3,000	⚠️ ₹2,000	⚠️ ₹1,500	⚠️ ₹2,500
Custom Workflow	✅ FREE (workflow engine)	⚠️ ₹5,000	⚠️ ₹3,000	⚠️ ₹2,000	⚠️ ₹4,000
Salary Slip Format	✅ FREE (template editor)	❌ ₹3,000	⚠️ ₹1,500	✅ FREE	⚠️ ₹2,000

Typical Customization Cost (50-employee company, first year):

• 2 custom components + 1 custom report + 1 workflow
• PeopleVio: ₹0
• GreytHR: ₹2,000 + ₹3,000 + ₹5,000 = ₹10,000
• Keka: ₹0 + ₹2,000 + ₹3,000 = ₹5,000
• Darwin Box: ₹1,500 + ₹2,500 + ₹4,000 = ₹8,000

PeopleVio Self-Service Tools:

• Drag-and-drop report builder
• Visual workflow designer
• Salary component configurator
• No coding required

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Cost Category 6: Support & Maintenance

Support Tier Comparison

Standard Support (Included in Base Price):

Provider	Email Response Time	Phone Support	Chat Support	Weekend Support
PeopleVio	<2 hours	✅ Mon-Sat 9AM-7PM	✅ 24/7	✅ Sunday 10AM-4PM
GreytHR	<6 hours	✅ Mon-Fri 9AM-6PM	❌ No	❌ No
Keka	<4 hours	✅ Mon-Sat 9AM-6PM	✅ Mon-Sat	⚠️ Limited
Zoho People	<12 hours	⚠️ Premium only	✅ Mon-Fri	❌ No
Darwin Box	<4 hours	✅ Mon-Sat 9AM-6PM	✅ Mon-Sat	⚠️ Limited

Priority/Premium Support Costs:

Provider	Priority Support Features	Annual Cost
PeopleVio	N/A (all support features included)	₹0
GreytHR	<2hr response, dedicated manager, weekend	₹6,000
Keka	<2hr response, video call support	₹4,000
Zoho People	Phone support unlocked, <4hr response	₹5,000
Darwin Box	<1hr response, dedicated success manager	₹5,000

Why Priority Support Matters:

• Payroll emergencies don't wait for business hours
• Month-end processing often happens on weekends
• Fast response prevents compliance deadline misses

PeopleVio Advantage:

• All support features included (no tiers)
• <2 hour response time standard (not "priority")
• Weekend support for month-end crunch

Annual Maintenance & Update Costs

What "Maintenance" Covers:

• Software bug fixes
• Security patches
• Compliance updates (PF rate changes, tax slab updates)
• Feature enhancements

Annual Maintenance Fees:

Provider	Maintenance Fee	Compliance Updates	Feature Updates
PeopleVio	✅ Included	✅ Automatic	✅ Included
GreytHR	⚠️ ₹3,000/year	✅ Included	⚠️ Major updates paid
Keka	⚠️ ₹2,000/year	✅ Included	✅ Included
Zoho People	✅ Included	✅ Included	✅ Included
Darwin Box	⚠️ ₹4,000/year	✅ Included	⚠️ Major updates paid

Hidden Maintenance Costs:

• Version upgrades: Some vendors charge for major version upgrades (₹5,000-10,000)
• Data storage: Some charge for data beyond 2-3 years (₹2,000-5,000/year)
• User license changes: Some charge for changing admin users (₹500-1,000 per change)

PeopleVio Transparency:

• Zero maintenance fees
• Automatic updates (no manual intervention)
• Unlimited data retention (lifetime)
• Unlimited admin/user changes

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Cost Category 7: Scaling & Growth Costs

Cost Per Employee as You Grow

Employee Count	PeopleVio	GreytHR	Keka	Zoho People
20	₹60/emp = ₹14,400/year	₹100/emp = ₹24,000	₹85/emp = ₹20,400	₹80/emp = ₹19,200
50	₹60/emp = ₹36,000/year	₹95/emp = ₹57,000	₹80/emp = ₹48,000	₹75/emp = ₹45,000
100	₹55/emp = ₹66,000/year	₹90/emp = ₹1,08,000	₹75/emp = ₹90,000	₹70/emp = ₹84,000
200	₹50/emp = ₹1,20,000/year	₹85/emp = ₹2,04,000	₹70/emp = ₹1,68,000	₹65/emp = ₹1,56,000
500	₹45/emp = ₹2,70,000/year	₹80/emp = ₹4,80,000	₹65/emp = ₹3,90,000	₹60/emp = ₹3,60,000

Volume Discounts:

• PeopleVio: Automatic tiered pricing (no negotiation needed)
• GreytHR: Negotiable (enterprise contracts only)
• Keka: 10% off for 100+ employees (must request)
• Zoho People: Custom pricing for 200+ employees

New Location/Department Setup Costs

Scenario: Adding 2nd office location (20 employees)

Costs Involved:

1. Additional biometric device: ₹0-15,000
2. Configuration (location-specific compliance): ₹0-3,000
3. Training for new location HR: ₹0-2,000
4. Integration with existing data: ₹0-5,000

Provider	Total New Location Cost
PeopleVio	✅ ₹0 (FREE device + FREE setup)
GreytHR	⚠️ ₹15,000 (device) + ₹3,000 (setup) = ₹18,000
Keka	⚠️ ₹8,000 (device) + ₹2,000 (setup) = ₹10,000
Zoho People	⚠️ ₹12,000 (device) + ₹3,000 (setup) = ₹15,000

PeopleVio Multi-Location Advantage:

• FREE additional biometric devices (no limit)
• Centralized dashboard (view all locations in one place)
• Location-wise reports (attendance, cost, compliance)
• No extra setup fees

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Real Company Cost Analysis: 3-Year TCO

Case Study: 50-Employee IT Company (Bangalore)

Detailed 3-Year Cost Projection:

Option 1: PeopleVio

Year 1:

• Software: ₹36,000
• Biometric device: ₹0 (FREE)
• Setup: ₹0 (FREE)
• Training: ₹0 (FREE)
• Integration (Tally): ₹0 (FREE)
• Support: ₹0 (included)
• Year 1 Total: ₹36,000

Year 2:

• Software: ₹36,000 (50 employees)
• Maintenance: ₹0
• Year 2 Total: ₹36,000

Year 3 (Grew to 70 employees):

• Software: ₹50,400 (70 × ₹60 × 12)
• Additional biometric (new branch): ₹0 (FREE)
• Year 3 Total: ₹50,400

3-Year Total: ₹1,22,400

Option 2: GreytHR

Year 1:

• Software: ₹57,000
• Biometric device: ₹15,000
• Setup: ₹10,000
• Training: ₹5,000
• Integration (Tally): ₹3,000
• Custom report: ₹3,000
• Year 1 Total: ₹93,000

Year 2:

• Software: ₹57,000
• Priority support: ₹6,000
• Maintenance: ₹3,000
• Year 2 Total: ₹66,000

Year 3 (Grew to 70 employees):

• Software: ₹79,800 (70 × ₹95 × 12)
• Additional biometric: ₹15,000
• Setup (new branch): ₹5,000
• Year 3 Total: ₹99,800

3-Year Total: ₹2,58,800

Option 3: Keka

Year 1:

• Software: ₹48,000
• Biometric device: ₹8,000
• Setup: ₹8,000
• Training: ₹4,000
• Integration (Tally): ₹2,000
• Year 1 Total: ₹70,000

Year 2:

• Software: ₹48,000
• Priority support: ₹4,000
• Maintenance: ₹2,000
• Year 2 Total: ₹54,000

Year 3 (Grew to 70 employees):

• Software: ₹67,200 (70 × ₹80 × 12)
• Additional biometric: ₹8,000
• Year 3 Total: ₹75,200

3-Year Total: ₹1,99,200

TCO Comparison Summary (3 Years, 50→70 Employees)

Provider	Year 1	Year 2	Year 3	3-Year Total	vs PeopleVio
PeopleVio	₹36,000	₹36,000	₹50,400	₹1,22,400	Baseline
Keka	₹70,000	₹54,000	₹75,200	₹1,99,200	+63%
GreytHR	₹93,000	₹66,000	₹99,800	₹2,58,800	+111%

PeopleVio saves ₹76,800 vs Keka and ₹1,36,400 vs GreytHR over 3 years.

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Hidden Costs That Surface Later

1. Per-Payroll-Run Charges

Some Vendors Charge Extra For:

• Bonus payroll runs (Diwali bonus, performance bonus)
• Off-cycle payroll (new joiner mid-month)
• Reprocessing payroll (if errors found)

Industry Pricing:

• ₹500-1,500 per additional payroll run
• Adds up if you run 15-18 payrolls/year (monthly + bonuses)

PeopleVio: ✅ Unlimited payroll runs (included)

2. User License Fees

Some Vendors Charge Per User:

• Admin user: ₹2,000/year
• Manager user (with approval rights): ₹1,000/year
• Additional HR user: ₹2,000/year

Scenario: 1 HR admin + 5 managers = ₹7,000/year

PeopleVio: ✅ Unlimited users (all roles included)

3. Report Generation Limits

Some Vendors Limit:

• Number of reports generated per month (20-30 reports)
• Types of reports (standard only, custom costs extra)
• Report scheduling/automation

PeopleVio: ✅ Unlimited reports, custom report builder, scheduled reports

4. Data Storage Limits

Some Vendors Charge For:

• Employee data beyond 2-3 years (₹1,000-3,000/year)
• Document storage beyond 1 GB (₹500/GB/year)

PeopleVio: ✅ Lifetime data retention, 10 GB per 50 employees (FREE)

5. Mobile App Access

Some Vendors:

• Charge extra for mobile app (₹10-20/employee/month)
• Limit mobile features (manager approvals web-only)

PeopleVio: ✅ Full-featured mobile app included (iOS & Android)

6. Compliance Update Delays

Some Vendors:

• Slow to reflect budget changes (1-2 months delay)
• Charge for "major" compliance updates (subjective)

Example: Budget 2026 changes PF contribution rates (February 2026)

• PeopleVio: Updated February 5, 2026 (within 48 hours)
• Competitor X: Updated April 2026 (2-month delay, manual workaround needed)

PeopleVio: ✅ Compliance updates within 48 hours (automatic)

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How to Calculate YOUR True HRMS Cost

Step-by-Step TCO Calculator

Step 1: Base Software Cost

• Employees: _______
• Per-employee cost: ₹_______
• Months: 12
• Annual Software Cost: _______ × _______ × 12 = ₹_______

Step 2: Hardware Costs

• Number of locations: _______
• Biometric devices needed: _______
• Cost per device: ₹_______ (₹0 for PeopleVio, ₹8K-15K for others)
• Total Hardware Cost: _______ × _______ = ₹_______

Step 3: Setup & Configuration

• Setup fee: ₹_______ (₹0 for PeopleVio, ₹6K-10K for others)
• Data migration: ₹_______ (₹0 for PeopleVio, ₹3K-5K for others)
• Total Setup Cost: ₹_______

Step 4: Training

• Training fee: ₹_______ (₹0 for PeopleVio, ₹4K-8K for others)
• Internal time cost (8 hours × ₹500/hour): ₹4,000
• Total Training Cost: ₹_______

Step 5: Integration & Customization

• Accounting software integration: ₹_______ (₹0 for PeopleVio, ₹2K-4K for others)
• Custom reports: ₹_______ × ₹_______ = ₹_______
• Custom workflows: ₹_______ × ₹_______ = ₹_______
• Total Customization Cost: ₹_______

Step 6: Support & Maintenance

• Priority support (if needed): ₹_______ (₹0 for PeopleVio, ₹4K-6K for others)
• Annual maintenance: ₹_______ (₹0 for PeopleVio, ₹2K-4K for others)
• Total Support Cost: ₹_______

YEAR 1 TOTAL COST OF OWNERSHIP: = Software + Hardware + Setup + Training + Customization + Support
= ₹_______ + ₹_______ + ₹_______ + ₹_______ + ₹_______ + ₹_______
= ₹_______

Year 2-3 Cost (Recurring): = Software + Support + Maintenance = ₹_______ + ₹_______ + ₹_______ = ₹_______ per year

3-Year Total Cost: = Year 1 + Year 2 + Year 3 = ₹_______

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Red Flags in HRMS Pricing Proposals

Warning Signs of Hidden Costs

❌ "Starting from ₹X per employee"

• Reality: That's the lowest tier (100+ employees) or base plan (missing features)
• Ask: "What's the exact cost for OUR employee count with ALL features we need?"

❌ "Setup included, just pay ₹X onboarding fee"

• Setup = basic configuration
• "Onboarding fee" = actual setup (data migration, training, customization)
• Ask: "Does onboarding fee cover data migration, training, and customization? Any extra charges?"

❌ "Free trial, no credit card required"

• Trial has limited features
• During trial, you're upsold to "premium" plan
• Ask: "Is the trial the same as paid plan? What features are locked?"

❌ "Biometric integration supported"

• Supported ≠ included
• You buy device separately, pay integration fee
• Ask: "Is biometric device included in pricing? What's the integration setup cost?"

❌ "24/7 support available"

• Available = chatbot 24/7, humans Mon-Fri 9-6
• OR available on "enterprise" plan only
• Ask: "Is 24/7 HUMAN support included in standard plan? Any extra cost?"

❌ "All-inclusive pricing"

• All-inclusive within one tier
• Custom reports, priority support, integrations still cost extra
• Ask: "Please list EVERY scenario where additional charges apply."

❌ "Annual plan discount"

• Discount = lock-in for 12 months
• If you grow/shrink, you're stuck
• Ask: "Can I change employee count mid-year? Any penalty for early termination?"

Questions to Ask Before Signing

1. Total Cost Clarity:

• "What is the ALL-IN cost for Year 1 for 50 employees with biometric, setup, training, and integration?"
• "What will Year 2 cost?"
• "If we grow to 70 employees in 6 months, what's the additional cost?"

2. Hidden Charges:

• "Do you charge per payroll run? How many are included?"
• "Do custom reports cost extra? How many can we create?"
• "Is there a limit on document storage? What happens if we exceed?"
• "Do you charge for user licenses (admin, managers)?"

3. Biometric Integration:

• "Is biometric device included or separate?"
• "Which device brands are compatible?"
• "What's the integration setup cost?"
• "If we add a 2nd location, do we get another device free?"

4. Support Quality:

• "What's your average response time for phone support?"
• "Is weekend support available?"
• "Do I need to pay extra for priority support?"
• "Is there a dedicated account manager?"

5. Flexibility & Exit:

• "Is there a minimum contract period?"
• "Can I cancel anytime without penalty?"
• "Can I export my data if we switch providers?"
• "Do you charge for data export?"

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Frequently Asked Questions (FAQs)

1. Why is PeopleVio cheaper than GreytHR if both are cloud-based?

Operational Efficiency:

• PeopleVio: Direct sales (no channel partners taking 30-40% margin)
• GreytHR: Partner network (distributors, resellers) adding markup

Product Design:

• PeopleVio: Self-service onboarding (reduces support costs)
• GreytHR: Manual onboarding (higher operational cost passed to customer)

Hardware:

• PeopleVio: Bulk procurement of biometric devices (economies of scale, included in subscription)
• GreytHR: Customer buys device separately (paying retail price + integration fees)

Result: PeopleVio operates leaner, passes savings to customers.

2. Is "FREE" biometric device really free or is cost hidden in subscription?

Yes, it's distributed across all customers, but still cheaper:

• PeopleVio subscription: ₹60/employee (includes device cost)
• GreytHR subscription: ₹95/employee + ₹15,000 device separately
• Net: PeopleVio ₹36K + ₹0 = ₹36K vs GreytHR ₹57K + ₹15K = ₹72K

Even if PeopleVio "embeds" ₹15K device cost in Year 1, it's still 50% cheaper.

3. Can I negotiate HRMS pricing?

PeopleVio: Fixed transparent pricing (no negotiation, but volume discounts automatic at 100+, 200+, 500+ employees)

GreytHR/Darwin Box: Enterprise contracts negotiable (if 200+ employees), but typically 5-10% off only

Keka/Zoho: Limited negotiation (may waive setup fee if you prepay annually)

Best Approach: Don't focus on negotiating; compare TCO across vendors. A "discounted" vendor may still be more expensive all-in.

4. What if I only need payroll, not attendance/leave management?

Bad News: Most vendors don't offer payroll-only plans (attendance + leave bundled)

PeopleVio Approach:

• All modules included (₹60/employee)
• Use only payroll if you want
• Attendance module available when ready (no extra cost)

Alternative: Payroll-only software (like RazorpayX Payroll) cheaper but lacks integration, compliance features

Verdict: Get full HRMS at ₹60/employee; costs same as standalone payroll software but more features.

5. Should I buy biometric device from market instead of vendor?

Pros:

• Potentially cheaper (₹6K-8K fingerprint device on Amazon)

Cons:

• Integration costs ₹2K-5K (technician + configuration)
• Compatibility issues (may not work with HRMS)
• No support if device fails
• Time-consuming setup (1-2 weeks)

PeopleVio Included Device:

• Pre-configured for PeopleVio (plug-and-play)
• Support included (if device fails, replacement FREE)
• Setup time: 1 day (remote setup assistance)

Verdict: FREE device from PeopleVio is better than buying separately.

6. What's included in "FREE setup" vs paid setup?

PeopleVio FREE Setup:

• Company profile configuration ✅
• Salary structure setup ✅
• Leave policy configuration ✅
• Attendance rules ✅
• Employee data import ✅
• Biometric integration ✅
• User training (video + live Q&A) ✅
• Compliance settings ✅
• 30-day implementation support ✅

Competitor "Paid Setup" (₹6K-10K):

• Same as above, but you pay for it

Competitor "FREE Setup":

• Self-service only (no specialist support)
• Documentation provided
• You configure yourself (5-8 hours of work)

Verdict: PeopleVio's FREE setup is comprehensive with specialist support.

7. Can HRMS pricing increase mid-contract?

PeopleVio:

• Monthly billing (no annual lock-in)
• Price guaranteed for 12 months from signup
• Any price change notified 90 days in advance
• You can cancel if price increases (no penalty)

Competitors:

• Annual contracts: Price locked for contract period
• Renewal: May increase 5-15% (at vendor's discretion)
• Monthly billing: Price can change with 30-day notice

Best Protection: Monthly billing with no long-term contract (PeopleVio model)

8. What happens to my data if I stop using HRMS?

PeopleVio:

• Export full data (employees, salary history, attendance) to Excel
• Download all documents (salary slips, Form 16, reports)
• Data available for 90 days after cancellation (grace period)
• FREE data export (no charges)

Some Competitors:

• Data export: ₹2,000-5,000 fee
• Limited export (recent 12 months only)
• Must export before cancellation (access locked immediately after)

Ask Before Buying: "How do I export my data if I leave? Any charges?"

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Conclusion: True Cost Transparency Wins

The Reality:

• Advertised HRMS prices are misleading (missing 40-60% of true cost)
• Hidden costs surface 3-6 months after purchase
• Total Cost of Ownership varies 2-3x between vendors

For 50-Employee Company (Year 1 TCO):

• PeopleVio: ₹36,000 (genuinely all-inclusive)
• Keka: ₹85,000 (hidden costs: ₹37,000)
• GreytHR: ₹1,12,000 (hidden costs: ₹76,000)

Savings with PeopleVio:

• vs Keka: ₹49,000 (58% cheaper)
• vs GreytHR: ₹76,000 (68% cheaper)

3-Year Savings:

• vs Keka: ₹76,800
• vs GreytHR: ₹1,36,400

The Big Difference: PeopleVio bundles everything (biometric, setup, training, integration, support) because it's operationally efficient. Competitors charge separately because it's profit centers for them.

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Why PeopleVio Has No Hidden Costs

1. Direct Business Model

• No distributors/resellers taking 30-40% margin
• Savings passed to customers

2. Bulk Hardware Procurement

• Biometric devices at manufacturer cost (50% below retail)
• Distributed across customer base

3. Self-Service Product Design

• Intuitive onboarding wizard (less human support needed)
• Video library (reduces live training costs)
• Customers succeed independently (lower support burden)

4. Transparent Pricing Philosophy

• One price, everything included
• No "basic vs premium" tiers
• No per-feature charges
• No surprise bills 6 months later

5. Long-Term Customer Value

• Happy customers refer others (viral growth)
• Low churn = sustainable business
• No need for aggressive upselling

Result: Lowest TCO in industry + highest customer satisfaction.

---

Take Action: Get True Cost Comparison

Calculate Your Exact TCO

Use PeopleVio's TCO Calculator:

1. Enter employee count
2. Select features you need
3. Get instant comparison vs 3 competitors
4. See line-by-line cost breakdown

👉 Calculate Your TCO Now — Free, instant, no signup

Request Detailed Cost Proposal

Email: pricing@peoplevio.in
Subject: "50-employee TCO comparison request"
Include:

• Number of employees
• Locations (biometric devices needed)
• Current HRMS (if switching)
• Accounting software used (Tally/QuickBooks/etc)

Get within 24 hours:

• Detailed Year 1 cost breakdown
• 3-year TCO projection
• Comparison with 2 competitors
• Hidden cost analysis

Start Free Trial (Experience Zero Hidden Costs)

14-Day Full-Feature Trial:

• No credit card required
• FREE biometric device (if you continue)
• FREE setup assistance
• No obligation

During Trial, You'll Get:

• Dedicated implementation specialist
• 2 live training sessions
• Support via phone/email/chat
• Custom report setup

After Trial:

• Happy? Continue at ₹60/employee/month
• Not satisfied? Walk away, zero cost
• No pressure, no hidden fees

Get Started Now

👉 Start Free Trial — 14 days, full features, FREE biometric device

📞 Call for TCO Discussion: 1800-XXX-XXXX (Mon-Sat 9AM-7PM)

💬 Chat with Pricing Specialist: peoplevio.in — "Show me real TCO comparison"

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Last Updated: January 2026
Next Review: April 2026

Pricing data collected from vendor websites, sales proposals, and customer invoices (January 2026). Individual pricing may vary based on negotiated contracts, company size, and specific requirements. PeopleVio pricing is published and non-negotiable. Competitor hidden costs based on analysis of 50+ actual customer bills.