Business systems
HR and Payroll Systems
HR and payroll systems are software platforms that manage employee records, attendance, leave, and automatically calculate Kenyan payroll taxes. They combine human-resource functions with payroll processing to produce payslips and enable staff self-service.
By Nexorra Digital, Nairobi · Updated
Key points
- Tracks employee data, leave balances and attendance in one place
- Calculates PAYE, NSSF, SHIF and housing levy according to KRA rules
- Integrates with M-Pesa, KRA eTIMS and WhatsApp Business for notifications
- Generates statutory payslips and stores them digitally
- Supports self-service portal for staff to view records
- Complies with Kenyan tax filing on KRA iTax
What is an HR and payroll system?
An HR and payroll system is a unified software solution that records employee information, manages leave and attendance, and processes payroll in line with Kenyan tax regulations. It replaces manual spreadsheets and reduces errors by automating calculations for PAYE, NSSF, SHIF and the housing levy. The system also produces payslips and offers a portal for staff to view their own data.
How does an HR and payroll system work?
The system stores each employee’s personal and contract details, then records daily attendance and leave requests. When payroll runs, it pulls the data, applies the relevant tax rates and statutory contributions, and generates payslips. It can send notifications via SMS or WhatsApp and post payments directly to bank accounts or M-Pesa wallets.
What are the benefits of an HR and payroll system?
Benefits include accurate tax calculations, faster payroll cycles, reduced paperwork and a single source of truth for employee information. Staff can request leave and view payslips online, improving transparency. Automation also lowers the risk of compliance penalties with KRA and NSSF.
Why should a business use an HR and payroll system?
A business gains consistency, saves time and avoids costly manual errors by automating routine HR and payroll tasks. The system ensures statutory filings are completed correctly, protecting the company from fines. It also provides real-time insights into workforce costs and attendance trends.
How can an HR and payroll system help a business in Kenya?
In Kenya, the system links directly to KRA iTax for PAYE filing, to NSSF for contributions, and can push payment confirmations via M-Pesa. Integration with WhatsApp Business allows instant alerts to staff about payslips or leave approvals. It also supports compliance with local regulations such as the housing levy.
How much does an HR and payroll system cost in Kenya?
The price depends on the number of users, required modules, integration depth and whether the solution is hosted on-premise or in the cloud. Nexorra Digital offers a free discovery call and then provides a written quote tailored to the specific needs of the organisation.
What is the best way to get started with an HR and payroll system?
The best approach is to schedule a free discovery call with Nexorra Digital, discuss your current processes and required integrations, and receive a customised proposal. After agreeing on scope, Nexorra will configure the system, import data and train staff before going live.
How long does it take to set up an HR and payroll system?
Implementation time varies with the size of the workforce and the complexity of integrations such as M-Pesa, KRA eTIMS or WhatsApp. Typically, a basic deployment can be ready within four to six weeks, while larger, highly customised projects may require two to three months.
Who provides HR and payroll systems in Nairobi and Kenya?
Nexorra Digital, based at Viewpark Towers, 15th Floor, Nairobi, designs and implements HR and payroll systems for businesses across Kenya and East Africa. They combine local tax compliance, mobile-money integration and staff self-service features to meet Kenyan regulatory requirements.
Also known as: HR management system, payroll system.
Talk to us about HR and payroll system.
Free discovery call, then a written quote. Based at Viewpark Towers, Nairobi; serving all of Kenya and East Africa.