HRMS pricing in India: what affects the cost?
HRMS software pricing in India depends on six things: the per-employee rate and base fee, the plan you need, implementation, add-ons, how inactive users are counted, and support. On QkrHR's published pricing, a 200-employee company pays ₹9,000 a month on Essential or ₹17,000 on Foundation, which is ₹45 to ₹85 per employee.
How HRMS Pricing Works In India
Most HR Management Software in India, payroll included, charges a monthly fee that grows with headcount. Vendors package that fee in different ways, and the packaging changes what you pay.
| Pricing model | How it works | What to watch |
| Per employee per month | A fixed rate for every employee on the system | Whether exited, contract, or inactive employees still count |
| Base fee plus per employee | A flat fee covers the first block of employees, then a rate for each extra one | Divide the total by headcount before comparing with per-employee offers |
| Per module | Core HR, payroll, attendance, and performance priced separately | Payroll or compliance sold as add-ons to a low headline price |
| Plan tiers | Each plan unlocks a set of features | A feature you need, such as overtime or several companies, sitting in a higher plan |
| Custom quote | Priced after a call, usually for larger or more complex setups | One-time fees and yearly increases written into the quote |
Six Things That Change What You Pay
1. The per-employee rate and base fee
Headcount drives most of the cost. A base fee spread over more employees lowers the effective rate per person as you grow, so compare the total monthly bill at your headcount, not the headline rate.
2. The plan and modules you need
List the features you can't run without before you look at plans: payroll, overtime, mobile punch, several legal entities, rosters. The cheapest plan that covers all of them is your real price.
3. Implementation and data migration
Some vendors include setup and migration. Others charge a one-time fee or bill training separately. Either way, your own team spends time cleaning data, which is a real cost even when the vendor's part is free.
4. Add-ons
Field-force tracking, biometric devices, integrations with accounting or ERP systems, and SMS or WhatsApp alerts are often priced outside the plan.
5. Inactive, exited, and contract users
Ask how the vendor counts users. Some bill for every record in the system, others only for active employees. Check how an employee who leaves mid-month is counted, and whether contract workers who punch on your devices count as users.
6. Support
Support can be included, limited to email, or sold as a premium tier. For payroll software, ask how fast someone answers on payroll day.
Worked Example: A 200-employee Company
On QkrHR's pricing as published on 9 October 2026, Essential costs ₹3,000 a month for the first 50 users and ₹40 for each additional user. Foundation costs ₹5,000 for the first 50 Users and ₹80 for each additional user.
| Line | Essential | Foundation |
| Base fee, first 50 users | ₹3,000 | ₹5,000 |
| 150 more users × per-user rate | 150 × ₹40 = ₹6,000 | 150 × ₹80 = ₹12,000 |
| Monthly total | ₹9,000 | ₹17,000 |
| Per employee per month | ₹45 | ₹85 |
| Per year | ₹1,08,000 | ₹2,04,000 |
A 200-person company with shift overtime, field staff or more than three legal entities usually needs Foundation, because overtime automation, geofenced mobile punch and unlimited entities sit there.
What It Costs At Other Company Sizes
The same published prices for five headcounts, assuming every employee has a login.
| Employees | Essential / month | Per employee | Foundation / month | Per employee |
| 50 | ₹3,000 | ₹60 | ₹5,000 | ₹100 |
| 100 | ₹5,000 | ₹50 | ₹9,000 | ₹90 |
| 200 | ₹9,000 | ₹45 | ₹17,000 | ₹85 |
| 300 | ₹13,000 | ₹43 | ₹25,000 | ₹83 |
| 500 | ₹21,000 | ₹42 | ₹41,000 | ₹82 |
QkrHR's Plans At A Glance
| Plan | Price | What it adds |
| Essential | ₹3,000/month up to 50 users, then ₹40 per user | Core HR, self-service app, attendance, leave, payroll with a three-stage lock, PF, ESI, PT in 18 states, TDS with Form 16, statutory and CLRA registers, up to 3 legal entities |
| Foundation | ₹5,000/month up to 50 users, then ₹80 per user | Onboarding, geofenced mobile punch, overtime automation, loans and advances, expense and task management, unlimited approval stages and legal entities |
| Growth | Custom quote | Rosters and shift swap, performance management, recruitment, custom reports and analytics |
Statutory compliance is included from Essential onward, and every plan includes dedicated support and free onboarding assistance. Growth is quoted on your number of legal entities, contract labour volume, and integration scope. Field-force tracking (QkrVisit) is a separate product priced by field team size. You can switch plans without losing data. Check current rates on the QkrHR pricing page.
Questions To Ask Every Vendor
- What is the total monthly bill at our headcount, on the plan that has every feature in the demo?
- Is there a one-time setup, migration, or training fee?
- Are PF, ESI, Professional Tax, and TDS included?
- How are inactive, exited, and contract employees counted?
- Which add-ons will we need, and what do they cost?
- What support is included, over which channels, and how fast?
- Is GST included, and how much can the price rise at renewal?
Common Mistakes When Comparing Prices
- Comparing headline per-user rates. A low rate with a high base fee can cost more than a higher flat rate.
- Pricing a lower plan than the one demoed. Vendors often demo their top plan.
- Forgetting contract workers who punch on your devices or receive payslips.
- Leaving out internal time spent cleaning data and training managers.
For a buying checklist at your size, see HRMS for 100–500 employees: what to look for.