Title: Entexis HR — Custom HR Software with AI for Indian Companies with Employees & Consultants Client: Entexis Systems (Internal) Industry: Internal Operations URL: https://entexis.in/case-studies-saas-development-company/entexis-hr-system-internal-operations-platform --- One platform for employees and consultants. Calendar-day Loss of Pay. CGST/SGST invoicing. Auto-published payslips. India compliance built in — at ₹0/month. The Problem Space ## The Consultant-Shaped Hole in Every HR Tool We Trialled Our workforce is two populations. Salaried employees on payroll. Independent consultants on retainers. Every HR tool we tested was built around only the first one. Consultants ended up in a separate spreadsheet, invoices drafted in Word, GST split by guesswork, payslips generated by the payroll tool but invoices by whoever remembered. Two workforces, three tools, zero source of truth. Meanwhile, we were shipping custom HR systems for clients. The irony of running our own on scattered tools was becoming hard to ignore. So we built what the market kept missing — one platform that treats employees and consultants as first-class citizens of the same system, with Indian statutory compliance built in from day one. 6 Weeks Build & Launch From first schema sketch to employees receiving their payslips. Built alongside client work — not in a silo. 2 Populations Employees + Consultants, Unified One platform for salaried staff and independent consultants. Different tax logic, different payment flows, one unified workforce view. 5 Engines PF · ESI · PT · TDS · GST Every statutory calculation India requires, built natively — not bolted on. Calendar-day Loss of Pay, quarterly paid leave, CGST/SGST vs IGST automation. "We don't recommend tools we wouldn't build for ourselves." — The Entexis Thesis The Impact ## From Scattered Tools to OneHR Platform We built this platform because we were the client who needed it. Here is what shifted once scattered tools were replaced with one system. ₹0/mo HR Software Cost, in Perpetuity No per-seat pricing. No licence renewal. Every new hire adds zero to the HR budget. The cost curve is flat, not linear. ~2 hr Full Payroll Cycle, Month-End From month-end to employees receiving payslips. Down from 2–3 days of spreadsheet work and manual PDF emails. 100% Workforce Coverage — Both Populations Employees and consultants in one system. No parallel spreadsheet for the "other half" of the workforce. Zero "What Is My Leave Balance?" Queries Employees self-serve. The message has disappeared from our team chat entirely. Full Paper Trail From Offer Letter to Relieving Letter — One System Offer letters, appointment letters, payslips, GST invoices, experience letters, relieving letters — every HR document an employee or consultant needs is generated and stored from one platform. No Word templates with wrong dates. No PDF archives scattered across drives. The complete paper trail, in one place. Before Leave on WhatsApp. Salary in a spreadsheet with a wrong 26-day divisor. Consultants in a separate folder, invoices in Word, GST split by guesswork. After Leave applied and approved in one place. Calendar-day Loss of Pay correct to the rupee. Consultants first-class citizens with CGST/SGST/IGST automatic. What It Unlocked Compliance moved from risk to default. Board reporting became instant. Every client conversation about HR software got sharper. How It Works ## From Onboardingto Payslip Four stages. One platform. Every step of the employee and consultant lifecycle — without a spreadsheet in sight. 01 ### Onboard Full profile with government IDs, bank details, salary structure, and document uploads. Separate flows for employees and consultants, but one unified workforce record. - 02 ### Track Leaves, approvals, notice periods, revisions, exits. Quarterly paid leave with auto paid/unpaid determination and full calendar visibility. 03 ### Pay One-click salary generation. Calendar-day Loss of Pay. PF, ESI, PT, TDS computed automatically. Consultants paid with CGST/SGST or IGST invoices — whichever applies. 04 ### Deliver Payslips auto-published to employees. GST invoices generated for consultants. Every document stored in one place and searchable. Platform Features ## Built by Entexis.For Entexis. Every feature exists because we hit the wall ourselves — not because a spec document imagined it. This is the system that runs our payroll every month. Feature 01 ### Employee Management with Full Lifecycle Profiles, employment, salary structure, bank details, tax records, document uploads, revision history, exit flow. Every data point an HR team needs, in one canonical record per person. Employee Record Fields CoreName, code, designation, department, DOJ GovPAN, UAN, Aadhaar, bank + IFSC SalaryBasic · HRA · Special · Other · PF/ESI/PT DocsOffer, appointment, revisions, NDAs Feature 02 ### Leave System with Quarterly Paid Balance 3 paid leaves per quarter, available day one. Auto paid/unpaid determination. Half-day and short-leave support with session tracking. Sudden Fri/Mon rule prevents the long-weekend pattern. One-click cancel on the calendar. Leave Balance — Current Quarter 3 Paid leaves earned 2 Used this quarter PaidWithin quarterly balance UnpaidBalance exhausted · Sudden Fri/Mon Feature 03 ### Salary Engine with Calendar-Day Loss of Pay Loss of Pay calculated on actual calendar days (28, 29, 30, or 31), not a fixed 26-day divisor. Basic, HRA, Special, Other. PF employer/employee, ESI employer/employee, Professional Tax by state, TDS on salary. One-click run for the whole month. Calendar-Day Loss of Pay Correct method Monthly salary ÷ days-in-month × unpaid days What most tools do Monthly salary ÷ 26 — overpays in Feb, underpays in months with 31 days Per-rupee accuracy every month. Zero argument about "why is my Loss of Pay different from last month". Feature 04 ### Consultant Management — The Second Population Consultant profiles with GST registration state, PAN, bank details, contracts. Live alongside employees in one system. Reportable as one workforce, tracked separately where compliance demands it. Consultant Record Fields TaxGSTIN, state of registration, PAN TermsRetainer, per-project, hybrid DocsContract, NDA, PAN/GST certificates PayBank, payment history, TDS records Feature 05 ### Consultant Payments with Correct GST Logic Determines CGST+SGST (intra-state) vs IGST (inter-state) automatically based on stored GST registration states. Generates compliant invoices. TDS under Section 194J or 194C depending on engagement type. Automatic GST Split Logic Same state CGST 9% + SGST 9% — two line items on the invoice Different states IGST 18% — single line item, correct ITC treatment Zero manual selection. Zero wrong split. Zero quarterly reconciliation pain. Feature 06 ### Document Management Offer letters, appointment letters, revision letters, appraisals, contracts, NDAs. Uploaded against the employee or consultant record. Download anytime with original filename. Missing-document warnings flag gaps on view pages. Document Types Supported OfferOffer & appointment letters RevisionAnnual increments, role changes AppraisalPerformance review letters LegalNDAs, contracts, PAN/Aadhaar Feature 07 ### Role-Based Access Control Four roles: Owner, Admin, HR Manager, and Employee. Granular permissions — HR managers see everything, employees see only themselves. Owners delegate without oversharing. Built so sensitive data stays sensitive. Role Matrix OwnerFull access · delegation AdminAll modules · system settings HR ManagerEmployees, leaves, payroll, documents EmployeeOwn record · apply leave · payslips Feature 08 ### Self-Service Employee Dashboard Employees check their own leave balance, apply leave, download payslips, view documents, see revision history. No HR ticket needed. No email chain. Answers them before they ask. Employee Self-Service Actions Live Leave balance, any time Auto Payslip publish on salary run The "what's my balance?" message has disappeared from team chat entirely. Feature 09 ### Workforce Document Automation Four letter types generated from live employee data — Experience, Relieving, Salary Revision (with Increment / Promotion / Both variants), and Salary Certificate for loans and visas. Gender-aware pronouns, title-prefix stripping (Mr./Ms./Shri/Smt.), tense that switches for active vs exited staff, company stamp composited over a rotated signature, all rendered to a single A4 page. Employees can request letters from their portal; HR issues with one click; every issuance is logged. Four Letter Types — On Demand Any timeExperience letter — active or exited Loans / VisaSalary Certificate with breakdown On revisionPromotion & hike letters with table On exitRelieving with F&F + No Dues clauses Every issuance logged. Reprints idempotent. Employees request, HR issues. Feature 10 ### AI Resume Screening — Candidate vs Job, Scored in Seconds Every applicant’s resume is screened against the job description and scored 0–100 with a verdict (Strong, Interview, Borderline, Weak), a one-line summary, three resume-grounded strengths, and two gaps. A hard-blocker rule catches core domain mismatches, wrong experience bands, and location or work-mode conflicts — capping the score so they never sneak into a shortlist. Manual-trigger only, so zero tokens are spent on applications the team never reviews. Results are stored and shown next to each applicant; one click to re-score if the JD changes. Resume Fit — Scored Against the JD 92Strong fit — 16+yr PPC, location match, all skills 74Worth interviewing — strong base, one gap learnable 52Borderline — transferable skills, real gaps 28Hard blocker — domain mismatch capped at 35 ~5 seconds per resume. Results stored, never re-spent. Under the Hood ## A Closer Look atWhat Powers the Platform Deep Dive 01 ### Calendar-Day Loss of Pay Calculation Most HR tools divide monthly salary by a fixed 26 days to compute the Loss of Pay rate. It is a shortcut that quietly overpays the employer and underpays the employee — or vice versa — depending on the month. The correct method divides by the actual calendar days in the pay period. Loss of Pay Per-Day Rate — Same Salary, Different Months Feb 28 days Salary ÷ 28 Highest daily rate. Shortest month, fewest divisors. Apr 30 days Salary ÷ 30 Standard month. Mid-range daily rate applied. May 31 days Salary ÷ 31 Lowest daily rate. Longest month, most divisors. What tools do WRONG Salary ÷ 26 Fixed divisor. Accurate for no month. No legal basis. Exact per-rupee Loss of Pay every month, every employee - Zero arguments about "why is Loss of Pay different from last month" - Reason recorded per unpaid day — visible on the salary screen - Consistent with India labour-law guidance on monthly wage deduction - Deep Dive 02 ### CGST/SGST vs IGST for Consultants GST treatment for a consultant payment depends on whether both parties are registered in the same state. Same 18% total, different line items, different accounting. The system checks the stored registration states and produces the right split automatically. How the Split Is Decided SAME STATE CGST 9%  ·  SGST 9% Two line items on invoice State tax credit + central tax credit Example: Punjab → Punjab DIFFERENT STATES IGST 18% Single line item on invoice Inter-state tax credit only Example: Punjab → Karnataka Zero manual selection — logic runs at invoice generation time - Quarterly GST reconciliation becomes a non-event - Supports TDS under 194J (professional) and 194C (contract) - Invoice-ready PDFs generated, consultant-addressed, downloadable - Deep Dive 03 ### Quarterly Paid Leave with Auto Paid/Unpaid Three paid leaves per quarter, granted day one. When leave is applied, the system checks the remaining balance. Within balance means paid. Exhausted means auto-unpaid and fed into Loss of Pay. A separate rule catches the sudden Fri/Mon long-weekend pattern. Quarterly Balance Logic Leave 1 & 2 Paid Within 3-leave quarterly balance. Zero salary impact. Leave 3 Paid (last one) Exhausts the quarterly balance. Still paid. Counter resets next quarter. Leave 4+ Auto-Unpaid Balance exhausted. Fed into Loss of Pay. Reason recorded on salary screen. Fri/Mon Exception Same-day sudden leaves on Friday or Monday are auto-unpaid unless HR ticks the override when approving. Prevents the long-weekend abuse pattern. Employees see live balance on their dashboard — no HR query needed - Paid/unpaid classification happens on apply, not on payroll day - Half-day and short leaves (0.5 days) supported with session tracking - HR can cancel approved future leaves with one click from the calendar Deep Dive 04 ### Dual-Population Architecture The defining choice. Employees and consultants live in separate tables with different shapes — salary structures vs retainer rates, PF/ESI vs GST, payslips vs invoices. But they roll up to one unified workforce view, one reporting layer, one permissions model. Employee vs Consultant — Same System, Different Shapes EMPLOYEE Salary structure (Basic, HRA, etc.) PF, ESI, Professional Tax, TDS Monthly payslip (PDF) Leave balance & Loss of Pay tracking Section 192 income tax CONSULTANT Retainer / per-project rate GST (CGST+SGST or IGST) & TDS GST invoice (PDF) Payment history & reconciliation Section 194J or 194C TDS One Workforce View Dashboards, headcount reports, and compliance rollups show both populations in a unified view. Role-based access controls who sees what. - No parallel spreadsheet for consultants anymore - Reports answer "total workforce cost" across both populations - Compliance applies the right rules for each population automatically - A pattern that extends to multi-entity and multi-currency next - Deep Dive 05 ### Auto-Published Payslips & Self-Service Download The old way: HR generates salary, then manually reviews each payslip, then clicks "issue" to release each one to the employee, then emails PDFs one by one. Four steps, all manual. The new way: generate and publish happen in one action — employees download the moment salary is ready. Payslip Cycle — Before vs After BEFORE Generate salary Review each row manually Issue each payslip Email each PDF Follow up on "didn't get it" AFTER Generate salary (auto-published) Employee sees payslip instantly Downloads on demand Any month, any time No HR ticket Payslips auto-publish the moment salary is generated - Employees download directly from their dashboard — past months included - Branded PDF with full earnings/deduction breakdown and employer details - Admin can still download, print, or re-generate any month on demand Deep Dive 06 ### Leave Workflow — Notifications, Approval, Cancel Leave is not just a form. It is a workflow — apply, notify, approve, notify back, track on calendar, cancel if plans change. Every state transition is handled in-system with notifications to the right party, so nothing falls through the cracks. Leave Lifecycle States Step 1 Apply Employee submits. Overlap check runs. HR gets a notification. Step 2 Approve HR approves or rejects. Review note optional. Employee notified. Step 3 Track Approved leaves appear on the calendar for everyone with access. Step 4 Cancel Plans changed? HR clicks × on any future date. Leave splits correctly. - In-app notifications for every state change (apply, approve, cancel) - Overlap prevention — cannot apply for dates already on approved leave - Team calendar shows everyone's approved + pending leaves - Per-day cancel on calendar — splits multi-day leaves cleanly Deep Dive 07 ### Four-Role RBAC with Route-Level Enforcement HR data is sensitive — salaries, bank details, PAN/Aadhaar, medical leaves. Not everyone in the admin panel should see everything. Four roles, each with a crisp permission boundary, enforced at every route by middleware — not by UI hiding. Role → Permission Matrix OWNER Full access to every module Can delegate roles to others System-wide settings Final sign-off on payroll ADMIN All HR modules System settings (non-owner) Employee + consultant CRUD Payroll generation HR MANAGER Employees, leaves, payroll Documents + revisions Leave approval + cancel No system settings EMPLOYEE Own profile & documents Apply / withdraw leave Download own payslips See own revision history - Middleware enforces role on every HR route — not just UI hiding - Employees can never see another employee's salary or documents - Owners delegate HR Manager role without surrendering system control - Audit logging tracks sensitive actions (salary edit, leave cancel, delete) Deep Dive 08 ### Letter Requests & Self-Service Issuance HR documents are high-touch and time-sensitive. A home-loan disbursement on the 25th depends on a salary certificate delivered on the 24th. A relieving letter that goes out the day after the last working day is table stakes. The Entexis HR platform turns this into a two-sided workflow with a full audit trail — not a chain of WhatsApp messages and forwarded Word files. Four Letter Types — Each With Its Own Flow Experience Any time Requestable Tense auto-switches for active vs exited staff. Reason required. Salary Cert. Loans / visa Requestable Monthly gross in words, annual CTC, salary breakdown table. Revision HR-issued On Hike / Promotion Three narrative variants — Increment, Promotion, Both. Relieving On exit Gated by Exit Date Unlocks on last working day. F&F and No Dues clauses. - Employees request from their portal with a mandatory reason — HR prioritises by urgency - Two-way notifications — HR on new request, employee on issuance or decline - Reprints idempotent — first issuance wins, re-clicks just re-render the same PDF - Every issuance logged — who requested, who issued, when, why, linked to the profile Deep Dive 09 ### AI Resume Screening — With Hard-Blocker Guardrails A recruiter opens a job and has hundreds of applications. Half are off-domain. Some say remote-only while the role is on-site. Some have the wrong experience band entirely. The screener reads every resume against the job description and returns a fit score with the reasoning exposed — so the team focuses on the top of the list and does not spend time triaging noise. Score Bands & What They Mean 85–100 Strong Hire signal Core requirements clearly met. Strong, relevant background. No hard blockers. 65–84 Interview Worth a call Most requirements met. Gaps are learnable. No hard blockers. 40–64 Borderline Transferable only Some adjacent skills, meaningful gaps. Review before committing. 0–39 Blocker Capped at 35 Domain mismatch, wrong experience band, or location / work-mode conflict. - Score + verdict + one-line summary + three resume-grounded strengths + two gaps — stored on the application record - Hard-blocker rule caps scores at 35 for core domain, experience, or location / work-mode mismatches — first gap always states the blocker - Manual-trigger only (per applicant, or bulk “Screen Unscored” from the list) — no background spend on resumes the team never reviews - Model-agnostic by design — routed through the same AI foundation that powers the Entexis chatbot, easy to swap providers as cost and quality evolve Technology Stack ## What Powers the Platform Node.js + Express Backend server handling routes, sessions, file uploads, and payroll generation. The same stack every Entexis platform runs on. Backend EJS Templates Server-rendered views. Fast first paint, SEO-clean, no build toolchain. The admin panel runs on the same engine as the public site. Frontend MySQL Relational data with strict schemas for employees, consultants, leaves, salary runs, documents, and notifications. Database Multer + Local Storage Document uploads with size limits and type validation. Organised per-employee folder structure on disk. Files PDF Generation Server-side PDF rendering for payslips and GST invoices. Branded, itemised, one-click download for employees and consultants. Output Session + RBAC Express-session with MySQL store. Four-role permissions enforced at every route with middleware checks. Security What's Next ## Where This PlatformCan Go From Here A platform like this is built to extend. Here is where the technology can go next — each one a natural evolution of what already exists. Live ### Employee + Consultant Core Both populations unified under one workforce view. Documents, contracts, revisions, and history all stored per record. Live ### Payroll + GST Engine Calendar-day Loss of Pay, PF/ESI/PT/TDS, CGST/SGST vs IGST consultant invoicing. Auto-issued payslips and invoices. Live ### AI Resume Screening Every applicant scored against the job description in seconds. Verdict, strengths, gaps, and a hard-blocker rule — so off-domain and wrong-location applications never sneak into a shortlist. Next ### AI Leave Assistant Natural-language leave application and balance queries — on the same AI foundation already powering the Resume Screener in production. Ask “how many paid leaves do I have left this quarter?” and get an answer, in context. Next ### Mobile App for Self-Service Native iOS and Android apps for the employee layer. Leave apply, payslip download, document view, approvals — on the go. Next ### Multi-Entity Support Scale the architecture to multiple legal entities across countries. The dual-population pattern extends naturally to multi-currency reporting. Next ### Compliance Calendar & Alerts Automated reminders for PF/ESI filing deadlines, quarterly TDS returns (24Q, 26Q), and state-specific PT schedules. Never miss a filing. ### Need Something Similar? The Entexis HR system runs our own payroll every month — employees, consultants, leaves, GST invoices, compliance. If you are thinking about building your own HR layer, or replacing an HR tool that no longer fits, we can build yours on the same foundation. [Build Something Similar →](/contact-saas-crm-development-company)