BetaSuite 360 Online ERP

All Your Employee Records in One Secure Place

Staff profiles. Contracts. Documents. Performance reviews. Role-based access.

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Complete HR & Payroll Management for Kenyan Businesses

PAYE, NHIF, NSSF, NITA auto-calculated — payroll that complies so you don't have to worry

Employee Records & Contracts

Maintain comprehensive digital employee files covering personal details, emergency contacts, employment history, contract terms, qualifications and documents. BetaSuite stores scanned copies of national IDs, PIN certificates, academic certificates and employment contracts — eliminating paper files and making HR audits straightforward. Employee self-service lets staff view and update their own details without HR intervention.

Automated Payroll with Statutory Deductions

Process payroll for any number of employees with automatic calculation of gross pay, PAYE (including the new SHIF rates), NHIF, NSSF Tier I and Tier II, NITA levy and housing levy. BetaSuite applies the correct Kenya Revenue Authority tax bands, personal relief and insurance relief automatically — so every payslip is accurate and every statutory deduction is correctly computed without manual tax table lookups.

Biometric & Mobile Attendance

Record attendance via biometric fingerprint readers, the StaffGo mobile app with GPS geofencing, or manual punch-in at the manager's terminal. Geofencing ensures employees can only clock in when they are physically within the branch perimeter — preventing buddy punching and false attendance records. Late arrivals, early departures and absences are flagged automatically for manager review.

Leave Management & Approval

Manage annual leave, sick leave, compassionate leave, maternity and paternity leave through a structured approval workflow. Employees apply via the StaffGo app or a web form; their direct manager approves or declines with one click. Leave balances update automatically, public holidays are excluded from calculations, and a leave calendar shows team availability to prevent operational gaps.

Performance Management

Set performance targets by employee or job role, record quarterly performance reviews and track achievement against KPIs throughout the year. BetaSuite links performance scores to commission calculations and increment eligibility — creating a transparent, documented process for salary reviews and bonuses that staff can see and management can defend to labour authorities.

Payslips & Statutory Reports

Generate professional payslips in PDF format for every employee after each payroll run. BetaSuite produces PAYE remittance summaries for KRA, NHIF contribution lists, NSSF contribution files in the format required for online submission, and NITA levy schedules. All statutory reports are formatted to match the respective authority's requirements — making monthly compliance filing a quick routine task.

Overtime & Shift Management

Configure overtime rules aligned with Kenya's Employment Act — weekday overtime, weekend rates and public holiday multipliers are applied automatically based on attendance data. Shift schedules are created in BetaSuite and published to employee mobile apps so staff always know their roster. Shift swap requests go through a manager approval workflow with automatic notification to all affected parties.

Sales Commissions & Incentives

Automate commission calculations for sales staff, field agents and resellers based on actual sales data from the POS, sales orders and delivery modules. BetaSuite supports percentage-based commissions, tiered targets, product-specific rates and team commissions — computing the exact amount earned per employee at the end of each period and including it automatically in the payroll run.

How BetaSuite HR & Payroll Works

From employee onboarding to payslip in a structured, compliant workflow

1

Onboard & Record Employees

Create employee profiles with all personal, contract and bank details. Assign job roles, departments and reporting lines. Upload scanned documents and set salary components — basic, allowances, deductions and statutory contributions all configured at onboarding.

2

Capture Attendance Daily

Attendance is captured automatically via biometric readers or the StaffGo mobile app with GPS verification. The system flags anomalies — late arrivals, missed punches, overtime hours — for manager review before payroll is processed.

3

Run & Review Payroll

At month end, run payroll with one click. BetaSuite calculates every statutory deduction, applies leave taken and overtime earned, and produces a payroll register for management approval before payslips are released to employees.

4

Pay Staff & File Returns

Export bank payment files directly to your bank for salary transfers. Generate PAYE, NHIF and NSSF remittance reports. Post payroll to the accounting module automatically — no separate journal entries needed.

Frequently Asked Questions

Yes. BetaSuite applies the current Kenya Revenue Authority PAYE tax bands, personal relief, insurance relief and the new Affordable Housing Levy rates automatically. We update the tax tables whenever KRA changes the rates — so you don't need to manually adjust formulas in spreadsheets. Payslips show the exact PAYE calculation breakdown so employees can verify their own deductions.

Yes. BetaSuite calculates NHIF (Social Health Insurance Fund) contributions at the correct income-based rates, NSSF Tier I and Tier II contributions as per the new NSSF Act, and NITA levy at 0.5% of gross salary per employee. All deductions are tracked per employee per month and consolidated into statutory remittance reports formatted for online submission to each authority.

Employees download the StaffGo mobile app and clock in using facial recognition and GPS location. BetaSuite checks that the GPS coordinates match the employee's assigned branch geofence — a configurable radius around the workplace. If the employee is outside the geofence, the clock-in is flagged as a location exception for manager review. This eliminates buddy punching and ensures attendance records reflect actual presence.

Yes. BetaSuite supports multi-branch HR with employees assigned to specific branches, departments and reporting lines. Managers see attendance, leave and payroll for their own branch only; HR directors see the full organisation. Inter-branch transfers are recorded with effective dates so the employee's history is continuous. Payroll can be run for all branches simultaneously or branch by branch.

Leave balances are calculated based on the employee's contract terms and the Kenya Employment Act entitlements. Annual leave accrues monthly and the running balance is always visible to both the employee and their manager. When leave is approved, the balance reduces automatically. Public holidays are correctly excluded from leave day counts. Leave encashment and carry-forward rules are configurable per employment contract type.

Yes. The StaffGo mobile app gives every employee access to their own payslips, leave balances, leave application history and attendance records. Payslips are available in PDF format for download. Employees can apply for leave and check the status of pending applications directly from their phone — reducing the administrative burden on HR for routine queries significantly.

Yes. BetaSuite supports monthly, bi-monthly, weekly and daily payroll runs. Different employee groups can be on different frequencies — for example, permanent staff on monthly payroll and casual labourers on weekly payroll. Each payroll run produces its own statutory reports and payslips. Historical payroll data is retained indefinitely for audit and reference purposes.

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