HRMS Pricing in India: What You Actually Pay

HRMS pricing in India rarely matches the number on the banner. The bill is built from a base fee, users, add-ons, GST and setup work. This guide helps founders, HR heads and finance teams at Indian SMBs work out the real cost before they sign.

Disclosure: we build OXHRM, so this blog is not neutral. We use OXHRM’s public pricing as the worked example because we can quote it accurately. The checklist and questions work for any HRMS, including ours.

In this guide

1. What HRMS pricing usually hides
2. Cost components checklist
3. Sizing cost by headcount
4. OXHRM plans as a worked example
5. Illustrative monthly math
6. Pricing questions to ask any vendor
7. When a free plan is enough
8. FAQ
9. Sources

What HRMS pricing in India usually hides

Most HRMS vendors sell per user, per month. The final number depends on five things, often shown in different places on a pricing page:

• Base fee and included users. Some plans cover a set number of users for a flat fee; others charge from the first seat.
• Extra users. The price per additional employee once you pass the included number.
• Add-on modules. Payroll, biometrics or time tracking are often priced per seat on top of the plan.
• GST. Check whether the price you are comparing includes 18% GST.
• Implementation. Data migration, salary setup and training cost money or staff time, even when not invoiced.

There is also a compliance angle. The four Labour Codes took effect on 21 November 2025, according to PIB. The PIB factsheet on the Code on Wages describes a uniform definition of wages, with allowances above 50% of total pay added back, and extends timely-payment rules to all employees. That does not change software prices, but it can mean reworking salary structures and payroll setup. Rules vary by state and sector, so confirm the details with your compliance adviser.

HRMS cost components checklist

Use this table to get like-for-like quotes.

Sizing HRMS cost by headcount

Headcount is the biggest cost driver, so plan by band.

• Under 20 employees. Free or very low-cost plans exist for this size. Your main cost is setup time.
• 20 to 40 employees. This is where payroll in spreadsheets usually starts to break. A flat-fee plan covering your whole team keeps cost predictable.
• 40 to 100 employees. Per-user and per-seat add-on charges start to dominate. Small per-seat differences add up, so price the full stack you need.

Above 100 employees, ask for an annual quote and a custom package.

OXHRM plans as a worked example

Here is what is listed on oxhrm.com/pricing on 13 October 2026. Prices can change, so check the page before you budget.

• Startup: ₹0 per month, free for up to 20 users. Includes geo-fenced attendance, basic leave management, mobile apps for iOS and Android, an employee self-service portal and email support.
• Growth: ₹1,999 per month, includes up to 40 users, then ₹49 for each additional user. Adds advanced payroll processing, shift scheduling and rosters, analytics and reports, performance management, priority support and custom integrations.
• Add-ons, per seat per month (limited-time sale prices shown on 13 October 2026, with the regular price in brackets): AI HR Assistant ₹18 (₹30), Biometric Attendance ₹12 (₹20), Automated Payroll ₹15 (₹25), Team Collaboration Suite ₹10 (₹15), Time Tracking and Monitoring ₹12 (₹18), Project and Task Management ₹14 (₹22).

The page’s own example for 55 users is ₹1,999 base plus 15 extra users at ₹49 (₹735), a subtotal of ₹2,734, and ₹3,226 a month with 18% GST. Billing is managed by EoxysIT Solution LLP, the company behind OXHRM. See what the modules do on the Core HR and Attendance pages.

Illustrative monthly HRMS cost math

A worked example from public list prices, not a quote for your company. It assumes add-ons are billed on every seat (confirm this for your account). GST is rounded to the nearest rupee.

Two things stand out. At 80 users, the two add-ons (₹2,160) already cost more than the ₹1,999 base plan itself. And the gap between sale and regular add-on prices is ₹1,700 a month here, with GST, so the renewal price matters. For the 80-user stack at sale prices, the all-in cost works out to about ₹90 per employee per month.

Pricing questions to ask any HRMS vendor

1. What is the all-in monthly cost for our exact headcount, including add-ons and GST?
2. Are add-ons billed for every employee or only for the users who need them?
3. Is today’s price promotional? What will we pay at renewal?
4. Is there a minimum number of seats or a minimum contract length?
5. Is data migration and setup included, or is there a one-time fee?
6. How do you handle salary-structure changes needed for the Labour Codes, and is that work charged?
7. How do we export all employee data if we leave, and is there a fee?

Employee records are personal data, so also ask about access control and breach handling. The PIB overview of the DPDP Rules, 2025 lists duties such as breach notification and responding to data requests. For a broader set of buying questions, see our HRMS buyer’s checklist for India.

When a free plan is enough, and when to pay

A free plan is enough when you have fewer than 20 people, run payroll through your accountant, and mainly need attendance, leave and self-service.

A paid plan makes sense when:

• You run shifts or rosters and need overtime and approvals tracked.
• Payroll prep in spreadsheets takes days each month or causes errors.
• You need management reports or performance reviews.
• You have passed 20 employees and expect to keep hiring.

Add modules one at a time, starting with your biggest monthly pain, usually payroll or attendance. Building your own payroll or HR tool instead has a very different cost curve: Eoxys IT Solution, the company behind OXHRM, has a guide on build versus buy for HR software on that decision. For what to look for in features, see what makes the best HR software for growing teams.

FAQ

How much does an HRMS cost in India?

It depends on headcount, modules and the vendor. Free plans exist for very small teams. As one published example, OXHRM lists ₹0 for up to 20 users and ₹1,999 a month for up to 40 users, before GST. Compare vendors on all-in cost per employee per month, including add-ons and tax.

Is GST charged on HRMS subscriptions?

Software subscriptions are usually invoiced with GST, and many pricing pages show prices before tax. OXHRM’s pricing page, for example, adds 18% GST in its price breakdown. Always ask whether a quote includes GST, and check with your accountant whether you can claim input tax credit on it.

What is per-seat pricing for add-ons?

Per-seat pricing means you pay a fixed amount for each user, each month, for a specific module such as payroll or biometric attendance. It is added on top of the base plan. Ask whether the add-on must cover every employee or only the people who actually use that module.

Are there one-time setup fees for an HRMS?

Some vendors charge for implementation, data migration or training, and some include it. Even when there is no invoice, your team will spend time importing employee data, leave balances and salary structures. Ask the vendor to put setup scope, timelines and any fees in writing before you sign.

Do the new Labour Codes increase HRMS costs?

The Labour Codes do not set software prices. PIB describes a new definition of wages and wider timely-payment rules, which can mean restructuring salaries and reconfiguring payroll. Ask vendors whether that setup work is included. Rules vary by state and sector, so take advice from a compliance professional.

Is a free HRMS plan good enough for a small business?

For teams under 20 that need attendance, leave and employee self-service, a free plan can be enough. Payroll processing, shift rosters, analytics and performance reviews usually sit in paid plans. List the tasks you need monthly and check which plan covers them before you rely on the free tier.

Sources

• PIB, Ministry of Labour and Employment, “Government Makes the Four Labour Codes effective to Simplify and Streamline Labour Laws”, 21 Nov 2025: pib.gov.in
• PIB Factsheet, “Code on Wages, 2019 Safeguards Workers, Induces Growth, Empowers Women & Enhances Employment”, 23 Nov 2025: pib.gov.in
• PIB, MeitY, “A Citizen-Centric Framework for Privacy Protection and Responsible Data Use” (DPDP Rules, 2025), 17 Nov 2025: pib.gov.in
• OXHRM pricing and product pages: Pricing, Core HR, Attendance

Checked on 13 October 2026. Prices and plan features change; confirm on the vendor’s own page before you budget. This article is not legal or tax advice.