A guided switch from Darwinbox to Indian HRM. We export your employee master, leave balances, payroll history, and statutory records, map them to Indian HRM, then run one parallel payroll cycle so PF, ESI, PT, and TDS never skip a beat. Your team keeps working. The month-end numbers stay exactly where they should.

Most 200 to 800 employee switches finish inside one payroll cycle, with a parallel December run reconciled to the rupee before January go-live.

Move off Darwinbox without losing a single payslip.

A guided switch from Darwinbox to Indian HRM. We export your employee master, leave balances, payroll history, and statutory records, map them to Indian HRM, then run one parallel payroll cycle so PF, ESI, PT, and TDS never skip a beat. Your team keeps working. The month-end numbers stay exactly where they should.

Most 200 to 800 employee switches finish inside one payroll cycle, with a parallel December run reconciled to the rupee before January go-live.

What the Darwinbox integration does

Full Darwinbox data export

We pull the complete employee master, reporting hierarchy, cost centres, and document vault out of Darwinbox in structured files, not screenshots.

Org structure rebuilt as-is

Departments, locations, grades, and manager mappings land in Indian HRM matching your current tree, so approval chains work from day one.

Payroll carried over mid-year

Year-to-date earnings, TDS already deducted, and investment declarations transfer intact, so Form 16 at year-end reflects the whole year, not just months after the switch.

Historical payslips preserved

Every past payslip, Form 16, and Form 24Q filing history stays queryable inside Indian HRM, so employees and auditors can pull old records without logging back into Darwinbox.

Leave balances migrated to the day

Accrued CL, SL, EL, and comp-off balances move across with the same accrual rules, so nobody loses a leave day in the switch.

Statutory continuity

PF at 12%, ESI at 0.75% employee and 3.25% employer, state PT slabs, and gratuity at 4.81% are reconfigured to match your existing setup before the first live run.

Setup in four steps

  1. Export and hand over Darwinbox data — Your admin runs the standard Darwinbox exports (employee master, payroll registers, leave ledger, document vault) and shares them over a secure channel.
  2. Map and validate every field — We match Darwinbox fields to Indian HRM, flag mismatches like blank PANs or wrong PF numbers, and send you a validation sheet to sign off before anything loads.
  3. Import into a staging workspace — Data goes into a private Indian HRM instance first, where you check headcount, salary structures, and balances against your Darwinbox reports.
  4. Run one parallel payroll cycle — For a single month you process payroll in both systems and compare net pay, PF, ESI, PT, and TDS line by line until the two match.
  5. Cut over and switch off Darwinbox — Once the parallel run reconciles, employees log into Indian HRM, and you stop the Darwinbox subscription at the end of its billing term.

Why customers use this integration

  • No payroll gap. Salaries, PF challans, and TDS deposits continue on the same dates through the switch.
  • Year-end Form 16 stays whole because year-to-date TDS and earnings carry over instead of resetting mid-year.
  • Employees keep their leave balances to the exact day, so there are no disputes about lost EL or comp-off.
  • Old payslips and statutory filings remain searchable in Indian HRM, so you can retire Darwinbox without archiving to spreadsheets.
  • Lower recurring cost: Indian HRM pricing for a 300-person team typically runs well below a mid-market Darwinbox contract, with no per-module upsell.

Darwinbox integration FAQs

Is my employee data safe during the migration?

Yes. Files move over an encrypted channel, they load into a private staging workspace first, and only your team sees them. Nothing goes live until you sign off on the validation sheet. We can also sign an NDA and delete the source exports once cutover is confirmed.

How much downtime will my HR team face?

Close to none. Darwinbox stays running while we build and test the Indian HRM staging instance in parallel. Your team keeps working in Darwinbox until the day of cutover, which we schedule right after a payroll run so the calendar is clear.

Will payroll and statutory filings continue without a break?

They will. The parallel run exists for exactly this reason. We process one full month in both systems and match net pay, PF, ESI, PT, and TDS to the rupee before you rely on Indian HRM. PF and ECR challans, ESI contributions, and 24Q filings carry on without a missed cycle.

What happens to old payslips and Form 16s from Darwinbox?

They come with you. Historical payslips, Form 16 documents, and past 24Q filing data import into Indian HRM and stay searchable by employee and financial year. You will not need to keep a Darwinbox login open just to pull an old record for an audit or a loan verification.

What does the migration cost?

For most SMEs the migration itself is included with an annual Indian HRM plan, with a one-time setup fee only for large or messy datasets (say, multiple entities or legacy salary structures). We quote the exact number after seeing your export, so there are no surprises on the invoice.