A guided switch from Keka to Indian HRM that carries over your employee master, past payroll, leave balances, and statutory records. We run both systems in parallel for one cycle so PF, ESI, and TDS filings never skip a beat.

Teams from 40 to 900 employees have switched from Keka mid-financial-year with zero missed PF or TDS filings, most going live inside 14 days.

Move off Keka without losing a single payslip

A guided switch from Keka to Indian HRM that carries over your employee master, past payroll, leave balances, and statutory records. We run both systems in parallel for one cycle so PF, ESI, and TDS filings never skip a beat.

Teams from 40 to 900 employees have switched from Keka mid-financial-year with zero missed PF or TDS filings, most going live inside 14 days.

What the Keka integration does

Full employee master import

We pull your Keka export (CSV or API) and map every field: PAN, UAN, ESIC number, bank details, CTC breakup, and reporting lines, with a validation report before anything goes live.

Historical payroll carried over

Up to 36 months of past payslips, Form 16 data, and Form 24Q quarters move across so employees keep their full record and you keep audit continuity.

Leave balances reconciled to the day

Earned leave, casual, sick, and comp-off balances transfer at your cutover date, with accrual rules re-created so nobody loses a carried-forward day.

Parallel run for one cycle

Both systems process the same month side by side. We match net pay, PF 12%, ESI, and PT rupee-for-rupee before you shut Keka off.

Statutory setup rebuilt, not re-typed

PF, ESI, PT slabs per state, TDS declarations, and gratuity at 4.81% are configured from your existing numbers so the first Indian HRM run matches the last Keka run.

Employee logins migrated in bulk

Staff get invited with their existing email, and their past payslips and tax proofs are already waiting, so there is no help-desk queue on day one.

Setup in four steps

  1. Export and audit — You share a Keka data export or read-only API access, and our team returns a field-by-field mapping plus a list of gaps (missing UANs, blank PANs) to fix before import.
  2. Import into a staging tenant — Everything loads into a private Indian HRM workspace first, so you review employees, salary structures, and leave balances against Keka without touching live data.
  3. Run one payroll in parallel — For a single month you process the same cycle in both tools, and we reconcile net pay, PF, ESI, PT, and TDS line by line until the totals match.
  4. Cut over on a clean date — Pick the 1st of a month, freeze Keka, and go live on Indian HRM with balances and YTD figures aligned so quarterly TDS and Form 16 stay continuous.
  5. Decommission and handover — Once the first live run is filed, you archive Keka, and we hand over admin training plus a rollback snapshot kept for 90 days just in case.

Why customers use this integration

  • No payroll gap: the first Indian HRM run lands on the same date your Keka run would have, so salaries and challans stay on schedule.
  • YTD tax continuity: TDS deducted, exemptions declared, and Form 16 data carry forward, so employees see one clean annual figure at year-end.
  • Every past payslip stays reachable by staff, which kills the flood of 'send me my old payslip' emails after a switch.
  • Lower running cost: most teams cut their per-employee-per-month spend versus Keka while keeping PF, ESI, and PT automation intact.
  • A reconciled parallel run means you sign off on real matched numbers, not a promise, before Keka is switched off.

Keka integration FAQs

Is my employee and salary data safe during the move?

Data loads into a private staging tenant first, encrypted at rest, and only your admins can see it. PAN, UAN, and bank fields are masked in logs. Nothing goes live until you approve the mapping report, and we keep a rollback snapshot for 90 days after cutover.

How much downtime should we expect?

None for employees. The staging import and parallel run happen alongside your live Keka, so people keep using the old system until cutover. The actual switch is a single evening: freeze Keka, flip Indian HRM on, invite staff the next morning.

Will my PF, ESI, and TDS filings continue without a break?

Yes. We re-create your PF 12%, ESI (0.75% employee, 3.25% employer), state PT slabs, and TDS declarations from your existing figures, then match them in the parallel run. YTD numbers carry over so Form 24Q quarters and Form 16 stay continuous across the switch.

What does the migration cost?

Standard migration (employee master, up to 36 months of payroll history, leave balances, and one parallel run) is included when you move to a paid annual plan. Very large or non-standard exports may need a scoped one-time fee, quoted upfront before any work starts.

Can we go back to Keka if something looks wrong?

During the parallel month, yes, because Keka is still fully live and processing. After cutover we hold a full rollback snapshot for 90 days, so if a number looks off you can compare against frozen Keka data and correct it, not start over.