Moving HR from Excel to HR Software: A Step-by-Step Guide

The short answer: To move HR from Excel to HR software, clean up your employee and salary data, choose a go-live month, import the data, connect attendance devices, then run one payroll in parallel with Excel to check the numbers. Most Nepali companies can switch within a few weeks; the best time to start is the beginning of a fiscal year or a new month.

Signs it is time to leave Excel

• Payroll takes more than two days every month
• Leave balances are disputed
• Attendance comes from several devices or branches
• TDS or SSF formulas have broken at least once
• Only one person understands the spreadsheet

Step 1: Clean your data

Prepare one sheet with every active employee: name, joining date, department, branch, PAN, bank account, salary structure (basic and allowances), SSF or PF status and opening leave balances.

Step 2: Choose your go-live date

Starting on the 1st of a Nepali month keeps payroll clean. Starting at Shrawan 1, the start of the fiscal year, keeps the full year’s tax history in one system.

Step 3: Import and configure

1. Set up companies, branches and departments
2. Import employees and salary structures
3. Set leave policies and the holiday calendar
4. Configure approval flows
5. Connect biometric devices or turn on mobile check-in

Step 4: Run a parallel payroll

Run your first month in both Excel and the new system. Compare net pay, TDS and SSF for every employee and fix any setup difference before going fully live.

Step 5: Launch the employee app

Invite employees to the mobile app, show them how to apply for leave and view payslips, and stop accepting leave requests by phone or chat.

How Hajir helps

Hajir’s team does the data migration for free, connects your devices and helps you run the parallel payroll. See Hajir vs Excel for a side-by-side comparison.

Frequently asked questions

How long does it take to move from Excel to HR software?

Usually a few weeks, including one parallel payroll run.

Will we lose our historical data?

No. Keep your Excel files as an archive and import the opening balances you need.

What data do we need to prepare?

Employee details, salary structures, PAN, bank details, SSF or PF status and opening leave balances.

Written by the Hajir HR team. Last updated: 3 November 2026 (Kartik 2083).