Comprehensive Odoo HRMS & Payroll Implementation -- 2

Odoo HRMS & Payroll for 300+ Employees

We are looking for an experienced Odoo Developer / Odoo Implementation Specialist to implement and customize a complete HRMS + Payroll system in Odoo for approximately 300+ employees, scalable to 1,000+.

We want an Odoo-based solution, not software developed from scratch. Use Odoo standard modules wherever possible and develop custom Odoo modules only where required.

The system should provide an employee experience similar to Zoho Payroll/Zoho People, customized for our organisation and Indian payroll requirements.

MAIN REQUIREMENTS
1. Employee Management

Complete employee master with:

Employee ID, name, photo, personal/contact details
PAN, Aadhaar, bank account/IFSC
Emergency contact/nominee
Department, designation, location
Project, programme and cost centre
Reporting manager
Joining/confirmation date
Notice period
PF/UAN and ESIC details
Employment history

Employment types: Permanent, Probation, Contractual, Fixed-Term, Consultant, Intern/Trainee, Part-Time and Field Employees.

2. Employee Self-Service

Employees should have secure portal/mobile access to:

View/update permitted profile details
Upload joining documents
View attendance
Apply for leave
Attendance regularisation
Download payslips
Submit expenses/reimbursements
Submit tax/investment declarations and proofs
View salary information
Submit resignation and track requests
3. Joining & Documents

Employees should upload PAN, Aadhaar, photograph, address proof, education/experience certificates, bank proof, PF/UAN, ESIC and other required documents.

HR should be able to verify, approve, reject, request re-upload and add remarks.

Use Odoo Documents wherever suitable.

4. Contract Management

Support permanent, contractual, consultant and fixed-term contracts.

Maintain contract start/end date, salary, designation, department, project, notice period and contract documents.

Automatic alerts before expiry: 90/60/30/15/7 days.

5. ATTENDANCE – CRITICAL

We require both Biometric Attendance and GPS + Photo Attendance.

Biometric

Integrate our biometric machines with Odoo through API/SDK/database/cloud integration or other reliable method.

Flow:

Biometric → Odoo Attendance

Capture employee ID, date, punch-in/out, multiple punches and machine/location.

Developer must confirm compatibility with our biometric machine before implementation.

GPS + Photo for Field Employees

Field employees should mark attendance using mobile/PWA.

Capture:

GPS latitude/longitude
Location/address
Date/time
Employee
Selfie/photo
Device information
Geofencing

Different office/project locations should have configurable geofences, e.g. 200 metres.

Admin should be able to block, warn or allow attendance outside the geofence with approval.

Implement reasonable controls against GPS spoofing/proxy attendance and explain limitations.

Attendance Regularisation

Employees can request missing punch, wrong punch, late/early correction and field attendance correction.

Workflow:

Employee → Manager → HR

Maintain complete audit trail.

6. LEAVE MANAGEMENT

Use Odoo Time Off.

Support:

Casual Leave
Sick Leave
Earned/Privilege Leave
Maternity/Paternity Leave
Compensatory Off
LWP
Special Leave

Features: opening balance, accrual, carry-forward, holiday calendar, location/department-wise holidays and approval hierarchy.

7. PAYROLL

Use Odoo Payroll as the core payroll engine.

Salary structures must be configurable.

Earnings

Basic, HRA, Conveyance, Special Allowance, Other Allowances, Incentives, Bonus, Overtime, Arrears and Reimbursements.

Deductions

PF, ESIC, TDS, Professional Tax, LWF, Salary Advance, Employee Loan and other deductions.

Payroll workflow:

Attendance → Leave/LOP → Payroll Calculation → Exception Check → Approval → Finalisation → Payslip → Bank Payment → Accounting

Before finalisation, identify missing attendance, PAN/UAN/ESIC/bank details, LOP, new joiners/exits, arrears and payroll/statutory anomalies.

8. INDIAN STATUTORY PAYROLL

Configure applicable:

PF
ESIC
TDS
Professional Tax
LWF
Gratuity
Bonus
Other applicable statutory requirements
PF

Maintain UAN, PF number, PF wages, employee/employer contribution and applicable EPS/EDLI.

ESIC

Maintain ESIC number, eligibility, ESI wages and employee/employer contribution.

TDS

Support Old/New Tax Regime, investment declarations, proof upload, tax calculation, monthly TDS and annual tax computation/Form 16-related data.

Statutory rates/thresholds should be configurable and not unnecessarily hard-coded.

9. PAYSLIPS

Employees should download PDF payslips showing employee details, pay period, paid days/LOP, earnings, deductions, employer contributions, gross, net and YTD where applicable.

10. EXPENSES / ADVANCES / LOANS

Use Odoo Expenses wherever possible.

Employees should submit travel, conveyance, food, hotel, mobile and other approved expenses with bills.

Workflow:

Employee → Manager → Finance

Also support salary advance/employee loan with instalment recovery through payroll.

11. EXIT & FULL AND FINAL

Workflow:

Resignation → Approval → Notice Period → Department Clearance → Asset Clearance → Finance Clearance → F&F → Relieving/Experience Certificate

F&F should calculate salary, LOP, leave encashment, notice pay, recoveries, advances/loans, bonus/incentives, gratuity where applicable and reimbursements.

Generate F&F statement and exit documents.

12. PROJECT & COST CENTRE

This is a critical requirement.

Employees must be mapped to:

Department
Location
Project
Programme
Cost Centre
Reporting Manager

Payroll expenses must be allocable to the correct project/cost centre.

Where an employee works on multiple projects, propose the best Odoo solution using project/timesheet/payroll allocation.

13. TALLY PRIME INTEGRATION – MANDATORY

We use Tally Prime for accounting.

Required flow:

Odoo Payroll → Payroll Accounting → Tally Prime

Accounting should support:

Debit: Salary Expense, Employer PF, Employer ESIC and other employer benefits.

Credit: Salary Payable, Employee PF, ESIC, TDS, PT/LWF and other statutory payables.

Integration must support:

Ledger mapping
Voucher date/type
Narration
Debit/Credit
Project
Cost Centre
Payroll period

Preferred: Tally XML/API or another reliable Tally-compatible method.

Mandatory demonstration:

Developer must demonstrate a working Odoo Payroll → Tally Prime accounting transaction including cost-centre allocation.

14. REPORTS & DASHBOARDS

Dashboards should include:

Total employees
Joinings/exits
Payroll cost
Department/project-wise payroll
Attendance
Leave
PF/ESIC/TDS
Contract expiry
Pending approvals

Reports:

Employee Master
Attendance
Leave
Salary Register
Payroll Summary
Payslip Register
PF
ESIC
TDS
Project-wise payroll
Cost-centre-wise payroll
Exit/F&F
Contract expiry

Excel/PDF export required.

15. SECURITY & ACCESS

Roles:

Super Admin
HR
Payroll/Finance
HR Manager
Reporting Manager
Employee
Management

Employees should only see their own data; managers their teams; Finance/HR only relevant information.

Required:

Role-based access
HTTPS/SSL
Audit trail
Change tracking
Login history
Backup/recovery
Restricted access to salary, bank, PAN/Aadhaar
16. ODOO IMPLEMENTATION APPROACH

Freelancer must clearly identify each requirement as:

Odoo Standard
Odoo Studio
Custom Odoo Module
Third-party Odoo App
External Integration

Do not rebuild functionality already available in Odoo.

Please recommend:

Odoo version
Community vs Enterprise
Odoo Online/Odoo.sh/Self-hosted
Hosting
Backup
Upgrade strategy

Recommendation must consider custom modules, biometric, GPS and Tally integration.

17. DATA MIGRATION

Import existing data through Excel/CSV:

Employee Master, Salary, Bank, PF/UAN, ESIC, Leave Balance, Contracts, Departments, Projects and Cost Centres.

18. SCALABILITY

Initial: 300+ employees

Target: 1,000–5,000 employees

Architecture should support future growth without major redevelopment.

19. REQUIRED EXPERIENCE

Apply only if you have actual experience with:

Odoo HR/Payroll
Indian Payroll
PF/ESIC/TDS
Odoo Custom Modules
Biometric Integration
GPS/Mobile Attendance
Tally Prime Integration
Payroll Accounting
Project/Cost Centre Accounting

Please provide examples of previous Odoo HR/Payroll implementations.

20. PROPOSAL MUST INCLUDE

Please provide:

Odoo version
Community/Enterprise recommendation
Architecture
Standard vs custom features
Custom modules required
Biometric integration approach
GPS/photo attendance approach
PF/ESIC/TDS approach
Tally integration approach
Hosting recommendation
Development timeline
Fixed project cost
Odoo licensing cost
Third-party app costs
Hosting cost
AMC/support cost
Upgrade cost
21. MILESTONES

Suggested:

Odoo setup + architecture
Employee + onboarding + documents
Attendance + biometric + GPS/photo
Leave + contracts
Payroll + PF + ESIC + TDS
Expenses + advances/loans
Exit + F&F
Tally integration
Reports + security
UAT + production + handover

Payment will be milestone-based and linked to successful testing.

FINAL ACCEPTANCE

Before final payment, demonstrate:

Employee onboarding/document upload
Biometric → Odoo Attendance
GPS + selfie → Odoo Attendance with geofencing
Leave/attendance regularisation
Complete monthly payroll
PF + ESIC + TDS
Payslip
Expense/reimbursement
Contract expiry
Resignation → Clearance → F&F
Project/cost-centre payroll allocation
Odoo Payroll → Tally Prime with correct ledger and cost centre
Reports/dashboard
Source code, documentation and deployment handover
IMPORTANT

We are not looking for a generic web developer or a basic HRMS.

We need a senior Odoo HR/Payroll specialist who can configure Odoo, develop required custom modules, integrate biometric/GPS attendance and connect payroll accounting with Tally Prime.

Initial employees: 300+ | Target: 1,000–5,000

Please apply only with relevant Odoo HR/Payroll experience and previous project examples.