How to migrate from greytHR to VetanBandhu

greytHR is a full HRMS, but many businesses find its payroll module too heavy or its pricing too steep as headcount grows. VetanBandhu keeps the same compliance accuracy in a simpler, flat-rate payroll tool. This guide covers the exact export path, column names, what migrates, what does not, and how to handle YTD across the switch month.

Export path in greytHR

1. Go to Payroll > Reports > Employee Master and export the employee master CSV.
2. Go to Payroll > Reports > Salary Details and export the salary structure for each employee or salary group.
3. Go to Payroll > Reports > Pay Sheet / Pay Register and export each month from April of the current financial year to the cutover month.
4. Download statutory reports for PF, ESI, PT, TDS under Reports > Statutory.
5. Export the Leave Balance report and any loan/advance ledgers.
6. Save payslip PDFs for the current financial year as backup.

Typical greytHR export columns

| Group | Common column names | |---|---| | Employee code | Employee Code, Employee No | | Name | Employee Name, Name | | Date of joining | Date of Joining, DOJ | | Date of birth | Date of Birth, DOB | | Gender | Gender | | PAN | PAN | | UAN | UAN | | ESI number | ESI No, ESIC IP No | | Bank account | Bank A/c, Account No | | Bank IFSC | IFSC Code, IFSC | | Bank name | Bank Name | | Work state | Work Location, State | | Department | Department | | Designation | Designation | | Earnings | Basic, HRA, Dearness Allowance, Special Allowance, Conveyance | | Deductions | Employee PF, Employee ESI, Professional Tax, TDS, Loan/Advance | | Employer contributions | Employer PF, Employer ESI, LWF | | Net pay | Net Pay, Take Home |

What carries across to VetanBandhu

• Employee master — employee code, name, date of joining, date of birth, gender, PAN, UAN, ESI number, bank account, IFSC, bank name, work state, department and designation.
• Salary structure — earnings such as Basic, HRA, Dearness Allowance, Special Allowance and Conveyance. greytHR salary groups can be cloned across employees in VetanBandhu.
• Deductions and employer contributions — employee PF, ESI, professional tax, TDS and employer PF/ESI/LWF.
• YTD payroll register — one row per employee per month from April to the cutover month, used for Form 16, TDS and statutory returns.
• Leave balances — opening balance and leave taken in the current year.

What does not carry across

• Full HRMS data — recruitment, attendance devices, performance reviews and org charts are not part of the payroll migration.
• greytHR payslip PDFs — keep them as backup; they are not imported as documents.
• Custom salary groups and formulas — the numeric structure migrates, but group rules and custom calculations must be recreated in VetanBandhu.
• User roles and permissions — owner, payroll admin and viewer access must be set up again in VetanBandhu.
• Loan history — only the current outstanding balance is relevant. Past repayment schedules are not imported.

YTD implications of the switch month

If you switch in the middle of the financial year, backfill from April to the month before the cutover. For example, a January 2027 switch needs April 2026 to December 2026 data.

• Backfill every month. Each row needs gross, each earning, each deduction, employer contributions and net pay.
• TDS continuity. Cumulative TDS from greytHR is used to compute residual tax. For employees who joined after April, import only the months they were on payroll.
• Partial-year TDS. Collect Form 12B for employees who joined mid-year and had income from a previous employer.
• PF and ESI. Carry across ECR wages and ESI wages so returns after the switch reconcile with the year-to-date.
• PT and LWF. Import per-month PT and LWF deductions so state returns are continuous.

Cutover and go-live steps

1. Freeze changes in greytHR at the end of the chosen month.
2. Run the final payroll, lock attendance and download all reports.
3. Create your organisation in VetanBandhu and set PF, ESI, PT and TDS rules.
4. Import employees and salary structures.
5. Import YTD and leave balances.
6. Run the first payroll and validate payslips against greytHR.
7. Pay salaries, remit statutory dues and stop using greytHR for payroll.
8. Keep greytHR open for historical records and compliance documentation.

Ready to move?

Compare the products first on VetanBandhu vs greytHR, or go straight to Dashboard > Employees > Import if your CSVs are ready.