NFFICE HR
Payroll that already knows the local law
Attendance feeds payroll, payroll applies the statutory tables, and the payslip goes out in the language each employee reads. When the law changes, the rate table changes and every calculation after it follows.
Works on its own, or on the same record as approvals and the ledger.
| Name | Employee ID | Department | Position | Contract | Start date | Status | Gross |
|---|---|---|---|---|---|---|---|
| Nguyễn Thị Lan | VN-0412 | Marketing | Specialist | Indefinite | 2023-03-06 | Active | 32,450,000₫ |
| Trần Văn Minh | VN-0188 | Production | Team lead | Indefinite | 2021-08-16 | Active | 46,100,000₫ |
| Lê Thu Hà | VN-0633 | Sales | Account exec | 12 months | 2025-02-03 | Probation | 24,800,000₫ |
| Phạm Quốc Anh | VN-0501 | Production | Operator | 24 months | 2024-06-10 | Active | 14,200,000₫ |
| Park Ji-woo | KR-0027 | Finance | Controller | Secondment | 2024-11-01 | Active | ₩7,400,000 |
| Đỗ Hoàng Nam | VN-0702 | Logistics | Coordinator | 12 months | 2026-01-05 | Onboarding | 18,600,000₫ |
By role
Five people, one payroll, five different screens
Everyone who touches pay works on the same record. Each of them sees the part that is theirs and nothing more.
HR TEAM
Runs payroll and the filings
Locks attendance, runs and checks the payroll, and prepares the insurance and tax returns.
Sees: full records, pay and filings
TEAM LEAD
Approves leave and overtime
Handles the team's leave, overtime and clock-in corrections from the same inbox as other approvals.
Does not see: pay figures
EMPLOYEE
Payslip, leave and clock-in on a phone
Their payslip in their own language, leave balance and requests, clock-in and documents to sign.
Sees: their own record only
HQ FINANCE
Labor cost in won
Payroll cost by entity and department, converted at the rate basis head office reports on.
Sees: totals in VND and KRW
COUNTRY DIRECTOR
Signs off within the delegation limit
Approves the monthly run and renewals up to the limit. Anything above it goes on to head office.
Sees: entity totals and approvals
Pay is a separate permission from the rest of the record. Who can see salary figures?
What's included
What is in HR
Eight areas, one employee record underneath all of them.
Employee records
Personal, contract, compensation and document history on one card, split into tabs.
Org chart and assignments
Reporting lines that move with transfers, promotions and secondments.
Attendance and shifts
Clock-in sources, shift patterns, overtime bands and public holidays.
Leave and balances
Accrual rules per contract type, carry-over limits and encashment.
Payroll runs
Draft, review, approve, pay. Each run is locked after approval and keeps a full audit trail of who changed what before it closed.
Statutory deductions
Social insurance and income tax calculated from a versioned rate table, with employer contributions shown separately from the employee's.
Reviews and goals
Cycles, templates and calibration, with history attached to the record.
Hiring
Pipeline through to offer, then straight into onboarding without re-entry.
EMPLOYEE RECORD
One card, not twelve spreadsheets
Everything about a person sits on one record, split into tabs so HR, the manager and the employee each land on what they need. Permissions apply per tab, not per screen.
- Personal, contract, compensation, attendance and documents as separate tabs
- Every field change is logged with who, when and the previous value
- The employee sees their own record without seeing anyone else's
- Expiring documents and probation end dates surface before they lapse
ATTENDANCE AND LEAVE
A month you can read at a glance
Shifts, overtime, leave and holidays on one calendar. Overtime bands are applied as the month runs, not reconstructed at payroll time.
- Weekday, rest-day and public-holiday overtime at their own multipliers
- Clock-in from app, kiosk or biometric terminal
- Leave requests approved in Groupware land here automatically
- Balances recalculate the moment an approval goes through
- A warning before anyone reaches the monthly or yearly overtime cap
!2 people in Production are close to this month's overtime cap. Their team lead is notified before the next shift is assigned.
CLOCK-IN METHODS
Five ways to clock in, chosen per site
An office, a factory gate, a sales rep on the road and a shop counter need different checks. Each site uses the methods that suit it, and every record shows how it was made.
- App with GPS, office WiFi, face recognition, QR code or the terminal already on site
- Several methods on one site, such as WiFi at the desk and face at the gate
- Each clock-in keeps its method, place and time on the record
- Corrections go to the team lead as a request, not as a silent edit
| Method | Office | Factory | Field | Store | Stops clocking in for someone else |
|---|---|---|---|---|---|
| App · GPS | ○ | — | ● | ● | Position checked against the site radius |
| Office WiFi | ● | ○ | — | ○ | Counts only on the company network |
| Face recognition | ○ | ● | ○ | ● | Live face matched to the employee's photo |
| QR code | ● | ○ | — | ○ | The code changes, so a photo of it stops working |
| Existing terminal | ○ | ● | — | — | Fingerprint or card terminal on site, file imported on a schedule |
● suits the site · ○ works · — not used
SELF-SERVICE
The employee side fits on a phone
Most questions HR gets are "what was I paid" and "how many days do I have left". Employees answer both themselves, in their own language.
- An electronic payslip every payday, with a button to query any line
- Leave requests that show the balance before they are sent
- Clock-in by GPS or office WiFi
- Tax withholding certificate and contracts to sign in the same place
Shown in English here. Lan sees the same screen in Vietnamese.
PAYROLL RUN
Four states, and you can always see which one you are in
A run moves from draft to locked. Nothing recalculates behind your back after approval, and anything changed before it is on the record.
- Variances against last month flagged before you approve, not after
- Employer contributions shown next to employee deductions
- Payslips generated per employee in their own language
- Approved run posts the salary journal to Finance in one step
30 Nov, by system142 people
1 Dec, by Phạm Thu Trang4.21B₫
3 items need a look+2.4%
Waiting on HQ—
ONE EMPLOYEE, TWO VIEWS
Hanoi books it in đồng. Head office reads it in won.
It is one payroll record. The entity sees the statutory figures in VND, and head office sees the same lines in KRW at the rate basis it reports on.
- Every won figure is converted from its đồng line, never typed in
- Head office picks the basis: transaction date, monthly average or closing
- The statutory books stay in VND. The KRW view is for reporting
- Switch the basis and only the won column moves
| Line | Hanoi entity · VND | Head office · KRW |
|---|---|---|
| Gross pay | 32,450,000₫ | ₩1,736,075 |
| Social insurance · employee 10.5% | −3,407,250₫ | −₩182,288 |
| Personal income tax | −854,275₫ | −₩45,704 |
| Net pay | 28,188,475₫ | ₩1,508,083 |
| Employer contributions · 21.5% | +6,976,750₫ | +₩373,256 |
| Total cost to company | 39,426,750₫ | ₩2,109,331 |
Transaction-date rate 0.0535. Each line is converted from VND and rounded to the nearest won.
Same record. The entity keeps statutory books in VND, and head office reports in KRW.
PAYROLL TO LEDGER
The approved run is already a journal entry
When the run locks, the salary journal is built from the same lines on the statutory accounts (TT99, formerly TT200). Nobody re-keys payroll into accounting.
- Employer and employee insurance split across their own accounts
- Income tax withheld goes to its own payable account
- Account 334 clears to zero once net pay leaves the bank
- Leave taken reverses the leave accrual in the same period
| Debit | Credit | Amount |
|---|---|---|
| 6411 Sales staff costs | 334 Payable to employees | 32,450,000₫ |
| 6411 Sales staff costs | Employer insurance3383 BHXH 5,678,750₫3384 BHYT 973,500₫3386 BHTN 324,500₫ | 6,976,750₫ |
| 334 Payable to employees | Employee insurance3383 BHXH 2,596,000₫3384 BHYT 486,750₫3386 BHTN 324,500₫ | 3,407,250₫ |
| 334 Payable to employees | 3335 Personal income tax | 854,275₫ |
| 334 Payable to employees | 112 Cash at bank | 28,188,475₫ |
| Total debits = total credits | 71,876,750₫ | |
Leave taken 3 days → leave accrual reversed 4,425,000₫ (3 × 32,450,000₫ ÷ 22 working days)
Statutory payroll
The statutory part is the product, not an add-on
Rates, ceilings and relief amounts live in a versioned table with an effective date on every change. A payroll run from March calculates on March's table even if you open it in December.
Vietnam changed both the personal relief and the progressive bands for the 2026 tax period. Any calculator still using the previous figures will disagree with a current payslip. This is exactly the case the versioned rate table is built for.
| When | What is due | Comes from |
|---|---|---|
| Monthly | Pay, with a payslip notice to each employee | Payroll run |
| Social insurance contributions paid | Payroll run | |
| Income tax return, if you file monthly05/KK-TNCN | Payroll run | |
| Quarterly | Income tax return, if you file quarterly05/KK-TNCN | Payroll run |
| Yearly | Income tax finalization05/QTT-TNCN | Payroll history |
| Tết bonus run, if your contracts or policy include one | Payroll run | |
| Leave settlement and carry-over | Leave balances | |
| As needed | Social insurance joiner, leaver and pay-change reportD02-LT | Employee record |
| Contract expiry and renewal | Contracts | |
| Work permit renewal | Secondments |
Each item opens from the record that triggers it. Deadlines are shown once they have been reviewed.
KOREAN SECONDEES
A secondee is four deadlines, not one payslip
Staff sent from head office bring a work permit, a tax-residence count, a social security certificate and pay from two countries. All four sit on one card.
- Work permit expiry tracked, with the renewal request submitted for internal approval ahead of time
- Days in Vietnam counted from entry and exit dates for the tax-residence test
- Korea–Vietnam social security certificate kept with its validity dates
- Pay from head office in KRW and from Hanoi in VND on the same record
Both portions count toward the Vietnamese income tax return. Rates follow the reviewed rate table.
CONTRACTS AND ASSIGNMENTS
Hiring, transfers and exits as steps, not a wall of fields
A new hire, a promotion and a secondment are the same shape of task. Each one is broken into steps so nothing required by local labor law is missed halfway through.
- Contract type decides which fields are mandatory
- Probation, notice period and renewal dates tracked from the contract
- A warning before a fixed-term contract reaches its renewal limit
- Cross-border secondments keep both the home and host record in step
- Documents requested from the employee, not chased by email
Request an ID copy, bank details and the signed contract. The employee uploads them from their own portal.
JEV IN HR
Three HR decisions, each with a confidence score
JEV reads payroll, permits and the salary journal as they change. Above the 90% threshold it acts and records why. Below it, a person decides with the reasoning attached.
- Thresholds set per entity and per kind of decision
- Every automatic action names the threshold that allowed it
- Nothing below the threshold happens without a person
TODAY'S HR DECISIONS
Across modules
Where HR touches the rest
HR works on its own. It works better when the approval and the journal entry are the same record.
FROM GROUPWARE
Approved requests arrive here
Leave, overtime and expense approvals land in attendance without anyone re-entering them.
IN HR
Payroll is calculated and approved
Attendance, contract terms and the statutory table produce the run. A human still approves it.
TO FINANCE
The salary journal posts itself
Gross, deductions and employer cost split across the right accounts, in local and parent currency.
FAQ
Questions we get asked first
What happens when the law changes mid-year?
The rate table gets a new version with an effective date. Runs already closed keep calculating on the table that applied at the time, and new runs pick up the new one. You are told what changed before the next run opens.
Can we bring across our existing payroll history?
Yes, and it is usually the longest part of a rollout. We import employee records, contract history and at least twelve months of payroll so year-to-date figures and tax finalization work from day one. Scope that import realistically, because it drives the timeline more than anything else.
Can one employee be paid in a different currency from the rest?
Yes. Seconded staff can sit on a different currency and a different insurance scheme from local employees in the same entity, and the payroll run handles both in one pass.
Do you support biometric and kiosk clock-in?
Attendance accepts records from the app, a shared kiosk, or a terminal already installed on site. If a terminal exports to a file, the import can be scheduled with no integration work.
Who can see salary figures?
Compensation is a separate permission from the rest of the record. A manager can approve leave for their team without being able to open a single pay figure, and the demo shows that split in practice.
Does HR work without Groupware and Finance?
It does. You lose the automatic hand-offs, so approvals come in by import or manual entry and the salary journal is exported rather than posted. Most companies start with one module and add the next within a year.
How is social insurance handled for staff seconded from Korea?
It depends on the secondee's status. Under the Korea–Vietnam social security agreement, a seconded employee with a certificate of coverage can stay on the Korean pension instead of the Vietnamese one, and Vietnamese law also has exceptions for intra-company transfers. Each secondee's record holds the certificate and the schemes that apply, and payroll follows it. Which schemes remain is confirmed case by case with your advisor.
Can social insurance reports be filed straight from the system?
The joiner, leaver and pay-change report is drafted from the change on the employee record, so nobody types it twice. Electronic submission to the social insurance agency goes through a licensed I-VAN provider, and we agree which one with you during rollout.
TT99 replaced TT200 in 2026. Does the salary journal follow?
The mapping from payroll lines to accounts is versioned like the rate table, with an effective date. When the chart of accounts changes, a new mapping version takes over from its start date, and periods already closed keep the mapping they were posted with. Periods from 1 January 2026 post under TT99.
Pricing
HR starts at $3.04 (80,000₫) per person per month
Minimum 10 people. What moves the price is headcount, how many entities you run, and how much payroll history has to come across. Statutory updates and two training sessions are included.
See it calculate before you talk to anyone
The payroll demo runs the real engine on sample data. Change the salary and every line moves. No account, nothing sent anywhere.