Every rupee is accounted for. Your people records should be too.
Field staff across districts, grant-funded contracts with end dates, a donor audit that wants the appointment letter and the attendance register. ZekoHR keeps the record straight at a price that leaves programme money alone, free for a year.
Up to 50 employees free for 12 months. No card, no sales call.
What donor audits ask for
Donor audits want proof
Appointment letters, attendance, payslips and policy acknowledgements for every person on the grant. Letters generate from templates, payslips publish as PDFs, and the audit log shows every change with before-and-after values.
Field advances and settlements
A field coordinator draws an advance for a camp and settles it with receipts weeks later. Advances are requested, approved, disbursed and reconciled against approved claims automatically.
Staff and volunteers blur together
Volunteers and short-term project staff should not look like employees. Contractors with engagements keep them on the record with dates and a coordinator, and only the access you choose.
Audit-ready, at a nonprofit price
Documents with verification and expiry, letters from templates, policies with acknowledgement trails, an expense engine with advances, and payroll with pre-flight checks. Data in Mumbai, billed with a GST invoice, from ₹10 per user per month after the free year.
- Audit log across records; documents with expiry reminders
- Expense approval chains, advances and GST capture
- Volunteers and project staff as contractors with end dates
- Free for 12 months; from ₹10 per user per month after
Illustration of grant-funded staff with contract end dates and a field advance.
How nonprofits set it up
Programmes as departments
Import staff with departments by programme and designations by grade. Record the contract end date on the profile so renewals are visible.
Volunteers as contractors
Add volunteers and short-term project staff with engagements and end dates, and give them only the access you want, often none.
Advances and claims
Set expense categories per programme, an approval chain, and let field advances reconcile against claims so only the delta is paid or recovered.
When ZekoHR is not the right choice
You need grant-wise cost allocation
Expense reports split by category, department, employee and month. Allocating one salary across three grants is a finance-system job, not an HR-system one.
You need FCRA or 12A compliance tooling
ZekoHR does not touch regulatory filings. It keeps the people records those filings may ask for.
Field staff have no smartphone
Self-service needs a phone browser and an email. Where that is not realistic, the programme office runs leave and payslips on their behalf.
Common questions
Is there special NGO pricing?
The free year is the same for everyone: every module, up to 50 people, no card. After that, plans start at ₹10 per user per month. We do not run a separate nonprofit rate today; write to us if that is the blocker.
Can we keep volunteers and staff separate?
Yes. Volunteers are contractors with engagements and end dates, badged as such in the directory, and given only the access you choose. Employees are employees.
Will it stand up to a donor audit?
Letters, payslips, policy acknowledgements and the audit log are all exportable or printable. What ZekoHR does not do is allocate salaries across grants; that stays in your accounts.
Our funding is per grant. Is the cost predictable?
Yes. Per active user per month, no setup fee, no minimum, and offboarded staff stop being billable immediately. Annual billing charges ten months for twelve.