What to Look for in HRIS Software in the Philippines

Choosing the right HRIS software in the Philippines is a crucial decision for any organization. With strict labor rules, various government agencies, and ongoing payroll and attendance requirements, businesses need a system that goes beyond just storing basic employee data. They need a platform that ensures compliance, boosts accuracy, and streamlines daily HR tasks.

This guide outlines what to prioritize when evaluating HRIS platforms in the Philippines and how each feature benefits both HR teams and business leaders.

Understanding HRIS Software in the Philippine Landscape

What an HRIS Is and How It Has Evolved

A Human Resource Information System, or HRIS, is a tool that automates and organizes HR tasks. In the past, most companies relied on spreadsheets and manual forms to manage employee data. Today’s HRIS platforms provide cloud storage, automated payroll, attendance tracking, employee self-service, recruitment, performance management, and many other features.

As organizations expand, manual processes can become tedious and prone to errors. An HRIS standardizes workflows, allowing HR teams to focus more on strategic initiatives.

The Realities of HR in the Philippines

Managing HR in the Philippines presents unique challenges. Local labor laws require accurate calculations of holiday pay, night differential, overtime, and rest day premiums. Organizations must also comply with DOLE, SSS, PhilHealth, Pag-IBIG, and BIR.

Other common challenges include:

• Multiple branch locations
• Complex shift schedules
• Large payroll cycles
• Strict reporting requirements

An HRIS tailored for the Philippine market helps businesses remain compliant and consistent by automating calculations and generating necessary reports.

Why HRIS Adoption Matters for Filipino Companies

Efficiency and Productivity Gains

A modern HRIS minimizes repetitive tasks. Payroll processing, attendance checking, leave validation, and report creation can be done more quickly and with fewer mistakes. This frees up HR teams to focus on training programs, employee engagement, and workforce planning.

Cost Savings and Fewer Payroll Errors

Manual payroll can lead to expensive errors. Incorrect deductions or miscalculated hours often result in delays and disputes. Automated systems decrease errors and help companies avoid penalties for compliance issues.

Centralized and Secure Employee Data

Philippine businesses must comply with the Data Privacy Act, also known as RA 10173. An HRIS with secure access controls, encryption, and audit logs helps safeguard employee information. Centralized data management also enables HR teams to update records quickly.

Better Employee Engagement

Employee self-service features let staff file leave requests, view payslips, update personal information, and check attendance using their mobile devices. This boosts transparency and lowers the number of inquiries directed to HR.

How to Choose the Right HRIS in the Philippines

Step 1: Assess Your Company Size and Operational Needs

Different organizations have varying needs for HRIS solutions.

For SMEs

Small and medium companies often seek:

• Affordable plans
• Quick setup
• Easy-to-use dashboards
• Basic modules like timekeeping, payroll, and leave

For Large Enterprises

Larger organizations require:

• API integrations
• Custom approval workflows
• Support for multiple locations and payroll groups
• Advanced data management

Understanding your company size helps in identifying the appropriate type of HRIS.

Step 2: Check for Philippine Government Compliance

Compliance is one of the most critical HRIS features in the Philippines. A dependable system must support:

• SSS contribution calculations
• PhilHealth contribution tables
• Pag-IBIG deductions and loan repayments
• BIR withholding tax tables, Forms 2316 and 1601C
• DOLE pay rules for holidays, overtime, and premiums

Systems that update automatically when new guidelines are released can help prevent errors and keep your payroll compliant.

Step 3: Evaluate Core HR and Payroll Features

A complete HRIS should offer strong capabilities in the following areas:

• Employee database management
• Automated payroll processing
• Time and attendance integration
• Leave and overtime workflows
• Recruitment and onboarding tools
• Performance management modules
• Document and asset tracking
• Reporting and analytics

These features help HR teams stay organized and deliver accurate results.

Step 4: Integration and Mobile Capabilities

Most companies use different tools for accounting, biometrics, and communication. Your HRIS should integrate easily with these systems.

Mobile access is also critical. Employees need an easy way to check payslips, submit requests, and log attendance.

Step 5: Scalability and Customization

A long-term HRIS should grow with your business. Look for features like:

• Custom approval flows
• Editable forms and fields
• Multiple payroll groups
• Support for various employment types

Flexible systems reduce the need for manual adjustments as operations expand.

Step 6: Data Security and Cloud Reliability

HR data must be secure at all times. A reliable HRIS should provide:

• Encrypted data storage
• Access control based on user roles
• Regular backups
• Disaster recovery systems
• Compliance with RA 10173

Always inquire how your provider safeguards sensitive information.

Step 7: Strong Customer Support and Implementation

A good system is effective only when backed by knowledgeable support teams. Verify whether the provider offers:

• Local customer service
• Training programs
• Guided implementation
• Ongoing support for updates

Proper setup allows your organization to implement the system with confidence.

What to Expect During an HRIS Demo

A Guided Walkthrough of the System

A typical HRIS demo lasts about 30 to 60 minutes. It usually showcases payroll processing, attendance features, approval workflows, analytics, and the employee self-service portal. This session helps determine how well the system fits your current workflows.

Important Questions to Ask

Be sure to clarify these points during the demo:

• Can workflows and approval routes be customized?
• How quickly does the system update when SSS or BIR rules change?
• What integration options are available?
• How long does implementation typically take?
• Where is data stored and how is it protected?

These questions help assess if the system can support your organization in the future.

Comparing Top HRIS Providers in the Philippines

Sprout Solutions

This system is ideal for large companies needing a wide range of HR tools. It offers robust payroll and attendance features but may be pricey for smaller teams.

GreatDay HR

GreatDay HR is commonly used by SMEs. It focuses on core HR modules and biometrics integration. Larger companies may find some features lacking.

MIHCM

MIHCM provides a complete HCM suite and is better suited for medium to large enterprises. It offers extensive functionality but may require additional training.

Other Providers to Consider

• BambooHR
• Zoho People
• Payruler
• HReasily
• Darwinbox
• Salarium
• Omni HR

Some global systems offer advanced HR features but may not fully support Philippine payroll compliance, which can necessitate extra manual work.

Common Limitations Found Across Providers

Many HR platforms struggle with:

• Detailed BIR and DOLE pay rules
• Multiple payroll group requirements
• Complex shift schedules
• Localized report formats

This highlights the need for a system specifically designed for Philippine businesses.

Why PeoplesHR Is a Strong Fit for Filipino Companies

Accurate and Fully Localized Payroll Compliance

PeoplesHR automates SSS, PhilHealth, Pag-IBIG, and BIR calculations. It also reflects Philippine holiday rules, night differential, overtime, and other pay components that HR teams encounter regularly.

Scalable for Growing Teams

The platform supports multiple locations and complex workflows. It also provides advanced modules for analytics, performance, recruitment, and employee engagement.

Mobile-First Employee Experience

Employees can log attendance, request leave, view payslips, and update personal details through their mobile devices. This enhances convenience and reduces HR workload.

Proven Results for Philippine Clients

Companies using PeoplesHR frequently report faster payroll processing, fewer attendance discrepancies, and greater data accuracy. These improvements highlight the benefits of using a system built for local needs.

The Future of HR Technology in the Philippines

AI Tools Supporting HR Decision-Making

AI-powered analytics can assist organizations in understanding turnover risks, attendance issues, and performance trends.

Mobile-Driven HR Interactions

Mobile apps are emerging as the primary HR contact point for employees across industries, especially in field-based and multi-site operations.

Chatbots and Workflow Automation

Automated HR responses and guided workflows lessen the number of inquiries and enable HR teams to work more effectively.

Increasing Focus on Wellness Tools

More companies are incorporating wellness and mental health features with their HR platforms to support employee well-being.

These trends show how HR technology is moving towards a more intuitive and employee-centered future.

Final Thoughts

Choosing the right HRIS software in the Philippines requires careful evaluation of your company’s size, compliance needs, and daily HR tasks. A well-designed HRIS improves accuracy, consistency, and efficiency in HR operations.

For many organizations, a localized and flexible platform like PeoplesHR provides the tools necessary to manage growing teams and comply with Philippine regulations.

FAQs About HRIS Software in the Philippines

1. What is an HRIS and why do companies in the Philippines need it?

An HRIS is a system that automates HR functions such as payroll, attendance, employee records, and leave management. Philippine companies benefit from an HRIS because it reduces manual tasks, improves accuracy, and helps maintain compliance with SSS, PhilHealth, Pag-IBIG, BIR, and DOLE regulations.

2. What features should an HRIS have for Philippine payroll compliance?

A suitable HRIS should support SSS, PhilHealth, Pag-IBIG, BIR tax tables, holiday rules, night differential calculations, overtime rates, and accurate generation of government forms. Automatic updates when regulations change are also essential.

3. How do I know if an HRIS fits my company size and structure?

SMEs usually need a simple and cost-effective system with core HR modules. Larger companies require advanced workflows, multiple payroll groups, strong integrations, and scalability. The best approach is to map your processes and compare them with the HRIS features available.

4. Are integrations with biometrics and accounting tools important?

Yes. Integrations help minimize duplicate data entry and enhance accuracy. Common integrations include biometric devices, accounting systems, ERP platforms, and mobile apps for attendance and self-service.

5. How long does HRIS implementation usually take?

Implementation time varies by provider and company size. Smaller teams may be ready within weeks, while large enterprises may take longer due to training, configuration, and data migration. Clear onboarding support from the provider helps speed up the process.

6. Why do many Filipino companies prefer a locally compliant HRIS?

Local compliance ensures payroll accuracy and avoids issues during audits or government reporting. A system tailored for Philippine rules reduces errors and supports HR teams handling complex pay structures and changing labor requirements.