Payday should not mean a weekend with a calculator and a file of contracts. SmartBiashara keeps every employee's details, attendance, leave and salary in the same system you use for sales and stock, works out NSSF and PAYE, and produces payslips for your team.
Included on every plan, from TSh 15,000 a month. See pricing
Staff · November payroll
People
Staff
38
Present today
35
Payroll status
Draft
| Name | Branch | Role | Attendance | Status |
|---|---|---|---|---|
| Rehema S. | Kariakoo | Cashier | 22 / 22 | Ready |
| Daudi M. | Mwanza | Store keeper | 21 / 22 | Ready |
| Aisha K. | Arusha | Manager | 22 / 22 | Ready |
| Peter L. | Kariakoo | Sales | 19 / 22 | Check leave |
| Neema J. | Dodoma | Cashier | 22 / 22 | Ready |
The day-to-day problems this module is designed to remove.
Working out gross pay, deductions and net pay for each worker on paper takes hours and invites mistakes. One wrong figure means an unhappy employee or an underpaid contribution.
NSSF and PAYE figures change with each salary. Calculating them manually for a team of 15 is slow and easy to get wrong.
Without attendance records, disputes about absent days and late arrivals come down to one person's word against another's.
A staff member says they have ten days of annual leave left and the manager thinks it is four. With no record, the owner has to guess.
Contracts in a drawer, phone numbers in WhatsApp and salary amounts in a notebook make it hard to answer simple questions about your own team.
Store each staff member's personal details, job and salary in a single employee record. When someone joins, changes role or leaves, you update one place. Owners with several branches can see the whole team without collecting lists from each manager.
Record when employees are present so you have a clear history to refer to at the end of the month. Attendance data helps settle disagreements quickly and gives you facts when talking to a staff member about punctuality. It also gives you something solid to check when working out pay for a partial month.
Log leave as it is taken so every employee's leave history is on record. When a cashier asks for time off during the December rush, the manager can see what has already been used before saying yes. Fewer surprises means better planning of shifts at busy branches.
Enter each employee's salary and SmartBiashara works out the NSSF contribution and PAYE as part of the payroll run. You review the figures rather than computing them line by line. The result is a payroll you can check in minutes instead of building over a weekend.
Generate a payslip for each employee showing their pay and deductions. Staff get a clear breakdown of what they earned and what was deducted, which cuts down on questions after payday.
The same system that pays your staff also controls what they can do in it. Admin, Manager and Cashier roles keep payroll and salary details with the people who should see them, while cashiers use the till. Each plan sets how many system users you can add, starting at 5 on Starter.
An illustrative example from a restaurant with 12 staff across two branches. Your pay dates and team size will be different.
The owner adds each cook, waiter and cashier with their job and monthly salary. It takes a few minutes per person and only needs doing once.
Branch managers mark attendance each day, so there is a record of who worked and who was absent.
When a waiter takes three days of annual leave, the manager records it on the employee's record.
Near month end the owner runs payroll. SmartBiashara calculates NSSF and PAYE for each person and shows the net pay to review.
Payslips are generated for all 12 staff and handed out. The owner pays salaries and keeps the payroll records in the system.
Staff · November payroll
People
Staff
38
Present today
35
Payroll status
Draft
| Name | Branch | Role | Attendance | Status |
|---|---|---|---|---|
| Rehema S. | Kariakoo | Cashier | 22 / 22 | Ready |
| Daudi M. | Mwanza | Store keeper | 21 / 22 | Ready |
| Aisha K. | Arusha | Manager | 22 / 22 | Ready |
| Peter L. | Kariakoo | Sales | 19 / 22 | Check leave |
| Neema J. | Dodoma | Cashier | 22 / 22 | Ready |
Illustrative staff and payroll screen showing employees, attendance and deductions. Names and amounts are sample data.
With salaries and deductions calculated for you, the owner checks and approves instead of computing every line.
Attendance, leave and payslips on record give both sides the same facts when a question comes up.
Because HR lives in the same system as sales and expenses, you can weigh what the business earns against what the team costs.
When your accountant or an inspector needs payroll history, it is already stored in the system instead of scattered across notebooks.
Still have a question? Ask our team on WhatsApp, phone or email.
Yes, NSSF and PAYE calculations are built into the HR and payroll module. You enter the salary and the system works out the deductions during the payroll run. Always review the figures before paying, especially after a change in statutory rates.
HR and payroll is part of the core system from the Starter plan at TSh 15,000 a month excluding VAT. Higher plans raise the limits on locations and system users. You can try it during the 14-day free trial with no credit card.
The deductions SmartBiashara lists as built in are NSSF and PAYE. For any other statutory or company-specific deduction, talk to our team before you rely on the system for it. We will tell you plainly what is and is not covered for your setup.
Yes, attendance is recorded per employee, so you can look back at who was present on any day. This is useful when a dispute comes up about absences or when you work out pay for part of a month. Managers and the owner see the same record.
Yes, every employee sits in the same SmartBiashara account, whichever shop they work in. Ask our team how staff are organised by branch if that matters for your payroll. The number of branches depends on your plan: 1 on Starter, 3 on Basic, 5 on Standard and 50 on Enterprise.
SmartBiashara generates a payslip for each employee showing pay and deductions. If you want to send payslips to staff phones by WhatsApp or email, ask our team which formats are available for your setup before you plan around it.
Start a 14-day free trial, add your team and see NSSF and PAYE worked out for you. No credit card is needed. Questions about your payroll setup go to our team on WhatsApp or phone, Monday to Saturday, 8am to 8pm.
