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HR and Payroll System Kenya
An HR and payroll system built for Kenyan businesses. Accurate payroll with PAYE, NSSF, SHIF, and Housing Levy calculated automatically. Leave management, staff records, appraisals, and everything your HR team currently does by hand, done by a system that does not make mistakes.
Your HR team should be managing people, not managing spreadsheets.
The companies that manage their people well are the ones that grow well. When HR is buried in payroll admin, leave tracking, and searching for paper files, there is no time for the things that actually build a good company culture and retain good staff. A system that handles the admin frees your HR team to do the work that matters.
We have built HR and payroll systems for companies in Kenya across manufacturing, NGOs, hospitality, logistics, financial services, and professional services. Every one was built around the specific statutory and operational requirements of that company, not adapted from a global template.
Kenyan payroll has specific requirements that generic international software handles badly. We build with PAYE, NSSF, SHIF, Housing Levy, and KRA reporting built in from the start, not bolted on as an afterthought. When legislation changes, we update your system. You are never left scrambling to figure out how to apply a new rate in your spreadsheet.
You own the system completely. No monthly subscription fees. No risk of a SaaS company changing their pricing or shutting down. Your payroll data stays in your system, under your control, always.
Sound familiar? These are the problems we solve.
01
Payroll takes your team days to run every month
Calculating PAYE, NSSF, SHIF, and Housing Levy manually or in Excel is slow and leaves too much room for error. One wrong formula and the whole payroll is wrong. We build systems where you enter hours worked and the system does every calculation automatically, correctly, every time.
02
You are not confident your statutory deductions are right
Kenyan payroll legislation changes regularly. NHIF became SHIF. NSSF rates changed. The Housing Levy was introduced. If your payroll system or spreadsheet was set up a few years ago and has not been updated, there is a real chance something is wrong. Our systems are built to current Kenyan statutory requirements and updated when legislation changes.
03
Leave management is done over WhatsApp or paper forms
When leave requests come in through WhatsApp messages or handwritten forms, tracking who is off, who has days remaining, and who approved what becomes messy quickly. A proper leave management system lets staff apply digitally, managers approve or decline with a record, and HR sees the full picture across the company at any time.
04
Staff records are kept in files that nobody can find
Contracts, disciplinary records, appraisal notes, certificates, next of kin details. When these are in physical files or scattered across email inboxes, finding anything when you need it is painful. A central HR system means every employee's full record is stored digitally, searchable, and accessible to the right people.
05
You have no way to track performance properly
Annual reviews done on paper or in a Word document do not give you any way to compare performance over time, identify top performers, or build a case for a promotion or a dismissal. A structured performance management system gives you a clear, documented record for every employee and makes difficult conversations easier to handle fairly.
06
You are growing and your current system cannot keep up
A spreadsheet that worked for 15 employees starts breaking at 60. A basic HR tool that was fine when you had one office gets complicated when you have three. We build systems designed to scale with your company so you are not rebuilding your HR infrastructure every time you grow.
Questions businesses ask about HR and payroll systems
Yes. We build to current Kenyan statutory requirements including PAYE tax bands, the new NSSF rates under the 2013 Act, SHIF contributions at 2.75 percent of gross salary, and the Housing Levy at 1.5 percent. All calculations are automated and all remittance reports are generated in the format required for filing.
The cost depends on the size of your company, the number of modules needed, and whether you need integrations with existing systems. We scope every project individually and give a fixed price after a free consultation. There are no surprises and no monthly licence fees since you own the system.
Yes. We build multi-branch HR systems where each location manages its own day-to-day HR while central HR and finance have a consolidated view of payroll, leave, and headcount across the whole company.
Yes. Every system we build includes an employee self-service portal where staff can view their payslips, check their leave balance, submit leave requests, and update their personal details. This reduces the number of queries your HR team has to handle manually.
A standard HR and payroll system takes 8 to 12 weeks from kickoff to going live. We handle data migration from your existing records, train your HR team, and run a parallel payroll for the first month to make sure everything is accurate before you cut over fully.
Is it time to fix your HR and payroll process?
Your payroll takes too long to run every month and you are not fully confident the numbers are right.
You are not sure your PAYE, NSSF, SHIF, and Housing Levy calculations are up to date with current legislation.
Leave requests, staff records, and performance appraisals are still managed on paper or over WhatsApp.
You are growing and your current HR setup is not built to handle the size you are heading towards.
You want your staff to be able to access their own payslips and leave balances without calling HR.
You want to own your HR system fully, with no monthly SaaS fees and no risk of being locked out of your own data.
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Customer Reviews
5.0 Rating on Google
Rowg
"It's rare to find people who care this much about their work. Thanks again for the great job!"
May 2026Peter Pez
"Easy to work with and very professional. Top-notch system devs"
May 2026Murigi Arnold
"Very good"
May 2026Benson Kamau
"Cresbyte exceeded our expectations. They didn't just build us a good-looking product — they made sure it actually worked for our business."
May 2026Cosden Blake
"Excellent service and very professional. They built our system exactly as we envisioned and even improved some of our ideas. Highly recommend!"
May 2026Lil Rickie
"Cresbyte actually listened before they built anything. They watched how our team worked, asked smart questions, then delivered exactly what we needed."
May 2026