Authorised greytHR Partner

How to Migrate from Keka to greytHR — Step-by-Step Guide 2026

Indian companies migrate from Keka to greytHR for two reasons: (a) growing factory/multi-location workforce needs greytHR's deeper statutory payroll capabilities, or (b) cost optimisation as headcount scales (greytHR is typically 30-50% cheaper at scale). This guide covers the full migration playbook based on our experience moving 50+ Indian companies between the two platforms.

Decide migration scope and timeline: Define what migrates: employee master, salary structures, leave balances, attendance history, performance reviews? Most companies migrate employee master + active salary structures + current-year leave balances + 6-12 months historical payslips. Avoid moving more than 2 years of history — value diminishes. Typical timeline: 8-12 weeks for 200-employee company including parallel payroll run.
Export data from Keka: Keka provides exports for: employee master (CSV), salary structures (per-employee CTC breakdown), leave balances (current + accrued), attendance records, performance review history, statutory data (PF/ESI/PT registrations, UAN numbers). Request Keka admin to provide full export package — typically takes 3-5 days from Keka support.
Configure greytHR statutory setup: In greytHR: configure PAN, TAN, PF registration number, ESIC code, PT registrations per state, LWF where applicable, Factory Act registrations (if factories present). Set up CTC components (basic, HRA, special allowance, conveyance, telephone, professional pursuit, employer PF/ESI, gratuity). Define salary structure templates per band/grade.
Import employee master into greytHR: Map Keka employee fields to greytHR fields (Keka uses some non-standard field names — we provide the mapping template). Import via greytHR's bulk import tool. Validate: employee count match, mandatory fields populated, reporting hierarchies correct, location/department assignments correct. Fix discrepancies before next step.
Migrate salary structures and leave balances: Apply CTC structures per employee (we batch-load using the templates from step 3). Validate take-home calculation against Keka payslip for spot-check sample of 20-30 employees across grades. Migrate leave balances — current-year accrued, carried-forward, special leaves. Validate against Keka leave balance reports.
Run parallel payroll for 1 month: For the first month of greytHR live, run payroll in BOTH systems. Compare line-by-line: gross, deductions (PF, ESI, PT, TDS), net pay, statutory contributions. Discrepancies usually trace to: (a) prorated joining dates, (b) variable pay components, (c) tax declarations not migrated, (d) reimbursements. Resolve discrepancies before cutover. Typical effort: 2-3 days for 200-employee parallel run.
Migrate tax declarations and TDS records: Employee Section 80C / HRA / interest declarations must be migrated for accurate TDS. Export from Keka, import to greytHR (some fields need re-entry due to format differences). Validate that year-to-date TDS deducted in greytHR matches Keka cumulative — critical for Form 16 generation at year-end.
Cut over to greytHR live, decommission Keka: On payroll cutover date: disable Keka payroll module (keep read-only for reference), make greytHR the system of record for payroll. Migrate ESS access (employees login to greytHR for payslips, leave, etc.). Keka can be kept active for 60-90 days post-cutover for historical lookups; then decommission. Communicate to employees in advance (typically 4 weeks notice).
Post-cutover stabilisation (first 3 months): First 3 months are stabilisation: handle queries (employees comparing greytHR payslip to old Keka payslip; reimbursement claim flows; leave application UX). Tune the system (workflow rules, approval chains, reminders). Monthly statutory filings (Form 24Q, EPF ECR, ESIC return) — validate against Keka same period to confirm parity.

Frequently Asked Questions

How long does Keka-to-greytHR migration take?

8-12 weeks for a 100-300 employee company. 12-20 weeks for 500+ employee companies. The longest steps are statutory configuration (per-state PT, multi-location ESI), salary structure migration with parallel payroll validation, and post-cutover stabilisation.

What is the typical cost?

For a 200-employee company: ₹1.5-3 lakh for full migration including data migration, setup, parallel payroll, training. Plus greytHR license (~₹50-100/employee/month). Saving vs continuing Keka: typically ₹1-2 lakh/year in license costs alone for 200-employee company.

Will employees lose access to historical payslips?

No. We keep Keka in read-only mode for 60-90 days post-cutover so employees can download historical payslips. Critical historical records (Form 16 for filed years, last 12 months payslips) can be imported into greytHR for permanent access. After 90 days, Keka can be fully decommissioned.

What about Keka performance review history?

Performance review history is the hardest part to migrate. Keka stores it in structured format; greytHR's performance module is less developed. Options: (a) export Keka reviews as PDF and store in greytHR document library (typical approach), (b) migrate goal/rating data into greytHR performance module (limited), (c) keep performance management on Keka and only migrate payroll/leave to greytHR (some companies do this for 6-12 months).

Can we test before committing?

Yes. We typically run a 4-week pilot: pick 25 representative employees, set up their full payroll in greytHR, validate against Keka for 1 month. This builds confidence before full-scale migration. Pilot cost is typically 25% of full migration cost; deducted from full migration fee if you proceed.

Free Keka-to-greytHR migration assessment — we scope, quote, and project-manage end-to-end.