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HRMS + Payroll for SMB
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HRMS + Payroll for SMB · Available now

People records, time and pay in one workspace.

HRMS + Payroll for SMB brings the employee register, positions, recruiting records, time, leave and payroll periods into one operating model. HR Business Partners maintain employee and employment history records.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive employees
HRMS + Payroll for SMB · Employees

Active employees

Employees in one list

New employee
Employees in view
6
Active
6
Employee IDFull nameDepartmentPositionManagerHire date
SMB-2026-101Iris NadeemPayrollBookkeeperFelix Rahman22 Oct
SMB-2026-109Marco OkaforSalesBookkeeperLeo Chen11 Oct
SMB-2026-116Aya MorenoOperationsWarehouse supervisorAya Moreno26 Oct
SMB-2026-123Felix RahmanWarehouseSales representativeNina Bako01 Nov
SMB-2026-135Nina BakoOperationsPayroll specialistEva Haddad18 Oct
6 of 6 records
SMB-2026-101Employees · EMP-48787
Active
Full nameIris Nadeem
DepartmentPayroll
PositionBookkeeper
ManagerFelix Rahman
Hire date22 Oct
Open requisitionEMP-48787 · SMB-2026-101

Hiring Manager reviews the opening; Admin records approval after required headcount confirmation.

Waiting for Hiring Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
36
Saved views
14
Roles with set permissions
8
Reports and dashboards
9
Features

A clear place for each people decision

Every feature works on the same records. Pick one to see the screen your team works in.

People records

Keep the employee register, organization structure and employment changes connected.

  • Organization
  • Worker
  • Change
  • Employees
  • Employment history
  • Positions
  • Job titles
  • Departments
  • Locations
Explore people records
OverviewActive employees
HRMS + Payroll for SMB · People records

Active employees

Employees

New
Employee IDFull nameDepartmentPositionManagerHire date
SMB-2026-101Iris NadeemPayrollBookkeeperFelix Rahman22 Oct
SMB-2026-109Marco OkaforSalesBookkeeperLeo Chen11 Oct
SMB-2026-116Aya MorenoOperationsWarehouse supervisorAya Moreno26 Oct
SMB-2026-123Felix RahmanWarehouseSales representativeNina Bako01 Nov
SMB-2026-135Nina BakoOperationsPayroll specialistEva Haddad18 Oct
6 of 6 records
SMB-2026-101Employees · EMP-48787
Active
Full nameIris Nadeem
DepartmentPayroll
PositionBookkeeper
ManagerFelix Rahman
Hire date22 Oct
Example screen with sample data
Process

From hiring through the pay period

Hire to pay ships ready to use. 4 steps need a named approval before the work moves on: Open requisition (Hiring Manager), Approve offer (HR Business Partner), Approve time and leave (Admin) and Approve payroll (Hiring Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Open requisition

    Review the position, headcount and owner before recruiting begins.

    SMB-2026-101EMP-48787 · Hiring Manager
    Open requisitionBy Hiring Manager
    ApprovalHiring Manager reviews the opening; Admin records approval after required headcount confirmation.

  2. Review candidate

    Keep each application linked to its opening and interview history.

    SMB-2026-101EMP-48787 · Recruiter
    Review candidateBy Recruiter

  3. Approve offer

    Check salary against the position's pay grade before sending.

    SMB-2026-101EMP-48787 · HR Business Partner
    Approve offerBy HR Business Partner
    ApprovalHR Business Partner reviews in-band pay; Admin records approval and escalates out-of-band pay.

  4. Prepare onboarding

    Assign dated tasks and connect the new employee to the start plan.

    SMB-2026-101EMP-48787 · HR Business Partner
    Prepare onboardingBy HR Business Partner

  5. Approve time and leave

    Review weekly hours and dated absence against the relevant records.

    SMB-2026-101EMP-48787 · Admin
    Approve time and leaveBy Admin
    ApprovalThe named approver decides; Admin records submitted time and leave outcomes.

  6. Approve payroll

    Inspect employee statements and totals for the pay period.

    SMB-2026-101EMP-48787 · Payroll Admin
    Approve payrollBy Payroll Admin
    ApprovalThe recorded pay approver decides whether the run can advance.

Start with Hire and onboard

Inside a record

Keep external actions tied to records

Open any employee to see its applications, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Full name, Department, Position and Manager.

  2. 2
    Applications

    Each line is linked to this employee.

  3. 3
    Who works on it

    L&D Admin, Recruiter and Payroll Admin, each with their own permissions.

  4. 4
    Process stages

    Prepare onboarding and Record employment, with the role that acts.

  5. 5
    Approvals

    Open requisition and Approve offer, with who decides.

Active employeesSMB-2026-101
HRMS + Payroll for SMB · Employees

SMB-2026-101

Iris Nadeem · Active

Log activity
1
Record details
Full nameIris Nadeem
DepartmentPayroll
PositionBookkeeper
ManagerFelix Rahman
2
Applications

SMB-2026-101

Application numberCandidateRequisition
APP-10119Malik VossSales representative opening
APP-23308Tobias NouriBookkeeper opening
APP-20720Wesley SatoSales representative opening
Applications
6
3

Who works on it

  • L&D AdminManage course enrollments, Courses, training records
  • RecruiterManage Applications, Candidates, Interviews, job requisitions…
  • Payroll AdminManage pay statement lines, pay statements, payroll calendars…
4

Process stages

  • Prepare onboardingHR Business Partner, Recruiter
  • Record employmentHR Business Partner
5

Approvals

  • Open requisitionHiring Manager
    Approved
  • Approve offerHR Business Partner
    Waiting
Example screen with sample data
Approvals

See what needs a human decision

Employees enter their own goals, leave and time, and read selected pay, benefit and review records.

OverviewApprovals
HRMS + Payroll for SMB · Overview

Approvals

Signed in as Hiring Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • LR-70012Parental leave
    Requested by Aya Moreno
    Submitted0dActions
  • LR-37737Personal day
    Requested by Eva Haddad
    Submitted4dActions
  • LR-50818Personal day
    Requested by Iris Nadeem
    Submitted2dActions
  • LR-51753Paid vacation
    Requested by Amal Torres
    Submitted4dActions

Who approves what

DecisionApprover
Open requisitionReview the position, headcount and owner before recruiting begins.Hiring Manager
Approve offerCheck salary against the position's pay grade before sending.HR Business Partner
Approve time and leaveReview weekly hours and dated absence against the relevant records.Admin
Approve payrollInspect employee statements and totals for the pay period.Hiring Manager
4 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens HRMS + Payroll for SMB to the work that is theirs. Pick a role to see what it starts with.

Employee

Self-service record entry on leave, timesheets and goals; read-only on pay, benefits and performance.

This is the first screen this role sees.

OverviewReview cycle work

Review cycle work

Performance reviews · Employee

Self2
2026 manager reviewPR-64020
Autumn probation reviewPR-55975
Add
Manager1
2026 annual reviewPR-39366
Add
Peer1
Summer probation reviewPR-48145
Add
Upward1
Autumn probation reviewPR-73657
Add
Skip-level1
Spring probation reviewPR-62237
Add
Example screen with sample data

Roles and permissions

Reports

Answer period and workforce questions

Answer workforce, approval, payroll and filing questions from connected records.

Overview
HRMS + Payroll for SMB · Overview

HRMS + Payroll for SMB dashboard

This quarter

Leave requests in view
6
Submitted
6

Employees by status

How far records got this quarter

StageReachedStep
Active36
On leave1028%
Terminated440%
Rehireable125%

Number of employees by status

Sample counts per stage

100
0Active
10On leave
10Terminated
10Rehireable
Example screen with sample data
  1. 01Employee distribution by department

    Which departments contain the current workers and who heads them?

  2. 02Requisition pipeline

    Compare open requisitions with application stages and target start dates.

  3. 03Leave balance position

    Which employees have pending leave beside accrued and taken amounts?

  4. 04Time approval queue

    List submitted timesheets with weekly totals and approvers.

  5. 05Payroll period summary

    Which calendars and pay dates account for gross and net totals?

  6. 06Pay statement detail

    Group statement lines by employee statement and category.

  7. 07Review cycle progress

    Show review status and overall rating by cycle and subject.

  8. 08Training expiry

    Show training records by expiration date and status.

  9. 09Tax filing calendar

    Which filing records are due or late for each jurisdiction?

All reports and dashboards

Who it's for

Fit the way your team works

See how HRMS + Payroll for SMB fits your kind of team.

Multi-location services

Coordinate people, time and payroll when teams work across several locations.

Growing office team

Keep hiring and onboarding connected to the employee and first pay cycle.

Cross-border small business

Keep country, entity, currency and jurisdiction explicit for each employee and pay period.

Controls

Review the record behind every total

Each stage of hire to pay names the role that acts and the status it records, so a change is never anonymous.

OverviewHire to pay
HRMS + Payroll for SMB · Process

Hire to pay

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
4
Roles involved
6
Tables touched
22
Open requisitionApproval
Hiring Manager, Recruiter
StatusDraft → pending approval → Approved → Open
RecordsJob requisitions
Approve offerApproval
HR Business Partner
StatusDraft → pending approval → Approved
RecordsPay grades, Offers
Prepare onboarding
HR Business Partner, Recruiter
StatusSent → Accepted
RecordsOnboarding checklists, Onboarding tasks, Employees
Hire to pay
  1. Start
    Open requisitionDraft → pending approval → Approved → Open
    Job requisitions
  2. Approval
    Approve offerDraft → pending approval → Approved
    Pay grades
  3. Step
    Prepare onboardingSent → Accepted
    Onboarding checklists
  4. Step
    Submit time and leaveDraft → Submitted
    Leave requests
  5. Approval
    Approve time and leaveSubmitted → Approved
    Leave requests
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next review

Ask Proto to help inspect records and prepare work for a human decision.

It can

  • Recruiter: Find an open requisition and summarize its applications before a hiring review.
  • HR Business Partner: Check an employee's current assignment and related employment change dates.
  • Payroll Admin: Compare a run's dates and totals with its employee statements and filing records.
  • L&D Admin: Find training records approaching expiration and identify their employee and course.

Stays with a person

  • The assigned reviewer decides whether a requisition or offer should be approved.
  • The named approver decides time and leave; the pay approver decides on a run.
  • Give Proto a specific record and ask it to prepare the facts for review.
  • Keep payment execution and tax submission with the responsible external service and human owner.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • HRMS + Payroll for SMB
  • Banking and payments
  • Tax authorities
  • Calendar
  • Learning system
  • Reference rates
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 36 tables
36tables
  • People records8
  • Recruiting and onboarding11
  • Time and leave7
  • Payroll and benefits9
  • Performance and learning7
  • Tax and reporting7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the workforce

    Agree entities, countries, departments, positions, locations, grades and employee ownership.

  2. Prepare time and benefits

    Set leave types, balances, plans, calendars, cutoffs and weekly time conventions.

  3. Rehearse hiring and approvals

    Use a requisition, offer, onboarding checklist, leave request and timesheet with named reviewers.

  4. Rehearse payroll

    Prepare a run, inspect employee statements and lines, then review gross and net totals.

  5. Connect external actions

    Test payment and filing confirmations and assign the people who record them.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for HRMS + Payroll for SMB.

All questions
How do I get started?

Click Get started, then use Proto to configure HRMS + Payroll for SMB for your business. Start with one entity, one pay calendar and a small employee group. Rehearse time, leave and one pay period before expanding.

Who maintains employee information?

HR Business Partner maintains employee and employment history records. Admin manages the full configuration and access.

Can employees submit time and leave?

Employee has record entry on timesheets, time entries and leave requests. The submitted records carry a status for review.

How are leave decisions recorded?

A leave request names its employee, leave type, dates and approver. Its status records submission, approval, rejection, cancellation or taken leave.

What does a payroll run contain?

A payroll run holds the calendar, period, pay date, type, status and totals. Pay statements and pay statement lines hold employee detail.

Can I use different pay frequencies?

Payroll calendars support Weekly, biweekly, semimonthly and Monthly schedules with entity, country, currency and cutoff days.

Where are benefits kept?

Benefit plans define plan terms. Benefit enrollments connect an employee and plan with coverage, effective dates and contributions.

How do we track filing work?

Tax filing records hold the jurisdiction, run, filing type, period, due date, amount, status and confirmation reference. Agree the external submission process during setup.

Can we follow performance and training?

Performance cycles, performance reviews and Goals track reviews. Courses, course enrollments and training records track assigned learning and completion evidence.

What should we test before a first pay period?

Check employee calendar assignments, approved time and leave, benefit enrollment, statement lines, run totals and the human pay decision. See the implementation plan.

Set up HRMS + Payroll for SMB your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

A personal agent for your business

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