Navigating the Keka Billing Portal: A Guide to Managing Payments and Users

Keka HR's billing portal is a centralized platform designed for a streamlined financial management experience. Whether you're a seasoned finance professional or new to Keka HR, the billing portal simplifies your payment processes and user management with ease.

Accessing the Billing Portal

To access the billing portal, you need to be listed as a billing user. Billing users are typically set up during the initial onboarding phase. If you need to add new billing users at any point you can add it through the billing portal if you are already a billing user or simply contact our support team with the required details: email ID, first name, last name, phone number, and designation. Once added, they can access the portal at billing.keka.com.

Understanding the Billing Portal Interface

The billing portal comprises four main sections: Dashboard, Invoices, History, and Users. Each section is designed to give you complete control over your billing and subscription details.

Dashboard

The Dashboard within Keka HR's billing portal is a comprehensive overview of your account's financial and subscription details. Here's a breakdown of the key components visible on the Dashboard, as shown in the screenshot provided:

Current Subscriptions(1): Below the account details, the portal lists all active subscriptions. For each subscription, you'll find the name, plan type, billing cycle, and pricing details. Additionally, it includes discount details, offering insights into savings achieved through various discount policies like billing period discount, minimum committed volume discount, and any custom discounts.

Features in the Plan(2): This section outlines the extensive features included in the selected plan. It covers a wide range of functionalities that Keka HR offers, such as leave management, document control, loans, engagement, expenses, and many more modules that are essential for HR operations.

Add-Ons(3): Adjacent to the subscription details are the add-ons that enhance the functionality of the Keka HR system. Each add-on, such as Timesheet or Helpdesk, comes with its specific pricing and applicable discounts, allowing for customizable scaling as per the organization's needs.

Billing Information(4): On the right-hand side, there's a summary of billing information that includes the entity billed and their address, along with specific bank payment information for Keka Technologies.

Invoices

The Invoices tab on Keka HR's billing portal is an essential component for managing and tracking financial transactions related to your Keka HR subscription. Here's a detailed look at what the Invoices tab encompasses, as illustrated in the screenshot:

Invoices Due Section(1): This is the primary area where you can view all outstanding invoices that need to be addressed. It presents a list of invoice numbers, the date each invoice was issued, a description of what the invoice is for (e.g., "Charges for Yearly period"), which subscription it applies to, and the total amount due. Each line item also indicates the payment status, such as "Overdue," alerting you to prioritize certain payments.

Make Payment(2): Accompanying the list of invoices is a 'Make Payment' button. This feature allows you to directly pay one or multiple selected invoices from the portal, facilitating an easy and quick transaction process without the need to exit the interface.

Recent Payments Section (3): Below the list of due invoices, there's a 'Recent Payments' section. This provides a historical view of the payments made, including details like invoice number, description, subscription related to the payment, the date payment was made, the payment mode (e.g., Bank Transfer), and any relevant payment details. It serves as a quick reference to monitor recent financial activities and verify that payments have been processed as intended.

Payment Status(4): Each entry under the Recent Payments section includes a status update, such as "Paid," which confirms the completion of a transaction. This helps in maintaining clarity and ensuring that all parties are up to date with the account's payment status.

Actionable Options(5): Next to each invoice—both due and paid—are actionable options like 'Download'. This allows for easy retrieval of invoice documents for record-keeping, further analysis, or sharing with other departments such as accounting or auditing.

User

The Users tab in Keka HR's billing portal is a dedicated space for managing the access and roles of individuals who have billing-related permissions within the portal. 

User Management(1): This is the main feature of the Users tab, where administrators can oversee all billing portal users. It displays a list of individuals along with their status, indicating whether they are 'ACTIVE', 'INVITED', 'DISABLED', or hold a specific role such as 'FINANCE POC' (Point of Contact).

User Details(2): Each user card provides essential information such as the individual's name, their role or title within the organization (e.g., HR Manager, Lead, Dev), and their email contact. This ensures clear communication lines and appropriate access levels are maintained.

Status Indicators(3): The status of each user is clearly marked, offering instant insight into who is currently active, who has been invited to the portal but has not yet accepted, and who has been disabled from accessing the billing features.

Adding New Users(4): The '+Add Billing User' button is prominently displayed, allowing for easy addition of new users to the billing portal. This feature streamlines the process of granting access to additional staff as needed.

Designation Tags(5): Some users have tags that identify them as 'FINANCE POC', highlighting their specific responsibility in financial operations within the portal.

Contact Information(6): Direct contact details such as email addresses and sometimes phone numbers are provided, facilitating quick outreach for billing inquiries or coordination.

How to make payment

The "Make Payment" page within Keka HR's billing portal is designed to facilitate a smooth and efficient payment process. 

Select an Amount to Pay(1): Users can choose between paying for a single selected invoice or all invoices due. The option buttons display the total amount due for each choice, allowing for flexibility depending on the user's payment preference or financial strategy.

Total Amount to Pay(2): This field clearly displays the total amount that will be paid, including GST. There's also an option to 'Deduct TDS' if applicable, which is an important feature for companies adhering to tax deduction at source regulations.

Payment Method:

Two primary methods of payment are offered:

• Instant Payment: Users can pay by Credit Card, Debit Card, Net Banking, or UPI, which allows for instant account activation and credit. This method is ideal for users seeking immediate processing.
• Bank Transfer: Alternatively, users can opt for NEFT, RTGS, or IMPS transfers. It's noted that cheque deposits are not allowed and that payment reconciliation is manual, taking anywhere from 2 to 8 hours for activation. This method may suit users who prefer traditional bank transfers or when dealing with larger sums that require bank processing.

Deduct TDS

The "Deduct TDS" section on Keka HR's billing portal is a feature that caters to Indian tax regulations, specifically under section 194J of the Income Tax Act. This feature allows users to comply with tax deduction at source (TDS) requirements directly through the portal when making payments. Here's an overview based on the screenshots provided:

How the Deduct TDS Feature Works:

Confirmation Checkbox(1): A checkbox to actively select if TDS should be deducted. This ensures that the deduction is intentional and confirms the user's desire to comply with the tax deduction requirements.

TDS Percentage Selection(2): The user can choose the applicable TDS percentage from a dropdown menu. It allows for the standard rate of 10% or 2 %.

TAN Number Entry(3): Users must enter their Tax Deduction and Collection Account Number (TAN), which is mandatory for TDS deduction.

Instructions for Certificate Submission(4): Please send the TDS certificate to a specified to  [email protected], ensuring that Keka HR has the necessary documentation for their financial records and tax filing purposes.

Adjustment of Payment Total: Once the TDS is applied, the total amount to be paid will be adjusted accordingly, reflecting the TDS deduction before the payment is processed.

This section is crucial for businesses that need to deduct TDS before making payments, ensuring that they remain compliant with tax laws while using the Keka HR system for their financial transactions.

Pay Now Button: The prominent "Pay Now" button initiates the transaction process after the payment amount and method have been selected. 

 For any further assistance, please contact our customer service team.