Platform features
Everything you need to run HR in Zambia
From the first payslip to the statutory filing — StaffScale handles every step, automatically and accurately.
Payroll
Automated payroll
that gets it right
Stop losing hours to spreadsheets. StaffScale calculates every employee’s pay in seconds — including every deduction you are legally required to make.
- PAYE calculation
- Applies the current ZRA income tax bands, up to the 37% top band on gross emoluments.
- NAPSA contributions
- 5% employee and 5% employer, capped at K1,708.20 per side per month on the 2026 ceiling.
- NHIMA contributions
- 1% employee and 1% employer, uncapped, calculated on full gross pay.
- SDL
- The 0.5% employer-only Skills Development Levy, included in your ZRA monthly return.
- Allowances & deductions
- Housing, transport, lunch, medical or any custom item — recurring or one-off, including salary advances.
- Compliant payslips
- Branded PDF payslips carrying NRC, NAPSA and NHIMA numbers and your employer TPIN, as the Employment Code requires.
Monthly Payroll Run
- Basic Salary
- K12,000.00
- Housing Allowance
- K2,500.00
- PAYE (ZRA)
- − K1,840.00
- NAPSA (5%)
- − K600.00
- NHIMA (1%)
- − K120.00
- Net Pay
- K11,940.00
Calculated in under a second
Compliance
Never miss a
statutory deadline
ZRA, NAPSA and NHIMA each have their own monthly deadline. Miss one and the penalty is yours. StaffScale tracks them for you.
- Deadline alerts
- Reminders before NAPSA and NHIMA on the 10th and PAYE on the 14th — flagged before the date, not after.
- Ready-to-submit schedules
- NAPSA Schedule 1, NHIMA schedules and ZRA P9/P10 returns, generated from approved payroll.
- Full audit trail
- Every run logged with a timestamp and the person who approved it. Audit-ready at any time.
- Rate updates
- When ZRA, NAPSA or NHIMA change a rate, the engine changes with them — nothing for you to patch.
ZRA
PAYE return — due 14th
NAPSA
Contribution schedule — due 10th
NHIMA
Monthly schedule — due 10th
Payments
Pay your team by
mobile money or bank
Many Zambian employees have a mobile wallet rather than a bank account. StaffScale pays everyone, whichever they use.
- MTN MoMo and Airtel Money
- Pay staff on either network in the same payroll run.
- Bulk bank file
- A bulk EFT file — names, accounts, net pay and references — ready to upload to your bank’s portal.
- Approved before it moves
- Disbursement only runs against a payroll your keyholders have already approved.
- Reconciliation
- Payment outcomes are recorded against the payroll run, so your records match what actually left the account.
Bulk salary disbursement
Mutale Banda
+260 97X XXX XXX · MTN
K11,940.00
Sent
Chanda Mwansa
+260 96X XXX XXX · Airtel
K8,420.00
Sent
Namwinga Lungu
+260 97X XXX XXX · MTN
K6,180.00
Sending…
48 employees · one approval
HR management
Your entire team,
organised in one place
From the day you hire someone to the day they leave — a complete, searchable record of every employee.
- Digital records
- Contracts, NRC copies, certificates and offer letters, stored against each employee.
- Leave management
- Annual, sick, maternity, paternity, compassionate and study leave, aligned to the Employment Code. Balances update themselves.
- Fast onboarding
- Add an employee in under three minutes, or bulk import a spreadsheet.
- Certification tracking
- Food handler medicals, first aid and licences — tracked to expiry, with renewal reminders before they lapse.
Employee overview
- Active
- 48
- On leave
- 3
- New this month
- 5
Analytics
Real-time reports,
zero guesswork
Understand payroll cost, headcount and compliance status at a glance — and hand your accountant something they can actually use.
- Payroll cost reports
- Total cost by department, month or individual, including employer contributions.
- Compliance history
- Every ZRA, NAPSA and NHIMA filing — date, amount and status — retained for six years.
- Excel exports
- One-click export of any schedule or return, formatted for the regulator.
- Alerts
- Approaching deadlines, probation endings, salaries below minimum wage and expiring certifications.
Exports your accountant will accept
- NAPSA_Schedule1_2026-08.xlsx
- NHIMA_Schedule_2026-08.xlsx
- ZRA_P10_2026-08.xlsx
- ZRA_P9_Annual_2026.xlsx
Every export stored for six years
Ready to experience all of this?
Join the waitlist and be among the first to get access when we launch.
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