Simple process

From setup to payday in under an hour

No technical background needed. If you can use WhatsApp, you can use StaffScale.

  1. 01

    Create your account and set up your company

    Sign up with your work email, then enter your company details — your employer TPIN, NAPSA employer number and NHIMA employer reference. These appear on every payslip and filing, so it is worth getting them right once.

    Youll need:
    TPIN, NAPSA and NHIMA employer numbers
    Time:
    ~5 minutes
  2. 02

    Add your employees

    Add people one at a time, or bulk import a spreadsheet. For each person you enter their name, NRC, mobile number and salary. An email address is optional — many staff will not have one.

    Options:
    Manual entry or CSV import
    Time:
    Under 3 minutes each
  3. 03

    Configure pay structures

    Set the pay components for each employee — basic salary, housing, transport and any recurring deductions such as loans or advances. You do this once per person.

    Supports:
    Multiple allowances, recurring and one-off items
  4. 04

    Run monthly payroll

    At month end, click Run Payroll. StaffScale calculates PAYE, NAPSA, NHIMA and SDL for every employee at the current statutory rates. It takes seconds, and there is no maths for you to check.

    Automatic:
    ZRA bands, NAPSA ceiling, NHIMA levy, SDL
  5. 05

    Review and approve

    Before anything is paid you see the full breakdown — gross, every deduction and net pay per employee. On larger runs approval requires more than one keyholder, each confirming with a one-time code.

    Shows:
    Gross, PAYE, NAPSA, NHIMA, net — per employee
  6. 06

    Pay your team

    Disburse to MTN MoMo or Airtel Money wallets, or download a bulk EFT file for your bank. Payments only run against a payroll that has been approved.

    Supports:
    MTN MoMo, Airtel Money, bank EFT file
  7. 07

    Download and submit statutory forms

    StaffScale generates your NAPSA Schedule 1, NHIMA schedule and ZRA P10 monthly return — pre-filled from the payroll you approved. NAPSA and NHIMA are due by the 10th, PAYE by the 14th.

    Reminders:
    Before each deadline, not after
  8. 08

    Track, report and repeat

    Payroll history, compliance records and payment outcomes are stored and exportable for six years. Next month, run payroll again.

    Exports:
    Excel, PDF

FAQ

Common questions

Do I need to be an accountant to use StaffScale?
No. It is built for business owners and HR managers. The system handles the tax and compliance calculations; you need to know your employees and their salaries.
What if ZRA changes the tax rates?
The engine updates and the new rates apply on your next run. Statutory rates live in one place, so a change reaches every client at once — you do not patch anything.
How many employees can I have?
Any number. Pricing is per employee, so a small business never pays enterprise prices — and there is no headcount ceiling on any plan.
What if an employee has no mobile wallet?
You can still pay them by bank EFT — StaffScale generates a bulk payment file for your bank — and payslips and records work exactly the same either way.
What if an employee has no email address?
That is fine, and common for guards, drivers and waiting staff. Email is optional on an employee record; HR manages their leave and payslips on their behalf.
Is my data safe?
Data is encrypted in transit and at rest, each organisation is isolated at the database level, and we are aligned to Zambia’s Data Protection Act No. 3 of 2021. Your data is never shared with third parties.
When is StaffScale launching?
We are onboarding early clients now. Join the waitlist to secure a place.

Sounds simple? It is.

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