Avanza RRHH · Practical guide

Payroll software in Guatemala: what to evaluate versus Excel and other options

Comparing payroll options starts with knowing what your company needs that its current method does not solve. An Excel payroll, a module inside an accounting system and dedicated payroll software cover different scopes. This guide proposes criteria to compare them using your own data.

By the Avanza Code team

1. Define what fails today

Before comparing products, identify where time is lost or differences appear in each pay period. That diagnosis decides which criteria matter most.

  • Repeated corrections after closing payroll.
  • Different data for the same employee across several files.
  • Dependence on one person who knows the formulas.
  • Difficulty delivering payslips or checking a previous period.

2. Check that it covers Guatemalan labor rules

Payroll must reflect your operation and the applicable regulation. Ask to see each concept with one of your cases, not a generic example.

  • IGSS, IRTRA and INTECAP contributions and reports that apply to your company.
  • Bono 14, aguinaldo, vacation and severance.
  • Overtime, bonuses and deductions.
  • Validation of the setup with your company’s labor and tax owner.

3. Compare how approvals and changes are controlled

A spreadsheet lets anyone edit any cell without a trace. A system should show who changed a value and who authorized payment.

  • Roles and permissions by function.
  • Change history for salaries and payroll events.
  • Review and approval flow before closing a period.
  • Information backup and controlled access to sensitive data.

4. Test with a real period

The most useful test is calculating a period you already closed and comparing results per employee and in total. Differences reveal rules still to configure.

  • Include variable earnings, an absence and an installment deduction.
  • Compare totals and review differences employee by employee.
  • Generate the payslips and reports your team will use.
  • Document what stayed outside each option’s scope.

5. Calculate the full cost, not just the subscription

Compare published price, implementation, support, legal updates and per-employee cost as you grow. Ask for each item in writing.

  • Subscription, monthly minimum and charge per active employee.
  • Cost and scope of implementation and data import.
  • Included support hours and agreed response times.
  • What happens to your data if you change provider.