Biometric Attendance System: Cost Breakdown & Key Factors
You’ve finally decided to upgrade to a biometric attendance system, but as soon as you see the price tag, boom! That’s a surprise you weren’t ready for! Are these systems really that expensive, or is there more to it? While they seem a bit pricey at first, the long-term savings they offer in terms of reduced fraud, better workforce management, and improved payroll accuracy make them a smart investment choice.
But before making a purchase, let’s break down the costs, hidden charges to watch out for, and how to get the best value. First, let’s understand the two key components of a biometric attendance system.
Understanding the Two Main Components of a Biometric Attendance System
Biometric attendance system are fundamentally composed of two distinct parts: the hardware and the software. The hardware, which captures employee attendance records, typically manifests as a face attendance machine, fingerprint scanner, or iris scanner.
The software, connected to the hardware through configuration settings, manages and processes this captured data. There are two types of software—one that solely enables the biometric attendance system to function and another that is part of a broader HRMS with integrated workforce management features.
Cost of Standalone Biometric Attendance Machine (Hardware)
The cost of typical biometric attendance systems with face recognition capabilities generally falls within the range of ₹15,000. Fingerprint attendance machine hardware is generally available at a lower starting cost - ₹3000.
However, today, many organisations prefer face attendance machines due to their enhanced convenience. These devices vary in processing capacity, selection options, and the number of users they can enrol.
A system designed for massive storage, supporting around 200,000 templates and equipped with higher IP ratings, can cost in the range of ₹100,000.
Cost of a Standalone Software System
A biometric attendance system requires software to function effectively. The captured data is transmitted to the software, where it is stored, processed, and made accessible to relevant users—HRs or employees—through a dashboard.
The software, paired with biometric hardware, can either be a standalone time attendance system or a comprehensive HRMS that includes attendance as one of its features. Pricing varies accordingly.
- A dedicated biometric attendance software typically starts at less than ₹100 per user per month.
- An integrated HRMS with attendance management may start at around ₹350 per user per month.
Pricing models also differ. Some providers offer a SaaS-based subscription, while others charge a fixed base fee per month.
When selecting a biometric attendance system software, consider key factors such as the number of users, budget, and whether you need a standalone attendance solution or a fully integrated HRMS suite.
Biometric Attendance System Hardware Costs by Business Size
For small businesses (1-50 employees), biometric attendance system hardware costs are quite manageable, as they typically require no more than two hardware terminals. The cost of one face recognition attendance machine is around ₹15,000.
Installation costs are minimal since these systems are often plug-and-play. However, small businesses should factor in replacement costs every 3-5 years and assess whether future growth may require additional devices.
For medium businesses (51-200 employees), biometric attendance system requirements increase. They can use the same type of devices as small businesses, costing ₹15,000 per unit, but in greater numbers.
The additional costs include networking infrastructure to connect multiple entry points and integration with HR systems. Medium businesses should also budget for regular maintenance contracts and potential software customisation.
For large enterprises (200+ employees), the same biometric attendance systems are used, costing ₹15,000+ per device, but in significantly larger quantities. These organisations typically deploy 5-20+ devices across multiple locations, often integrated with HRMS software running on cloud connectivity.
Businesses may incur substantial expenses for network setup, depending on the chosen connectivity method—Wi-Fi, LAN, GSM/4G, USB, or RS232/RS485—as well as the HRMS system’s licensing, customisation, and ongoing maintenance costs.
Hidden Costs of Implementing a Biometric Attendance System
Many businesses upgrading to a biometric attendance system focus solely on the upfront hardware and software costs, assuming them to be reasonable. However, several additional expenses can impact the total investment. These include:
Installation and Setup Fees
While most biometric attendance machines available in the market are plug-and-play, some are more complex to deploy and may require professional assistance. Additionally, if you need to integrate the hardware with your existing HRMS software, you may have to invest in additional configuration efforts, which can further increase the overall cost.
Training costs
Employees and HR teams may need training to fully utilise the capabilities of some biometric attendance systems. Is the training included in the package or charged separately? Businesses should clarify this in advance to avoid surprise charges.
Ongoing maintenance and support
Businesses need to verify if they are required to spend any additional money to upgrade the biometric attendance software or the hardware. Are updates offered free of cost or charged separately? This is something that should be clarified before making a purchase.
Cloud storage fees
In the case of using a biometric attendance machine in collaboration with a cloud-based HRMS software, there may be additional charges for data storage. These costs can vary depending on the provider, storage capacity, and data retention policies. It’s crucial to verify these fees in advance to avoid unexpected costs.
How Does Mewurk’s Biometric Attendance System Align with Pricing Considerations?
Mewurk’s Biometric Attendance System is an optimally integrated hardware + software solution. It is a smart ecosystem that is designed for businesses that need efficiency and scalability. Purpose-built by design, both the hardware and software work as a unit and deliver a smooth setup process and a highly reliable experience over time.
Key Features
Two-Minute Setup
Mewurk’s biometric attendance machine is a true plug-and-play solution. It features a quick QR code-based setup. Users can easily configure settings through the software, which removes complex installation steps and reduces downtime.
Tailor-made for Small Businesses with Scalability in Mind
Designed for small businesses but built to scale, this system grows with your organization. Whether you need to expand your operations to multiple locations or increase workforce size, there is nothing that limits its adaptability to your evolving needs.
Integrated with Mewurk’s Workforce Management Solution
Unlike standalone devices, Mewurk’s employee biometric attendance software comes as part of a complete workforce management suite. It includes attendance tracking, leave and shift management, payroll processing, HR onboarding, document management, and HR task automation.
Free Trial for Up to a Year
Businesses can experience the full benefits of Mewurk’s biometric system risk-free. With a one-year free trial, organisations can test their efficiency, reliability, and integration capabilities before making a financial commitment.
Outstanding Customer Support & Training
At Mewurk, we prioritise customer success with dedicated support and training for HR teams. We offer onboarding assistance to facilitate seamless adoption, while ongoing support helps businesses maximise system potential without extra costs.
The Bottom Line
When switching to a biometric attendance system, cost is an important factor to consider. Whether you run a small business or a medium to large one, your investment shouldn’t exceed the value it provides. Hopefully, this blog has given you a clear breakdown of the cost structure and guidance on how to get started with a reliable system without worrying about hidden expenses.
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