When running a small or medium-sized business in Sri Lanka, decisions often need to be made fast, whether it’s approving a new hire, identifying excessive overtime, or managing payroll costs. To do this effectively, having access to the right information at the right time is key. That’s where monthly HR reports come in. 

Instead of waiting until year-end to discover inefficiencies or errors, reviewing critical HR reports on a monthly basis can help you stay proactive, compliant, and informed. Many of these reports can be generated automatically through an HRIS system, allowing SMEs to simplify admin tasks while gaining real-time visibility. 

Here are five essential HR reports every Sri Lankan SME should make a habit of reviewing each month. 

1. Attendance Reports 

Tracking employee attendance is about more than just knowing who showed up. These reports help you: 

• Spot recurring absenteeism or late arrivals 

• Ensure accurate salary calculations, especially for daily-paid workers 

• Monitor team availability for project planning 

• Stay audit-ready with timestamped attendance data 

A good HR system automatically logs employee check-ins, integrates with biometric or mobile attendance, and flags attendance irregularities that could affect payroll or productivity. 

2. Leave Balance and Usage Reports 

Leave reports provide a detailed view of how much leave has been taken by each employee and how much remains in their entitlement. Reviewing this monthly helps SMEs: 

• Prevent leave misuse or overuse 

• Plan for team availability during peak times 

• Ensure accurate no-pay deductions where needed 

• Maintain compliance with Shop & Office Act entitlements 

SMEs using an HRIS benefit from digital leave requests, approvals, and automated report generation, all of which eliminate manual tracking. 

3. Payroll Summary Reports 

A payroll summary report offers a complete snapshot of your monthly salary expenses and deductions. Reviewing this report monthly allows you to: 

• Validate gross and net salary payments 

• Ensure EPF, ETF, and APIT contributions are correctly calculated 

• Identify anomalies such as duplicate entries or unusually high overtime 

• Track your overall wage bill for budgeting 

These reports are especially useful during audits or when submitting documentation to banks, tax consultants, or internal stakeholders. 

4. Employee Reports 

Employee reports give a consolidated overview of your workforce: names, NIC numbers, designations, departments, tenure, and more. Monthly review of this data helps you: 

• Stay updated on employee counts and changes 

• Maintain clean, updated employee records for compliance 

• Spot high attrition areas or hiring needs 

• Prepare for probation confirmations or contract renewals 

Keeping this data up to date also helps when submitting reports like the Annual Statement of Employer or when onboarding new benefits schemes. 

5. Loan or Advance Recovery Reports 

If your business provides salary advances or employee loans, reviewing this report each month ensures you: 

• Track outstanding balances 

• Confirm monthly deductions are applied correctly 

• Avoid over-recovery or missed deductions 

• Maintain financial clarity for both employer and employee 

Having this feature integrated with payroll software reduces manual tracking and simplifies financial reconciliation. 

Making Monthly HR Reviews a Routine 

For many SMEs in Sri Lanka, HR reporting has traditionally been viewed as a quarterly or annual task, something done only when there’s an audit or tax filing deadline. But by adopting a more consistent, monthly review habit, business owners and HR teams can make smarter decisions, avoid penalties, and boost operational efficiency. 

A modern HRIS platform does most of the heavy lifting. With just a few clicks, you can generate these reports, download them in Excel or PDF, and share them with the right stakeholders. Some systems even offer scheduled reporting so that updates land in your inbox at the start of each month. 

Keep Your Business Agile with the Right HR Data 

Reviewing these five HR reports each month won’t just keep you compliant, it will help you anticipate staffing needs, control payroll costs, and build a more responsive and well-managed workplace. For any growing SME in Sri Lanka, that kind of visibility is no longer optional, it’s essential.