7 Free and Paid Employee Record Check Platforms Compared for Indian SMBs
Why Indian SMBs Can No Longer Afford to Skip Employee Record Checks
If you run a small or mid-sized business in India, you’ve probably thought: “Background checks are for big companies with HR departments. We can’t afford it.”
The data says you can’t afford to skip it.
According to AuthBridge’s Workforce Fraud Files H1 FY26, 4.33% of white-collar hires and 5.61% of gig workforce hires in India have discrepancies in their background records. OnGrid’s FY 2024-25 Annual Report found 3.6 lakh individuals with at least one background check failure. And the IT/ITES sector alone shows a 9.46% discrepancy rate with 18.8% of profiles misrepresented in some form, according to AuthBridge’s H2 2025 data.
For a 50-person SMB, that means 2–3 employees could be working with fabricated records right now. One bad hire in a small team isn’t a statistic — it’s a direct hit to your business.
The SMB Dilemma: Free vs. Paid Record Check Platforms
The good news: you don’t need an enterprise-grade solution. The Indian market now has both free and paid employee record check platforms that work for businesses of every size. But “free” and “paid” aren’t just about price — they’re about what you can actually verify.
| Factor | Free Platforms | Paid Platforms |
|---|---|---|
| Cost | Rs. 0 | Rs. 26–Rs. 2,000 per check/candidate |
| Government database access | Limited (self-service portals only) | Direct API queries to PAN, EPFO, DL, Voter ID |
| Speed | Manual, DIY — minutes to hours | Instant to days (depends on check type) |
| Verification scope | Usually just one record type | Multiple checks in one platform |
| Reports | No formal reports | PDF reports with compliance documentation |
| Legal compliance | Your responsibility | Platform handles consent and data masking |
| Best for | Cash-strapped startups with 1–5 hires/year | Any SMB hiring regularly |
What SMBs Actually Need From an Employee Record Check Platform
Enterprise platforms offer 200+ check types, field agents in 600 districts, and annual contracts. SMBs need something simpler:
- No minimum volumes — you’re hiring 5–50 people, not 5,000
- No sales call to start — you don’t have time for demos and negotiations
- Transparent pricing — you need to know the cost before you commit
- Government database checks — PAN, EPFO past employment, and ID verification cover 80% of fraud
- Fast results — you can’t wait 7–15 days when you need to onboard next week
Here are 7 free and paid employee record check platforms compared specifically for Indian SMBs — from completely free government tools to affordable paid platforms with transparent pricing.
Quick Comparison: 7 Free and Paid Employee Record Check Platforms for Indian SMBs
| Platform | Free or Paid? | Checks Available | Speed | Pricing | Self-Serve? | SMB Rating |
|---|---|---|---|---|---|---|
| SalaryBox Verify | Paid (pay-per-check) | PAN, UAN/EPFO, DL, Voter ID | Under 2 min | Rs. 499/check | Yes | 5/5 |
| EPFO UAN Member Portal | Free | Employment history (self-service UAN passbook) | Manual, 10–30 min | Free | Yes (DIY) | 3/5 |
| Kredily BGV | Free tier (HR platform) | Identity, address, education, employment, reference | 2–7 days | Free platform; BGV pricing TBD | Yes | 3.5/5 |
| SpringVerify | Paid (packages) | Identity, employment, education, criminal, address, reference | 2–5 days | Rs. 799–Rs. 1,599/candidate | Yes | 4/5 |
| HelloVerify | Paid (budget) | Identity, employment, education, criminal, address | 2–5 days | Low per-check (unpublished) | Sales needed | 3/5 |
| OnGrid | Paid (API) | 200+ check types via API | Real-time (APIs) | Custom per-call | Dev needed | 3/5 |
| Pietos | Paid (hybrid) | Identity, employment, education, criminal, address | 3–7 days | Rs. 200–Rs. 2,000/case | Sales needed | 3/5 |
Bottom Line for SMBs: The free tools (EPFO portal, Kredily) are useful starting points but limited in scope and speed. Among paid platforms, SalaryBox Verify is the only one that combines instant government database results, transparent per-check pricing (Rs. 26–Rs. 170), and zero minimums — making it the most cost-effective choice for SMBs that hire anywhere from 5 to 200 people per year.
#1 SalaryBox Verify — Best Paid Platform for SMBs (Pay-Per-Check, No Minimums)
Website: salarybox.in/verify
Free or Paid: Paid — pay-per-check with transparent pricing, no subscriptions or minimum volumes
Why It’s #1 for SMBs: SalaryBox Verify was built for exactly the problem Indian SMBs face: needing reliable employee record checks without enterprise pricing, sales calls, or annual contracts. It queries 4 government databases directly (Income Tax, EPFO, MoRTH, Election Commission) and returns verified results in under 2 minutes. Every check has a fixed, published price — no surprises, no hidden fees.
What It Checks
| Record Check | Government Database | What You Get | Speed | Cost |
|---|---|---|---|---|
| PAN Verification | Income Tax Department (CBDT) | Name, DOB, PAN validity | Instant | Rs. 26 |
| Past Employment History | EPFO (via UAN) | Every formal employer, joining/exit dates, salary contributions | Minutes | Rs. 170 |
| Driving Licence Check | MoRTH (VAHAN/SARATHI) | DL validity, issue/expiry dates, vehicle class | Instant | Rs. 126 |
| Voter ID Verification | Election Commission | Voter ID validity, registered address | Instant | Rs. 126 |
Why SMBs Love It
- No minimum volumes — check 1 employee or 100; pay only for what you use
- No sales call required — sign up and start checking immediately
- Pricing visible before you pay — see exactly what each check costs on the website
- No developer needed — any team member can run checks from the dashboard
- PDF reports — masked sensitive data, compliance-ready, downloadable
Step-by-Step for SMBs
- Go to salarybox.in/verify and create an account (2 minutes, no demo needed)
- Run a PAN check to verify the candidate’s identity
- Run a UAN/EPFO check to see their complete employment history from government records
- Add DL or Voter ID checks if needed for the role
- Download PDF reports for your records
Cost for a Typical SMB
| Hires Per Year | Basic Check (PAN + EPFO) | Comprehensive (All 4 Checks) |
|---|---|---|
| 10 hires | Rs. 1,960 | Rs. 4,480 |
| 25 hires | Rs. 4,900 | Rs. 11,200 |
| 50 hires | Rs. 9,800 | Rs. 22,400 |
| 100 hires | Rs. 19,600 | Rs. 44,800 |
Pros
- Cheapest per-check pricing in India — Rs. 26 for PAN, Rs. 170 for EPFO employment history
- Instant government database results — PAN, DL, Voter ID in under 2 minutes
- Zero overhead for SMBs — no subscriptions, no contracts, no account managers
- EPFO past employment history — the most powerful check for catching fake resumes
- Moonlighting detection — overlapping employer dates visible in EPFO records
Cons
- Not free, every check costs money (though as low as Rs. 26)
- No criminal record checks (eCourts/court databases not integrated)
- No education verification (no university outreach or DigiLocker)
- No Aadhaar verification
SMB Verdict
The best value employee record check platform for Indian SMBs, period. For the checks that catch 80% of hiring fraud (identity + employment history), no other platform matches SalaryBox Verify’s combination of price, speed, and accessibility. The “free” alternatives save you Rs. 26–Rs. 170 per check but cost you hours of manual work and give you no formal compliance reports.
→ Try SalaryBox Verify — Your first check takes 2 minutes
#2 EPFO UAN Member Portal — Best Free Government Tool for DIY Employment History Checks
Free or Paid: Completely Free — government-run, no charges
Overview: The EPFO UAN Member Portal is the Indian government’s own platform where employees can access their Provident Fund records. If a candidate shares their UAN login credentials or passbook with you, you can see their complete formal employment history — every employer who contributed to their PF, with dates and salary contributions. This is the same government database that paid platforms like SalaryBox Verify query via API, but accessed manually through the employee’s own account.
What You Can Check (For Free)
| Record | What You See | How to Access | Limitation |
|---|---|---|---|
| Employment History | All formal employers with PF contributions, joining/exit dates | Candidate shares UAN passbook or login | Requires candidate’s cooperation |
| Salary Brackets | PF contribution amounts (indicates salary range) | UAN passbook shows monthly contributions | Only formal sector employers |
| Moonlighting Detection | Overlapping employer dates visible | Compare employer timelines in passbook | Manual comparison required |
| Employer Names | Official registered names of past employers | Listed in PF records | Company names may differ from what candidate states |
How SMBs Can Use It
- Ask the candidate to share their UAN passbook download or provide view-only access during the interview
- Log in to the portal at unifiedportal-mem.epfindia.gov.in (candidate logs in with their UAN and password)
- View the passbook to see employer-wise PF contributions with dates
- Compare against their resume — check employer names, tenure dates, and gaps
- Note any discrepancies for follow-up questions
Pros
- Completely free — no cost to access, government-maintained
- Government-verified data — same EPFO records that paid APIs query
- Employment history from the source — cannot be faked by candidates
- No sign-up required (for the employer) — candidate provides access
- Shows salary brackets — PF contributions reveal approximate salary ranges
Cons
- Requires candidate cooperation — the candidate must share their UAN credentials or passbook; they can refuse
- Manual, time-consuming process — logging in, navigating the portal, and comparing data takes 15–30 minutes per candidate
- No formal report — no PDF, no compliance documentation, no masked data
- Only employment history — no PAN verification, no DL check, no Voter ID, no criminal records
- Portal reliability issues — the EPFO portal is frequently slow or down during peak hours
- Privacy concerns — asking for login credentials raises candidate trust issues
- Only covers formal sector — employees without PF contributions (informal/gig workers) have no records here
SMB Verdict
A useful free fallback, but impractical as your primary employee record check tool. The EPFO portal gives you access to the same government employment data for free — but the manual process, candidate dependency, and lack of formal reports make it unsuitable for regular hiring. Use it as a backup for candidates who can’t or won’t share their UAN for a paid check. For routine hiring, SalaryBox Verify pulls the same EPFO data for Rs. 170 per check without needing the candidate’s login.
#3 Kredily BGV — Best Free-Tier HR Platform With Built-In Background Verification
Free or Paid: Free HR platform (BGV module rolling out to Kredily users)
Overview: Kredily is a free-forever HR and payroll platform for Indian businesses that has recently added a background verification module to its product suite. According to their BGV page, the platform offers identity, address, education, employment, and reference checks — all managed through the same dashboard SMBs already use for payroll and attendance. The HR platform is free for unlimited employees; BGV-specific pricing is being rolled out and may involve per-check charges.
What It Checks
| Record Check | Available | Method | Speed |
|---|---|---|---|
| Identity (PAN, Aadhaar) | Yes (mandatory) | Document upload + verification | 2–5 days |
| Address Verification | Yes | Aadhaar, utility bills, rent agreements | 3–7 days |
| Education Verification | Yes | Degree certificate upload + institutional outreach | 3–7 days |
| Employment History | Yes | Relieving/experience letter upload + employer outreach | 3–7 days |
| Reference Check | Yes | Direct contact with references | 2–5 days |
| Criminal Record | Rolling out | Being added alongside core checks | TBD |
Pros
- Free HR platform — payroll, attendance, and leave management at no cost for unlimited employees
- Integrated BGV — run background checks from the same platform you use for HR ops
- Self-serve employee flow — employees upload documents, give consent, and track status themselves
- Consolidated PDF reports — overall verdict with risk bands and per-check results
- AI Copilot — answers status questions and helps HR manage the process
- Audit trail — consent, initiation, and status change logs for compliance
Cons
- BGV pricing unclear — the HR platform is free, but BGV-specific charges are “rolling out” with no published rates
- No instant government database checks — relies on document upload and manual outreach, not real-time API queries
- 2–7 day turnaround — significantly slower than instant platforms like SalaryBox Verify
- No UAN/EPFO past employment check — cannot pull government-verified employment history; relies on candidate-provided documents
- New BGV module — still rolling out; features and reliability may evolve
- Employment verification depends on candidate documents — candidates can provide fake relieving letters
SMB Verdict
Great if you already use Kredily for HR, but limited as a standalone employee record check tool. Kredily’s free HR platform is genuinely useful for SMBs, and having BGV built in saves the hassle of managing a separate tool. But the verification relies on document-based checks with multi-day turnaround — not instant government database queries. For fast, fraud-proof employment history checks, pair Kredily’s free HR tools with SalaryBox Verify’s Rs. 170 EPFO check.
#4 SpringVerify — Best Paid Package Platform for Growing SMBs
Free or Paid: Paid — package-based pricing starting at Rs. 799/candidate
Overview: SpringVerify is a Bangalore-based digital background verification platform that targets startups and mid-market companies. Their key differentiator is HRMS integration — they plug into Darwinbox, greytHR, Keka, and other popular HR tools, so verification triggers automatically when a new hire is added. According to their pricing page, packages range from Rs. 799 to Rs. 1,599 per candidate, making them one of the few Indian BGV platforms with published pricing. They also offer a free trial for new customers.
What It Checks
| Record Check | Available | Method | Speed |
|---|---|---|---|
| Identity (PAN, Aadhaar) | Yes | Database verification | 24–48 hours |
| Employment Verification | Yes | Employer outreach + digital cross-reference | 2–5 business days |
| Education Verification | Yes | Institutional outreach + document checks | 3–7 business days |
| Criminal Record Check | Yes | Court database search | 3–7 business days |
| Address Verification | Yes | Digital + field verification | 2–5 business days |
| Reference Check | Yes | Automated referee outreach | 3–5 business days |
| Drug Test | Yes | Partner lab network | 3–5 business days |
Pros
- Published pricing — Rs. 799–Rs. 1,599 per candidate, visible on website
- Free trial available — test the platform before committing
- HRMS integration — auto-triggers from Darwinbox, greytHR, Keka
- Comprehensive packages — identity, employment, education, criminal, address bundled in one price
- Real-time tracking dashboard — monitor verification progress without emails
- Reference checks included — catches candidates with fake references
Cons
- No instant results — even identity checks take 24–48 hours
- Package pricing means you pay for checks you may not need — Rs. 799 minimum even if you only need PAN + employment
- No real-time EPFO/UAN check — employment verification relies on manual employer outreach, not government database
- Rs. 799–Rs. 1,599 per candidate adds up — 50 hires = Rs. 39,950–Rs. 79,950/year vs. SalaryBox’s Rs. 9,800
- Manual outreach can be gamed — candidates can provide fake HR contacts as references
SMB Verdict
Best for SMBs that want an all-in-one package with HRMS integration, but expensive for the checks that matter most. SpringVerify is the most polished package-based platform for growing SMBs. But at Rs. 799+ per candidate, it’s 4–30x more expensive than SalaryBox Verify’s Rs. 26–Rs. 170 per-check pricing for identity and employment history — the two checks that catch 80% of hiring fraud.
#5 HelloVerify — Best Budget Paid Option for Mid-Sized SMBs
Free or Paid: Paid — budget per-check pricing (not published, requires sales call)
Overview: HelloVerify is a Gurgaon-based background verification startup that positions itself as an affordable alternative to enterprise BGV companies. According to SutraHR’s comparison, HelloVerify is listed among the best options for tech startups and mid-sized businesses. Their platform uses AI/ML to process checks and delivers results in a Suspect / Alert / Good-to-Go traffic-light format that non-HR founders can understand quickly. HelloVerify targets companies hiring 20–500 employees per year.
What It Checks
| Record Check | Available | Method | Speed |
|---|---|---|---|
| Identity Verification | Yes | Database checks (PAN, Aadhaar) | 1–2 business days |
| Employment Verification | Yes | Employer outreach + database cross-reference | 2–5 business days |
| Education Verification | Yes | Institutional outreach + document checks | 3–7 business days |
| Criminal Record Check | Yes | Court database search | 3–7 business days |
| Address Verification | Yes | Digital + field verification | 2–5 business days |
| Drug Testing | Yes | Partner lab network | 3–5 business days |
Pros
- Budget-friendly positioning — marketed as affordable for startups and SMBs
- Traffic-light reports — Suspect/Alert/Good-to-Go format is easy for non-HR founders to read
- AI/ML-driven — automated processing reduces manual work and speeds up common checks
- Comprehensive check types — covers identity, employment, education, criminal, address, and drug testing
- Scalable — handles growth from 20 to 500 hires per year
Cons
- No published pricing — “budget” is a claim, not a verifiable fact; requires a sales call to get quotes
- No instant government database checks — identity verification takes 1–2 days, not minutes
- No UAN/EPFO past employment check — cannot pull government-verified employment history in real-time
- Sales call required — can’t sign up and start checking immediately like SalaryBox Verify
- Mixed support feedback — some users report inconsistent support response times
- Employment verification relies on outreach — vulnerable to fake references
SMB Verdict
A budget-friendly comprehensive platform, but you can’t verify the “budget” claim without a sales call. HelloVerify offers a solid range of checks at reportedly low prices, making it appealing for mid-sized SMBs that need criminal and education checks alongside employment verification. But for the identity and employment history checks that SMBs need most, SalaryBox Verify’s transparent Rs. 26–Rs. 170 pricing and instant results are a provably cheaper and faster option.
#6 OnGrid — Best Paid API Platform for Tech-Savvy SMBs
Free or Paid: Paid — per-API-call pricing (custom quotes)
Overview: OnGrid is a Pune-based API-first background verification platform offering 200+ check types. Their standout feature is direct integration with EPFO, DigiLocker, and eFIR government databases via clean API endpoints. OnGrid is ideal for tech-savvy SMBs that have a developer on the team and want to build employee record checks directly into their own hiring workflow. According to their FY 2024-25 Annual Report, OnGrid flagged 3.6 lakh individuals with at least one verification failure.
What It Checks
| Record Check | Available | Method | Speed |
|---|---|---|---|
| Identity (PAN, Aadhaar) | Yes | Government database API | Real-time |
| Employment History (EPFO) | Yes | EPFO API via UAN | Real-time |
| Education (DigiLocker) | Yes | Government digital certificates | Real-time |
| Criminal Record (eFIR) | Yes | eFIR database search | Hours to days |
| Address Verification | Yes | Digital + field verification | 2–5 business days |
| Police Verification | Yes | State police databases | 3–7 business days |
Pros
- 200+ check types — broadest verification catalogue in the Indian market
- DigiLocker integration — verify education credentials through government-signed digital certificates
- EPFO API — real-time employment history from government records
- ISO-certified — enterprise-grade security and compliance standards
- Real-time APIs — PAN, Aadhaar, EPFO, and DigiLocker checks return instantly
Cons
- Requires developer integration — no self-serve dashboard for non-technical HR teams
- Custom pricing only — no published rates; need to contact sales
- API setup takes time — integration requires developer days or weeks before first check
- Not practical for SMBs without developers — a 20-person SMB without a tech team can’t use this
- Per-call pricing can be unpredictable — costs fluctuate with usage
SMB Verdict
Powerful API-based platform, but only practical for SMBs with in-house developers. OnGrid’s real-time EPFO and DigiLocker APIs are impressive, and the 200+ check types give maximum flexibility. But if your SMB doesn’t have a developer to build and maintain the integration, you’re better off with SalaryBox Verify’s ready-to-use dashboard — same EPFO government data, no coding required.
#7 Pietos — Best Paid Hybrid (Digital + Physical) Platform for Non-Metro SMBs
Free or Paid: Paid — Rs. 200–Rs. 2,000 per case (published pricing tiers)
Overview: Pietos is an Indian background verification company that combines digital verification with physical field agents — making them one of the few platforms that can verify addresses and employment in non-metro and rural areas where digital-only platforms fall short. According to ThePeoplesBoard, Pietos offers both physical and digital verification modes with a real-time dashboard. Their pricing ranges from Rs. 200 for basic digital checks to Rs. 2,000 for comprehensive field-verified cases.
What It Checks
| Record Check | Available | Method | Speed |
|---|---|---|---|
| Identity Verification | Yes | Digital database checks | 1–2 business days |
| Employment Verification | Yes | Employer outreach + field agents | 3–7 business days |
| Education Verification | Yes | Institutional outreach + field verification | 3–7 business days |
| Criminal Record Check | Yes | Court database + police station visits | 5–15 business days |
| Address Verification | Yes | Physical field visit + digital cross-reference | 3–7 business days |
| Reference Check | Yes | Direct contact with provided references | 2–5 business days |
Pros
- Published pricing — Rs. 200–Rs. 2,000 per case, one of the few platforms with visible rates
- Physical + digital hybrid — field agents verify addresses and employment in person, essential for non-metro areas
- Real-time dashboard — track verification progress without phone calls
- Non-metro coverage — field agents can verify in Tier 2/3 cities and rural areas where digital-only platforms can’t reach
- Wide price range — Rs. 200 basic checks accessible for tight-budget SMBs
Cons
- No instant government database checks — even basic identity verification takes 1–2 days
- No UAN/EPFO real-time check — employment verification relies on outreach, not government APIs
- Wide price variance — Rs. 200 to Rs. 2,000 is a 10x range; actual cost depends on complexity
- Physical verification takes time — field visits add 3–15 days to turnaround
- Sales call needed for custom requirements — pricing tiers are visible, but specific packages need discussion
- Slower than digital-only platforms — the physical verification advantage comes at the cost of speed
SMB Verdict
Best for SMBs in non-metro areas or industries where physical verification is essential. If you’re hiring in Tier 2/3 cities, need address verification through physical visits, or operate in industries like construction, logistics, or manufacturing where field-verified checks are standard, Pietos fills a gap that digital-only platforms can’t. For the digital checks that catch most hiring fraud (PAN, EPFO employment history), pair Pietos’ field verification with SalaryBox Verify’s instant government database checks.
Free vs. Paid Employee Record Check Platforms: What You Actually Get
The word “free” is appealing, but in employee record checks, free usually means “you do all the work yourself.” Here’s an honest comparison of what free and paid platforms deliver.
Feature-by-Feature Comparison
| Feature | EPFO Portal (Free) | Kredily BGV (Free Tier) | SalaryBox Verify (Paid) | SpringVerify (Paid) | Pietos (Paid) |
|---|---|---|---|---|---|
| Cost per candidate | Rs. 0 | TBD (rolling out) | Rs. 26–Rs. 448 | Rs. 799–Rs. 1,599 | Rs. 200–Rs. 2,000 |
| PAN Verification | No | Document-based | Instant (govt API) | 24–48 hrs | 1–2 days |
| Employment History | Manual (candidate shares) | Document-based (2–7 days) | Instant (EPFO API) | 2–5 days (outreach) | 3–7 days (outreach) |
| DL Verification | No | No | Instant (govt API) | In packages | Limited |
| Voter ID Check | No | No | Instant (govt API) | In packages | Limited |
| Criminal Record | No | Rolling out | No | 3–7 days | 5–15 days |
| Education Check | No | 3–7 days | No | 3–7 days | 3–7 days |
| Address Verification | No | 3–7 days | Voter ID (digital) | 2–5 days | Physical visit |
| PDF Report | No | Yes | Yes (masked data) | Yes | Yes |
| Compliance Documentation | Your responsibility | Audit trail | Consent + masking | Full compliance | Full compliance |
| Self-serve? | Yes (candidate does it) | Yes | Yes | Yes | Sales needed |
| Sales call required? | No | No | No | No (free trial) | Yes |
| Time per candidate | 15–30 min (manual) | 10 min setup + 2–7 days wait | 2–5 min | 5 min setup + 2–5 days wait | 5 min setup + 3–15 days wait |
The Real Cost of “Free”
| Scenario | Free Tool (EPFO Portal) | SalaryBox Verify | Difference |
|---|---|---|---|
| 50 hires/year, 30 min each | Rs. 0 + 25 hours of HR time | Rs. 9,800 + 2.5 hours of HR time | Save 22.5 hours |
| HR hourly cost at Rs. 300/hr | Rs. 7,500 in HR time | Rs. 750 in HR time | Net savings: Rs. 2,550 cheaper |
| Compliance risk | No formal reports = your liability | PDF reports with masked data | Reduced legal risk |
| Fraud detection accuracy | Depends on candidate honesty | Government API — can’t be faked | Objectively more reliable |
The math is clear: for any SMB hiring more than 10 people per year, the “free” approach costs more in time than SalaryBox Verify costs in money. Factor in compliance risk and the chance of a bad hire, and paid government database checks are the obvious choice.
How to Choose the Right Employee Record Check Platform for Your SMB
Decision Matrix: Match Your SMB Profile
| Your SMB Type | Annual Hires | Budget | Best Platform | Why |
|---|---|---|---|---|
| Bootstrapped startup (1–5 hires) | 1–5 | Near zero | EPFO Portal (free) + SalaryBox Verify for critical hires | Free for most, Rs. 170 for must-verify roles |
| Seed-stage startup (5–20 hires) | 5–20 | Rs. 5,000–Rs. 10,000/year | SalaryBox Verify | Rs. 196/candidate basic check, self-serve, instant |
| Growing SMB (20–50 hires) | 20–50 | Rs. 10,000–Rs. 30,000/year | SalaryBox Verify + SpringVerify for deep checks | Instant govt checks + packages for criminal/education |
| Mid-sized SMB with HRMS (50–200) | 50–200 | Rs. 30,000–Rs. 1,00,000/year | SalaryBox Verify + SpringVerify (HRMS integration) | Foundation layer + automated HRMS workflow |
| Tech SMB with developers | Any size | Flexible | SalaryBox Verify + OnGrid APIs | Instant dashboard + custom API integration |
| Non-metro / field-heavy SMB | Any size | Moderate | SalaryBox Verify + Pietos | Digital govt checks + physical field verification |
| SMB already on Kredily | Any size | Minimal | Kredily BGV + SalaryBox Verify | Free HR platform + instant govt database checks |
The Recommended Layered Approach for SMBs
Layer 1 — SalaryBox Verify for every hire (Rs. 196 per candidate)
| Check | What It Catches | Cost | Time |
|---|---|---|---|
| PAN Verification | Fake identity, invalid PAN | Rs. 26 | Instant |
| UAN/EPFO Employment History | Fake employers, inflated tenure, salary lies, moonlighting | Rs. 170 | Minutes |
| Total | 80% of common hiring fraud | Rs. 196 | Under 5 min |
This covers the checks that catch the most fraud at the lowest cost. Every SMB should run this for every hire.
Layer 2 — Add ID checks for specific roles (Rs. 126 per check)
| Check | When to Use | Cost |
|---|---|---|
| Driving Licence | Delivery, logistics, travel roles | Rs. 126 |
| Voter ID | Address confirmation for asset-access roles | Rs. 126 |
Layer 3 — Add deep checks only when truly needed
| Check | When to Use | Best Platform | Cost |
|---|---|---|---|
| Criminal Record | Finance, childcare, security roles | SpringVerify or Pietos | Rs. 500–Rs. 1,500 |
| Education Verification | Roles requiring specific degrees | SpringVerify or Kredily | Rs. 500–Rs. 1,000 |
| Physical Address Verification | Non-metro hiring, field roles | Pietos | Rs. 500–Rs. 2,000 |
Annual Cost Comparison for a 50-Hire SMB
| Approach | Annual Cost | Checks Covered | Time Investment |
|---|---|---|---|
| Free only (EPFO + DIY) | Rs. 0 + ~25 hrs HR time (Rs. 7,500 at Rs. 300/hr) | Employment history only | 25+ hours/year |
| SalaryBox Verify only (Layer 1) | Rs. 9,800 | PAN + EPFO employment | ~2.5 hours/year |
| Layered approach (Layers 1+2+3) | Rs. 14,800–Rs. 24,800 | Identity, employment, criminal, education | ~3 hours/year |
| SpringVerify packages for all | Rs. 39,950–Rs. 79,950 | All-in-one packages | ~4 hours/year |
For most SMBs, the SalaryBox Verify-first layered approach delivers 80–90% of the fraud protection at 20–40% of the cost of all-in-one packages.
→ Start checking employees today — Try SalaryBox Verify
Frequently Asked Questions
1. What is the best employee record check platform for Indian SMBs?
SalaryBox Verify is the best employee record check platform for Indian SMBs. It offers pay-per-check pricing (Rs. 26–Rs. 170 per check), queries 4 government databases directly (PAN, EPFO, Driving Licence, Voter ID), delivers results in under 2 minutes, and requires no sales call, minimum volumes, or annual contracts. Start at salarybox.in/verify.
2. Are there any free employee record check tools in India?
Yes. The EPFO UAN Member Portal (unifiedportal-mem.epfindia.gov.in) lets you view an employee’s formal employment history for free if the candidate shares their UAN passbook. Kredily offers a free HR platform with a background verification module being rolled out. However, free tools are limited in scope, speed, and compliance documentation compared to paid platforms.
3. How much does an employee record check cost for SMBs in India?
Costs range from free to Rs. 2,000+ per candidate. SalaryBox Verify charges Rs. 26 for PAN verification and Rs. 170 for UAN/EPFO employment history (Rs. 196 total for a basic check). SpringVerify charges Rs. 799–Rs. 1,599 per candidate in packages. Pietos charges Rs. 200–Rs. 2,000 per case. Enterprise platforms like AuthBridge charge Rs. 1,000–Rs. 5,000+ with annual contracts.
4. Can an SMB legally run employee record checks without an HR department?
Yes. Any authorized person in the company can run employee record checks, provided they obtain written consent from the candidate as required by the Digital Personal Data Protection Act, 2023. Self-serve platforms like SalaryBox Verify and Kredily are designed for non-HR users — a founder, office manager, or operations lead can run checks without HR expertise.
5. What’s the difference between free and paid employee record check platforms?
Free platforms (EPFO portal, Kredily) give you basic access to records but require manual work, have limited check types, and offer minimal compliance documentation. Paid platforms (SalaryBox Verify, SpringVerify) query government databases via APIs for instant results, cover multiple check types, and provide PDF reports with masked data for legal compliance. For SMBs hiring regularly, paid platforms save more in HR time than they cost.
6. Which government databases can SMBs access for employee record checks?
Through platforms like SalaryBox Verify, SMBs can access: Income Tax Department (PAN verification), EPFO (past employment history via UAN), MoRTH VAHAN/SARATHI (Driving Licence), and Election Commission (Voter ID). These 4 databases cover identity verification and employment history — the two checks that catch 80% of hiring fraud.
7. Is the EPFO UAN portal reliable for employee record checks?
The EPFO portal is government-maintained and accurate, but it has practical limitations for SMBs: it requires the candidate’s cooperation (they must share their UAN login or passbook), the portal is frequently slow during peak hours, the process takes 15–30 minutes per candidate, and you get no formal report. For reliable, repeatable employee record checks, a paid platform like SalaryBox Verify queries the same EPFO data via API in minutes.
8. Do I need employee consent before running record checks?
Yes. Under the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000, employers must obtain written consent before accessing any personal records. All platforms on this list both free and paid — should include consent collection as part of the process. SalaryBox Verify handles consent and data masking automatically.
9. Can free tools detect fake resumes as effectively as paid platforms?
No. Free tools like the EPFO portal can show you a candidate’s employment history if they voluntarily share it, but they cannot detect fraud proactively. A candidate who lies on their resume is unlikely to voluntarily share an EPFO passbook that contradicts their claims. Paid platforms like SalaryBox Verify query government databases directly using just the candidate’s PAN or UAN number, without relying on the candidate’s cooperation.
10. What’s the minimum employee record check every SMB should run?
At minimum, every SMB should run two checks for every hire: PAN verification to confirm the candidate’s legal identity, and UAN/EPFO past employment history to verify their employment timeline from government records. This combination catches fake identity, fake employers, inflated tenures, salary inflation, and moonlighting — the 5 most common hiring frauds in India.
