Small businesses can be successful if they can manage administrative responsibilities. Back office responsibilities include payroll, human resources, accounting, payroll, and other areas that impact employees and staff.
Payroll is a key area for businesses to focus on if they want to maintain smooth operations. Automated payroll software can help reduce the time, stress, and confusion that traditional payroll processes create.
What does Payroll Software do?
It would help if you had a good understanding of the capabilities of payroll software before you look for the best. The payroll software for small businesses replaces manual bookkeeping, data entry, and time cards.
Manual payroll services can be tedious and time-consuming. A slow or inefficient payroll system can lead to administrative problems and costly mistakes.
- Payroll software is a better alternative to manual data entry and processing.
- Keeps track of all active employees
- Automated calculation of wages based upon hours worked or overtime
- Calculates and files payroll taxes
- All employees are provided with accurate and timely checks
- It’s important to have an automated payroll service to help you stay competitive, attract top talent, and follow industry standards.
- 9 Min. 9 Min.
- Small Business: Best Desktop Payroll Software
- Hub
- Accounting
- Small Business: Best Desktop Payroll Software
Small businesses can be successful if they can manage administrative responsibilities. Back office responsibilities include payroll, human resources, accounting, and other areas that impact employees and staff.
Payroll is a key area for businesses to focus on if they want to maintain smooth operations. Automated payroll software can help reduce the time, stress, and confusion that traditional payroll processes create.
This guide will show how full-service payroll software can transform your business workflow. To help you get started, we’ll share five recommendations for payroll software.
What does Payroll Software do?
- Benefits of Using Payroll Software
- Top Payroll software recommendations
- Payroll Software: Qualities to Beware
- Avoid Common Payroll Mistakes
- Payroll can transform your small business.
- Key Takeaways
- Additional Payroll Resources for Small Businesses
What does Payroll Software do?
It would help if you had a good understanding of the capabilities of payroll software before you look for the best. The payroll software replaces manual bookkeeping, data entry, time cards, and paper checks.
Manual payroll services can be tedious and time-consuming. A slow or inefficient payroll system can lead to administrative problems and costly mistakes.
- Payroll software is a better alternative to manual data entry and processing.
- Keeps track of all active employees
- Automated calculation of wages based upon hours worked or overtime
- Calculates and files payroll taxes
- All employees are provided with accurate and timely checks
- It’s important to have an automated payroll service to help you stay competitive, attract top talent, and follow industry standards.
Benefits of Using Payroll Software
Payroll processes can be a headache for small businesses. Employers believe there is room for improvement in payroll policies and compensation.
Bad payroll policies can have serious repercussions that are not only felt at the top of an organization. If employees spot mistakes, aren’t paid on time or don’t like their employer’s handling, they may decide to seek out other opportunities.
A full-service payroll platform can provide many benefits that can positively ripple effects on your entire organization.
Employee morale is boosted when paychecks are accurate and delivered on-time
Understanding how payroll mistakes can cost you money and your time are key.
Trustworthy employee relationships can improve brand image and reputation.
Improved insight into financial reporting, compliance and analysis
Top Payroll software recommendations
There are many powerful, intuitive, and effective payroll software options. We’ve narrowed the selection to five of our top picks if you are unsure how to choose the right payroll software.
- Gusto
Gusto, formerly known as ZenPayroll is a payroll program for small businesses. It uses intuitive, smart features to simplify the process from start to finish. Gusto is a time-saving and practical software that benefits both employees and companies.
- Gusto makes it easy for payroll managers to:
- Automated sync of all work hours for the entire team
- Use a user-friendly dashboard for payroll automation and important reports
- Calculate payroll taxes and file them automatically with the appropriate government authorities
- Integrate Gusto With Other Business and HR-Related Systems or Apps
- For hourly workers who are subject to overtime pay, ensure compliance
- Sign important tax documents with your signature or tie up any loose ends
A system that includes built-in reminders, functionality and other useful features is a great way to start full-service payroll. It also makes it easier to focus on the most important tasks and activities. Gusto is the ideal option to transfer or update an existing payroll system.
- OnPay
OnPay, a highly-rated payroll software option, was awarded an Editor’s Choice award by PC Mag. Small business owners love the easy-to-use features, no-error guarantee, and mobile compatibility. OnPay is a smart, flexible solution for small businesses just starting.
OnPay is also a cost-friendly option for growing businesses. The pricing structure can be understood easily and starts at $36 per month plus $4 per person.
OnPay offers no hidden fees, the ability to transfer payroll data and the possibility to process payroll in multiple states and locations.
- Paychex
Paychex provides comprehensive payroll and human resource platforms for small and large companies. Thanks to the extensive features, it is easy to switch between basic business requirements and enjoy full compliance monitoring.
Paychex is a small business management tool that provides many features for managing, paying, and communicating with employees. These intuitive features include:
- Helpful customer service and smart payroll setup
- Easy payroll processing with configurable dashboards
- Reporting for new hires to onboard employees and update records
- There are many payment options, including direct deposit and printing checks.
- Analytics and detailed reporting
- Payroll options that can be adapted to grow a business are often the best. Paychex offers the same level of support to all levels.
- SurePayroll
A payroll system that is tailored to small businesses rather than larger enterprises may be preferred by some decision-makers. SurePayroll is a Paychex subsidiary that provides this service.
SurePayroll can be used by those who wish to manage their online payroll efficiently and independently. While live support is available if needed, SurePayroll is flexible, automated, mobile-compatible, and offers customer service.
SurePayroll, a program that allows individuals to pay their household staff, such as caregivers and childcare providers, is also available. The platform offers these benefits to ensure that every user is compliant with taxes and government regulations.
- ADP – Run powered by ADP
RUN powered by ADP offers a cost-effective and comprehensive solution that allows businesses to save time and money. This service can improve back-office tasks that could otherwise slow down systems or cause workplace bottlenecks.
Over 700,000 small- and medium-sized businesses trust this payroll software. Due to its reputation, technology, support level, and integration with other platforms and services, it is a leading contender. ADP also offers several packages that can be customized to suit small businesses’ budgeting, payroll, and tax filing needs.
RUN offers small businesses a 3-month promo deal that allows them to try the platform for free for a short time. This is a great opportunity to try out a payroll solution before committing to a longer-term.
Payroll Software: Qualities to Beware
Payroll software is complex in today’s financial market. However, many platforms have common features that both benefit employees and companies.
Consider the following guidelines when searching for the right payroll software for your budget and business model.
- Transfer and migration of data from an older system are possible
- Easy-to-use features that facilitate learning and training
- Ability to calculate taxes and file them on time to government agencies
- Methods that are foolproof to catch payroll errors before they happen
- Employee data can be protected with security and compliance features
- Mobile compatibility to pay your payroll on-the-go
- Troubleshooting options available through customer service
- The pricing structure that is transparent and easily understood
- Avoid Common Payroll Mistakes
Payroll software is a great way to save time and frustration. However, smart and informed payroll strategies are essential. To avoid employee complaints and costly errors, small businesses must pay attention to every step of the payroll process.
Avoid falling for the payroll processing trap. These common mistakes and how to avoid them are important topics that you should share with your team.
Payroll Software Not Required
Sometimes businesses are looking to save money and keep the payroll process in-house. This option eventually prevents businesses from being able to scale up and meet changing payroll needs.
Payroll software should be implemented early to allow for growth and development. It also makes it easier to move to new payroll software later.
Submitting Payroll Taxes Late
Each employer is subject to federal, state, and local payroll taxes. Geographic location will affect the tax rates and amounts. It’s easy to calculate your payroll taxes, but filing them with the appropriate government entity (most notably the IRS) is an additional step.
If you do not use a payroll platform, you must manually file your payroll tax. Failure to file taxes on time or promptly can lead to penalties and steep fees that could affect the company’s standing.
The IRS imposes civil penalties on individuals and businesses that exceed $2.5 billion each year. These penalties can be crippling for small businesses. Keep in mind important deadlines and payroll filing procedures to avoid tax filing mistakes.
Failure to Maintain Records
Accurate employee records are essential for compliance with government regulations. This includes keeping up-to-date with IRS forms and employment.
Although employees share some responsibility for this compliance, the hiring entity must also keep appropriate records. Companies can view, request and manage these records through most payroll platforms in a simplified manner.
Failing To Fix Mistakes Quickly
Payroll errors are inevitable. The speed at which a business responds can make a big difference in the outcome. Payroll errors can be corrected promptly to ensure compliance and a good reputation.
Set up automatic reminders and triggers if you are using an automated system to flag payment or compliance issues at an early stage of the process.
Payroll can transform your small business.
Small businesses can use payroll software to manage the payroll process in all three stages. This includes:
Pre-payroll: Strategy and policy refinement. Data analysis. Input validation
Actual Payroll Process: Calculations and Distribution to Employees
Post-payroll: Accounting procedures and statutory compliance.
Give your team the skills and tools to manage this crucial process without any frustrations, delays or errors.
Key Takeaways
Small businesses cannot ignore the payroll process, no matter how they manage it. Employees are entitled to timely payments, and the government expects accurate accounting and tax filing.
While free payroll services can be attractive, small business owners should look into cloud-based and full-service options to modernize their businesses.
The right payroll software for small businesses can help you save time, money, and hassle.
