9 Key Features To Look For In A Payroll Company For Smooth Payroll Processing
12 min read
January 11, 2024
Even though knowing the benefits of payroll software, finding an appropriate payroll company is a daunting task. So, to guide you in choosing the right features for your company and choosing the best payroll outsourcing company for your business.
Now, first of all, we want to guide you regarding all kinds of payroll queries and then move forward with the features you should look for in a payroll company.
Paying your employees involves more than just handing them their paychecks.
It includes several tasks:
Collecting Employee Info: Gather important employee details about your employees, like names, addresses, and tax information.
Making Payments: Set up a system to pay employees with money in their bank accounts.
Tracking Hours: If your employees have varying work hours, keep a record of their hours to determine their pay.
Calculating Wages: Figure out how much each employee earned based on their working hours or salary.
Providing Pay Stubs: Give employees pay stubs so they know how much they earned from their paychecks.
Handling Wage Garnishments: If a court orders a portion of an employee’s wages to cover debts, the payroll process manages this.
Dealing with Taxes: Manage various taxes, such as health insurance and workers’ compensation claims, which can be complicated.
What is Payroll Outsourcing?
There are many more things to do other than payroll. Most of the businesses used to give less important tasks to other companies and kept the main work for themselves. But now, things have changed.
They do this because it makes things more efficient and gets better results. This means you can check the list of payroll company, and hire a team of payroll experts from another company to do all the payroll work for you.
It’s like having someone lend you a hand with your payroll tasks.
What is Payroll Company? – How Does It Work?
When you decide to get the HR payroll software, you just tell the experts what you need, and they take care of everything.
The payroll company experts also handle taxes, so you don’t have to worry about them.
When you let another company or software handle your payroll, it’s really beneficial!
– Saving Money
Getting payroll software service is usually cheaper than doing it yourself. It might be because the work is done in a place where costs are lower, or even in your own country, but either way, it helps you save money.
– Focus on Main Work
Your employees can concentrate on their main jobs if someone else takes care of the payroll. This helps them work better and makes your business earn more money without them having to deal with payroll stuff.
– Getting Expert Help
If you consider the expert service provider then you’re getting experts who really know payroll. They have the skills and training to make everything run smoothly.
– Easier Compliance
When you consider the payroll you need to work for compliance as well. You get access to people who always know the latest rules about payroll. This makes it less likely to make mistakes that could cost you a lot of money.
– Keeping Data Safe
Software companies handling payroll take extra steps to protect important information. This gives you peace of mind knowing your data is safe from online threats.
Payroll software service is a big help, especially for small businesses with limited staff. If you choose a trusted payroll service provider like Superworks, you can be sure they follow the best practices and act professionally. But, selecting the best payroll company from the many out there, all claiming to be great at their job, is a tough but rewarding task.
Key Features You Should Check While Choosing Payroll Company
1. Payroll Calculations Automated
Choose a payroll and HR software that can do the math for you! Yes, don’t consider that kind of payroll company that don’t provide automated calculated payroll. Because if this can be done by you only then what is the benefit?
It should automatically figure out how much to pay your employees, including wages, taxes, and deductions integrated with the HRMS and attendance software.
Find one that handles different pay structures, like hourly, salaried, and contract workers. This way, you can save time and avoid mistakes when calculating overtime, commissions, and bonuses.
2. Data Security and Compliance
Lock it down! Choose a payroll management software or payroll service provider that takes data security seriously. It should use robust encryption, secure data storage practices, and multi-factor authentication.
Make sure the software complies with industry regulations, if applicable, to keep your sensitive data safe and sound.
3. Employee Self-Service Portal
Empower your team with a user-friendly self-service portal! What if an employee can’t see their salary, check leaves, and attendance?
Good payroll processing software should allow your employees to access their pay stubs, update personal info, and request time off easily. This not only lightens the load on your HR team but also makes things transparent and engaging for your employees.
4. Direct Deposit and Payment Options
Think what if calculation is done automatically but still you prefer the cheque system? That payroll processing still needs human efforts. So, it is time to say goodbye to paper checks! Look for payroll software that lets you pay your employees electronically through direct deposit. This not only makes things easier but also adds a layer of security. Consider a payroll and HR service provider that supports various payment options, such as electronic funds transfers and digital wallets, giving you and your employees more flexibility.
5. Tax Compliance and Reporting
Tackling taxes can be a headache, especially for small businesses. Look for a robust payroll management software provider that can automatically handle state and local taxes.
Consider the software that makes the year-end reporting process a breeze and ensures you stay on the right side of tax regulations.
6. Customizable Deductions and Benefits
Every company’s payroll needs might be unique, and that’s okay! Find a payroll software provider that lets you customize deductions and benefits according to your company’s policies and what your employees need. In that case, Superworks can help you to fulfill all your payroll needs.
This flexibility ensures that the payroll system fits your specific needs.
7. Integration with Other Module
Keep things streamlined! Choose a payroll processing software that seamlessly works with your HRMS software. This integration means that your payroll data gets automatically transferred to your financial records, minimizing the chances of errors and avoiding duplicate data entry.
8. Customer Support and Training
Get the help you need! Yes, the payroll service provider should help you when you need it. Look for a payroll software provider that offers good customer support, including online tutorials, and responsive help desks. Having access to adequate training ensures that you and your team can make the most of the app’s features without any confusion.
Common Payroll Fraud Tactics – Understand Them And Choose Wisely
Payroll fraud is a big problem that can hurt your small business a lot.
This can happen in different ways, like making fake employees, saying they worked more hours than they did, changing commission rates, or getting benefits they’re not supposed to.
It happens when dishonest employees or people from outside trick the payroll system to steal money or get payments they shouldn’t.
Here are some ways it can happen:
Employees might say they worked more hours than they really did to get more pay.
Some people make up fake employees to get money for themselves.
Some employees might pretend to work extra hours to get more money for overtime.
Some people might try to get benefits, like health insurance, that they’re not supposed to, causing financial problems.
People from the outside might get into employee info to change where payments go.
Choose A Payroll Company By Checking Pricing & Plans
Once you have a list of payroll company options, it’s important to match what your business needs with what each company offers. Whether you choose in-house payroll software or an outside payroll service, it should do three main things: pay your employees correctly and on time, accurately calculate your taxes, and file them on time to keep you in line with the law.
Make sure the payroll company you choose follows best practices and is well-regarded by its customers.
Before finalizing a payroll service, check if they have a particular website for their services. This keeps the information accurate and stops mistakes from happening.
The pricing of payroll services depends on the number of employees and the services you choose.
Some payroll services companies offer different packages with various features and prices. It’s wise to start with a basic package and upgrade as needed, rather than falling for an all-inclusive bundle initially.
Watch out for payroll outsourcing companies that withhold your taxes during regular payroll but delay filing them.
In today’s tech world, every business owner wants to make their work smoother and better using the right tools. Picking the right payroll software company can change how you handle payroll, saving you time and resources to help your business grow.
Look for features like automatic calculations, direct deposit, employee self-service, tax compliance, and data security when choosing software. This way, you can choose wisely and make things better for both your business and your employees. You can consider Superworks if you want all the features on a limited budget as well.
If you have doubts you can take a demo or directly ask our experts.
Written By :
The founder & CEO of Superworks, I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of Superworks is Connecting people, Optimizing the process, Enhancing performance.