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A Guide to Choosing the Right Payroll Service for Your Business

Woman working with documents, Laptop and Tablet. Payroll Concept

Payroll management is an important responsibility for every business owner, but sometimes it can be a stressful task. A payroll service provider helps ensure you pay your employees and taxes on time and accurately by providing you with the resources you need. They can handle payroll, provide payroll tax calculations and prepare payroll tax statements.

There are several things to consider when choosing a payroll provider. Read on to discover the services offered by payroll companies and how to choose the best provider for your business.

Key Takeaway

Before committing to a payroll provider, ensure the services they offer include everything you need. Consider software compatibility, the provider’s reputation, credentials, customer service, technology used and data security policies.

What Is Payroll?

Payroll refers to the compensation an organisation pays its employees on a specific date or for a certain period. Companies usually manage it through their accounting or human resources departments. A small business owner or an associate may handle payrolls directly.

Payroll goes beyond paycheques. Many things need to be done, including tracking employee hours, determining tax deductions, disbursing wages and sending taxes and deductions to the appropriate authorities.

In recent years, payroll has increasingly been outsourced to companies that handle payroll processing, compensation, risk management, bookkeeping, and accounting functions.

What Is a Payroll Provider?

Payroll service providers assist with or manage all aspects of payroll on behalf of other businesses. Employers with busy schedules and concerned about paying their employees and taxes on time prefer this arrangement. The payroll service provider may be able to help business owners avoid expensive tax penalties in some cases, too.

A payroll company provides various services and uses the latest technology for payroll automation and streamlining.

How do payroll providers help you?

Payroll providers typically offer the following services:

Support for all aspects of payroll: Payroll providers should be flexible enough to assist you with all aspects of payroll to ensure employees are paid on time and accurately.

Filing of tax returns: Some payroll providers will handle tax filing for their clients and process year-end reports.

Expertise in compliance: The primary role of a payroll provider is to ensure compliance. Payroll providers stay up-to-date on regulatory changes and inform their clients when tax and wage laws change.

Accurate reporting on payroll: Payroll management is all about accuracy. Payroll companies typically provide comprehensive reports on their clients’ payroll operations, such as wages, deductions and hours worked.

Self-service for employees: It is time-consuming to respond to individual requests and updates when managing a team of employees. Payroll providers often offer self-service tools, allowing employees to access and manage their accounts without involving managers.

Customer service: Expert payroll specialists must be available to answer clients’ questions promptly if they have questions. Phone support or online chat may be available 24/7 in some cases.

In-House vs Outsourcing Payroll

In-house pros

An internal payroll system can control payroll processes and management more effectively. When the employer controls when and how payroll runs, changes to internal processes can be implemented faster than if the function was outsourced. As a result, you can correct errors and store all relevant data in one secure location.

In-house cons

Managing payroll in-house has its drawbacks as well. In-house payroll success relies entirely on the person handling it and, maybe, more importantly, their approach. There is a high probability that mistakes will occur unless the person keeps up with the regular legislative changes. Plus, including payroll in your internal processes adds to your workload as a manager or owner.

Outsourcing pros

As an employer, you are responsible for accurately delivering payroll on time. If paycheques are not delivered on time, it could harm employee relations and lead to employee turnover if the issue persists. Payroll outsourcing makes sure paycheques are received on time and ensures accuracy.

Expert support is another benefit of outsourcing payroll. Payroll is time-consuming and complicated. Every time legislation changes, it evolves and changes. Businesses that do not comply with new payroll rules and regulations may suffer severe financial and legal consequences.

Outsourcing cons

Outsourcing payroll has several advantages, but it also comes with some challenges. Price is one of them. Getting something done by an industry expert costs money.

It’s also essential to note that outsourcing payroll works well when done by a competent provider or person. If not handed over to the right provider, businesses risk payroll errors, mainly if their provider uses outdated software.

What Should I Look for in a Payroll Provider?

The payroll provider you choose should offer all services your business needs. Here are some factors to consider:

Software compatibility

Knowing if a provider can transfer their data seamlessly is important for business owners using accounting software for payroll management.

A good reputation

It would help if you choose a payroll provider with a good reputation, so you can be confident that the vendor will deliver on its promises. Look for reliable, objective reviews of potential partners. Find out if a vendor is willing to give you client references to get a sense of what the company is like to do business with.


Has the provider been in business for a long time? This is important because it indicates a company’s stability.

Customer service

Payroll issues shouldn’t take days to resolve. Make sure your provider offers reliable support services.


The provider should use software that can deliver the services you require. Is it equipped with the basic features, and are there any additional features you might be interested in?

Protecting your data

To ensure your data is protected, you should find out what policies and procedures your potential partners follow.

Access the Payroll Support You Need

Nigel B Butler Ltd provides payroll solutions to small and medium-sized businesses in Swindon. We offer payroll programs that can be easily customised to meet your company’s specific needs and eliminate inefficiencies in your payroll process.

For further advice on processing payroll for your business, contact our team today.

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