Top 5 Questions Every Payroll Software Provider Must Answer

The process of choosing the best payroll software for your business can be confusing. There are so many options, each with its own specific strengths and weaknesses, that it can be hard to know where to start your search or how to narrow down your choices. The best way to find a payroll software provider that will work well with your business is to ask every provider you’re considering exactly the same questions and then compare their answers to determine which one makes the most sense for you.

1). How Will You Handle My Compliance?

Employers have a lot to keep track of when it comes to payroll, including taxes and social security. The last thing you want is a payroll system that doesn’t offer a little help with compliance. If you’re going to outsource your HR and payroll to a software provider, make sure they understand your business goals and can offer guidance on how they can help get you there—and ensure they can do so from a legal standpoint too. Otherwise, you might end up with unpaid fines or penalties that cost more than you saved by switching software providers in the first place.

2). What Integrations Do I Get Out Of The Box?

If you’re moving payroll to a new provider, there are likely integrations that you’ll need to keep in place. Make sure your vendor can integrate with your employee time tracker, employee payment system, tax system, and more. Also check if it offers custom integrations so you can sync payroll to other business apps like CRM or accounting software. Having seamless integrations is important because when employees clock in and out of their time tracker they want to know that their data will flow seamlessly into your payroll software. This will also help ensure employees are getting paid quickly at their expected rate each payday.

3). How Long Does It Take To set up and get started?

It’s worth noting that small businesses usually need their payroll software up and running as soon as possible, not two weeks from now. As such, you should ask potential providers about how long it takes to get started with a payroll solution. The time frames vary widely and there’s no one right answer—but be prepared for your provider to tell you that no, they won’t be able to get you going within a day or two. Do your research ahead of time so you have an idea of what kind of wait period is typical for different types of providers.

4). Are There Any Hidden Fees?

Ensure you’re not leaving yourself at risk by asking if there are any hidden fees for using their software. For example, is there a charge for data migration? What about tech support? Don’t assume that you’ll be charged extra money just because they’re providing some sort of tech support or assistance to get your payroll up and running. If they aren’t willing to guarantee that you won’t be hit with extra fees, it might be time to move on to another provider. After all, payroll software providers exist specifically to make things easier on business owners—not harder.

5). What Happens If Something Goes Wrong?

Every business is different and every payroll software has its own unique strengths and weaknesses. It’s important to ask your provider what happens if something goes wrong and, most importantly, how will they fix it? The best providers will have a dedicated support team ready to resolve any issue you may encounter as quickly as possible. Otherwise, you could potentially be left without software for days or even weeks.

If you’re looking for a payroll software provider, make sure they can answer these five questions to your satisfaction before you sign any contracts. If they give an incomplete or confusing answer, keep searching. Ultimately, you want to find someone who has your best interests in mind—not their own bottom line. If you find that person, chances are good that they’ll have answers to all of these questions and more, making it easier for you to get up and running with reliable payroll software that works for your business.