Most small businesses function with fewer people performing multiple tasks and often find it sensible to generate payrolls manually. Unfortunately, this process may consume a lot of time and cause costly mistakes. Using payroll software in your business can speed up processes and help you avoid penalties. Here, we provide you with a guide on choosing the best payroll system for your small business.
Assess the Needs of Your Business
Each business has different features that determine whether or not it will benefit from a particular program. So, when selecting payroll software for your company, always consider its needs.
Additionally, ensure the program you pick is suitable for the type of transactions you conduct. For example, if you deduct money from your employees’ salary for income tax, choose a software that will automatically calculate the amount to remit.
Consider the System’s Features
Most developers create programs aiming to solve a particular problem or simplify specific processes. Hence, the applicability of various payroll software can vary depending on the nature of your business. Before picking a program, make sure it has all the features you need. Doing this will help you narrow down your options and get a customized product.
Filing taxes is one of the complex processes of payroll generation for most business owners. Since local and federal tax regulations keep changing, it may be challenging to file taxes manually. So, when considering payroll software, pick one with a tax filing feature. This step will help you stay compliant with the regulations and avoid costly financial losses.
More aspects to look for in a payroll system are:
- Direct deposit
- HR integration
- A variety of deduction types
An ideal payroll system should also have an employee self-service portal. This feature will allow your staff to manage their payment information. Besides, it eliminates the need for back-and-forth communication between them and your HR when reviewing personal data.
Check if the Software is User Friendly
Another aspect you should look out for in a payroll system is ease of use. Software that is easy to use will encourage your employees to shift from paper-based systems to digital ones. On the other hand, adopting complex payroll software will require extensive staff training.
While the orientation may get your staff on board, you will waste a lot of time in the transition. You may also need to hire a professional to train them on using the program. Doing this will increase your business costs and waste resources that you would otherwise use to expand your business. The best solution is to get a user-friendly system for faster adoption and accelerated returns on investment.
Consider Software Security
Payroll contains a lot of sensitive information about your business. This data includes your bank account details, tax information, salary figures, and your employees’ social security records. Thus, when choosing a payroll system, pick one with tight security measures. This step will help you avoid leakage of sensitive information to a third party and associated fines.
You should also make sure that you comprehend how the security features work and develop other ways to enhance them. Further, always confirm that the program you select holds high-security encryption and has insurance and a bond.
A payroll system should ease your work by streamlining various accounting procedures. Getting software that allows you to integrate it with other programs will save you a lot of hassle. For instance, if your company wants to upgrade its software or change to a different one, you will need to copy data. Instead of replicating the information manually, a good payroll system will allow you to use a conversion tool for the transfer.
As your business expands, it becomes challenging to keep up with data storage and analysis. However, having all the financial information you need in one payroll system will ease such processes. Instead of transferring data all the time, your employees can simply login into various accounting software to access it. Other than that, using a system that allows integration will speed up reporting and enable cross-referencing.
Check if The Providing Company Offers Good Customer Care Services
After purchasing payroll software, you might need to contact the providing company for one reason or another. For instance, you may need guidance on how to integrate it with other accounting systems. Therefore, it’s vital to evaluate the kind of customer service a company provides before buying its software.
This measure will help you ensure that you pick a service provider that is reliable and supportive. Some of the ways you can assess the level of customer service by contacting them for inquiries before the purchase and reading online reviews.
Get Instant Cash for Your Payroll
Sometimes, your business may experience financial challenges such as unexpected expenses and low-income flow. As a result, you may lack enough funds to cover your payroll and risk losing employees. At Crowdz, we help you trade unpaid customer invoices for instant cash.
You can simply get the money you need to pay your employees by selling several invoices. Our platform has a user-friendly interface and can easily integrate with other accounting software such as Sage and QuickBooks. Contact us today if you need funds to cover your payroll.