As a C-level executive of your organization, you know your payroll management staff can’t handle in-house payroll services any longer. Perhaps they don’t have the professional know-how to maintain compliance on state and federal tax forms for your employees – and the regulations are constantly changing. Or perhaps they don’t have enough time to focus on all their responsibilities. A payroll company can streamline the payroll process, saving time and ensuring compliance. As you’re researching options for payroll services, you may be overwhelmed at your variety of choices. Each payroll company is different and you need to find one that best fits the needs of your company. To help your search, we compiled the most important factors that may contribute to your final decision.

First, What Are Online Payroll Services?

Online payroll services automate the entire process. We at USA Payroll Inc. use Evolution® Payroll, a revolutionary human resource and tax management system that eliminates human error but offers complete control over all payroll information. The online database stores employee paycheck information including salary, hourly, part time, full time, overtime, freelancers, PTO, benefits, bonuses, tax deductions like Social Security, 401 (k), and so much more. All the information is automatically uploaded and updated in the Cloud, so it’s accessible in real-time, any time. Employees can access their account on their own time from any device.

1. What’s the Cost of Payroll Services?

Cost is one of the most common questions we get at USA Payroll, which of course is understandable. We understand you have a lot of concerns about budgeting for your small business. There are two models for pricing payroll services.

Base Pay

There is usually a base pay which is a non-changing monthly charge to cover daily expenses. Additional fees are based on the number of employees you have. For example, the company may have a base pay of $60 and an employee-fee of $10. If you have 10 employees, you’d pay $160 a month. Many payroll companies offer packages, so if you opt in to more services than just payroll, you often get a better value per cost.

Free Quote

Many payroll companies offer free quotes because they need to know several more details about your company before they can give you an accurate price. Free quotes are beneficial because a representative from the company can explain pricing in better detail and help you know exactly what you’d be paying for.  

2. Can They Help You Maintain Compliance?  

Many small companies opt for payroll services because they want a guarantee all their paperwork is tax compliant. Companies are at risk for expensive fines and penalties for inaccurate tax reports. Some payroll companies guarantee that all paperwork complies with federal and state regulations. And if your company’s tax reports are ever questioned, the payroll company will address any concerns and accept the risk on your behalf. If you want the tax guarantee, you’ll want to find a payroll company that uploads and submits all the paperwork for you.

3. Do They Have a Help Line?  

Payroll services can be complicated. You and your employees will probably have questions from time to time. Make sure you choose a payroll company that is reachable – by phone, my email, in person, by chat function. How well a company conducts their customer service is one way to differentiate the okay payroll companies from the superb.

4. Is It Scalable?  

Payroll is not one size fits all. If your company has unique requirements for payroll, find a payroll company that is scalable and can accommodate your specific needs. If your company of choice services other clients similar to you, that indicates they’re likely a good fit for your organization. If you’re still not sure how to find trustworthy payroll services for your business, contact us and we’d be happy to help you in your search. We work with payroll managers every day to save them time and help them maintain compliance. If you like, let’s talk about feasibility, potential business return, and if USA Payroll Inc. is the best fit for your business.