October 16
Payroll might not be the most exciting part of running a business, but it is one of the most important. Working with your payroll company in the right way can save you time, reduce errors, and help you avoid costly surprises. Whether you’re new to payroll or have been doing it for years, here are a few simple ways to make the relationship more effective.
Your payroll provider should be a partner you can trust, but that does not mean you should stop paying attention. Make it a habit to review your payroll reports and invoices regularly.
For example, big corporate payroll companies (like the ones all of us at Premier HCM came from) love to quietly add random fees to client invoices. They do it because they know most clients don’t check. Taking a couple minutes each pay period to review your reports can catch mistakes early and keep your costs down.
Integrations can make your life much easier. If you have a 401(k) plan, ask if your payroll system supports a 360 integration with your recordkeeper so contributions update automatically. The same goes for benefits administration, workers’ comp, accounting software, and other systems.
When your technology partners talk to each other, you spend less time double-entering data and more time focusing on more important things within the business that make you money.
Electronic onboarding saves time and improves accuracy when hiring. Instead of filling out paper forms, employees complete tax forms, direct deposit information, and policy acknowledgments online before their first day.
It is not only easier for you, but it also makes a strong first impression on new employees who see your business as organized and modern from day one.
Payroll runs more smoothly when you give your provider enough time to do their part. Aim to process at least two to three business days before payday. Running payroll the day before (or worse, the same day) puts unnecessary stress on the system and can create last-minute issues.
Some providers even charge extra for same-day and next-day processing. Building in a cushion keeps things calm and ensures your employees get paid on time without surprises.
Every payroll provider offers an online platform, but not everyone uses it to its full potential. The fewer people touching payroll, the fewer chances for errors. Clients who call or email payroll instructions often experience the most service issues because manual input leaves more room for mistakes.
Submitting payroll online ensures accuracy, faster turnaround, and a better audit trail if something needs to be reviewed later.
Managing payroll doesn’t have to be complicated. By staying involved, using the tools available, and giving your provider the time and data they need, you can make payroll one of the more reliable parts of running your business. The right provider will help you do that, but the best results come when you are both working together in the best possible way.
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