Finding the right payroll software is a common frustration for many accountants.
In this comprehensive review, we'll cut through the confusion by comparing the top payroll services for accountants based on pricing, features, compliance capabilities, and more.
You'll discover the leading payroll providers for small, medium and large accounting firms. We'll also look at key factors like automation, integration with popular accounting software, and ease of use. By the end, you'll have the information you need to confidently select the best payroll solution to meet your clients' needs.
Navigating Payroll Services: A Guide for Accountants
As an accountant juggling multiple clients, staying on top of payroll can be a complex and time-consuming task. However, choosing the right payroll software tailored to accountants can help simplify payroll processing across all your clients while maintaining cost efficiency.
In this article, we review some of the top payroll software and services designed specifically for accountants managing payroll for multiple companies and clients.
Key Features to Look For
When evaluating payroll software for your accounting practice, there are a few key features to consider:
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Multi-company payroll: The ability to process payroll for unlimited companies and entities from a centralized dashboard is essential. This enables easy management of all your clients' payroll needs in one place.
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General ledger integration: Seamless integration with popular accounting software like QuickBooks Online or Xero saves you time on data entry and ensures accuracy by eliminating duplicate data entry.
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Automation and customization: The payroll software should automate tax calculations, filings, and payments across multiple states and entities. It should also provide customization for each client's specific payroll needs.
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Mobile functionality: Access to payroll data and tools from mobile devices allows accountants to handle payroll tasks on-the-go.
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Affordable pricing: Payroll software with monthly pricing models or cost-efficient pricing for accountants with multiple client companies is ideal to maximize savings.
Top Payroll Services for Accountants
Here is an overview of some popular payroll solutions designed for accounting professionals:
OnPay stands out with its unlimited monthly payroll runs for one flat fee, making it cost-effective for managing many client companies. It also provides strong general ledger integrations, automated tax payments, and mobile apps.
Paychex Flex offers a robust suite catered to accountants, including multi-company payroll, custom reporting, GL integrations, and an Accountant Knowledge Center with training resources. However, it has complex pricing models.
QuickBooks Payroll is an affordable option deeply integrated with QuickBooks Online and Desktop. However, feature and automation capabilities are limited compared to other solutions.
Gusto provides user-friendly payroll software focused on small businesses. Although not specifically designed for accountants, it offers occasional-use pricing suitable for managing a handful of smaller clients.
In summary, characteristics like automated tools to simplify multi-client payroll tasks, general ledger and accounting system integrations, mobile access, and competitive pricing are key factors for accountants to evaluate when choosing payroll solutions. Performing ample research to match software capabilities to your firm's specific needs can ensure you choose the best-fit option.
Who is the top payroll company?
Accounting professionals have many payroll service options to choose from in 2023. Based on features, pricing, and overall value, here is a review of the top payroll companies:
ADP Payroll could be considered the top overall payroll service provider. They offer comprehensive payroll features for businesses of all sizes coupled with stellar customer support. However, they tend to be more expensive than competitors.
For small businesses, Gusto Payroll Software likely ranks as the leading provider thanks to an intuitive interface and abundance of built-in HR features like benefits administration and compliance management. Gusto also has the benefit of transparent, simple pricing.
Paycor deserves recognition as the top payroll app for employee self-service. Workers can easily view pay stubs, manage deductions, request time off, and more through Paycor's user-friendly mobile app.
While there is no definitive "best" payroll service for everyone, businesses should evaluate their size, budget, feature needs, and industry to determine the right fit. Most providers offer free trials to test services firsthand. For convenient side-by-side comparisons, independent review sites like Software Advice rate payroll systems based on value, ease of use, support, and more.
What are two accounting software used for payroll?
QuickBooks and Sage 50Cloud are two popular accounting software platforms that offer robust payroll management features.
QuickBooks Payroll
QuickBooks Payroll is designed for small to mid-sized businesses. It seamlessly integrates with QuickBooks Desktop and QuickBooks Online Accounting software.
Some key features include:
- Automatic tax calculations and filings
- Direct deposit setup
- Integration with accounting
- Mobile access
- Multiple company support
QuickBooks Payroll stands out with its ease of use, automation, and synchronization across the wider QuickBooks ecosystem.
Sage 50Cloud Payroll
Sage 50Cloud Payroll (formerly Peachtree Payroll) is best suited for small to medium businesses. It can be used as a standalone payroll application or alongside Sage 50Cloud Accounting.
Notable features consist of:
- Customizable payroll workflows
- Salary and benefit tracking
- Tax penalty protection
- Mobile access and reporting
- Integration with other Sage products
Sage 50Cloud Payroll is competitively priced and offers robust configuration options to handle complex payroll needs for growing businesses.
In summary, both QuickBooks and Sage 50Cloud provide capable payroll functionalities alongside integration with popular accounting platforms. Businesses should evaluate their budget, size, and workflow requirements when choosing between the two options.
How much does Surepayroll cost per month?
Surepayroll offers two main payroll service plans for small businesses in the US:
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No Tax Filing This starts at $19.99 per month, plus $4 per employee per month. It includes U.S. payroll processing but does not include tax filing.
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Full Service
This starts at $29.99 per month, plus $5 per employee per month. It includes U.S. payroll processing as well as tax filing and payment services.
Both plans include features like:
- Direct deposit
- Online payroll processing
- Employee access
- Integrations with accounting software
- Dedicated customer support
So in summary, Surepayroll's monthly cost will depend on:
- The plan you choose
- Number of employees
- Any add-ons like time tracking apps
The more employees you have, the more you'll pay per month. But even at the highest tier pricing, Surepayroll offers very competitive rates compared to other popular payroll services. Their full-service plan handles all payroll tax filings for you, which can save a huge amount of time and effort for small business owners and accountants.
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What software does payroll specialist use?
For payroll specialists, having the right payroll software is critical. Many professionals rely on tools like OnPay, which offers a comprehensive online payroll platform accessible from anywhere. Key benefits of OnPay include:
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Seamless integration with accounting software like Xero, QuickBooks, and time tracking tools, enabling efficient data flows across platforms. This saves payroll specialists time syncing data.
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Accessibility to run payroll securely from any device. Specialists can manage payroll tasks remotely without needing to be in a specific office.
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Cost efficiency, as the software charges per employee per month, scaling with your client base. This predictable pricing model helps specialists manage margins.
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Automation that reduces manual tasks like calculating taxes and producing pay stubs for each pay period. More automation means less administrative work for payroll specialists.
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Expert support with dedicated account managers to help onboard, train, and provide ongoing assistance. This ensures payroll specialists can resolve issues quickly.
With a solution like OnPay aligned to accountants' needs, payroll administration becomes easier and more accurate. Specialists benefit from robust tools to pay employees on time while remaining compliant and reducing overhead costs. The right technology stack empowers payroll success.
Selecting Payroll Software for Multiple Clients
Delving into the challenges and solutions for accountants managing payrolls for multiple companies, this section reviews top software designed for efficiency and scalability.
Comparing Features of Cloud Payroll Software for Accountants
Cloud-based payroll services offer valuable capabilities for accountants serving multiple clients. Key features to evaluate include:
Real-Time Data Access
The ability to access payroll data in real-time is crucial when managing payrolls across companies. Cloud solutions enable secure access from any location, ensuring accountants can stay updated on payroll changes, catch errors quickly, and collaborate effectively.
Scalability
As client needs grow and evolve, payroll systems must scale accordingly. Cloud platforms provide flexible subscription plans to support any number of employees. This facilitates efficient payroll management as client businesses expand.
Remote Collaboration
Managing payroll for multiple companies requires close collaboration between accountants and clients. Cloud solutions facilitate this through role-based access, automated notifications, and messaging features.
When comparing options, prioritize services emphasizing intuitive interfaces, strong data security, and comprehensive reporting. Market leaders like OnPay provide user-friendly payroll management catered to accountants' specialized needs.
Evaluating In-House Payroll Software for Small Business
For accountants serving smaller businesses with a preference for in-house payroll, key criteria include:
Affordability
Small business clients often have tighter budgets. Seek affordable solutions providing essential payroll features without expensive extras.
Ease of Use
In-house payroll software should have an intuitive interface enabling staff to run payrolls with minimal accounting expertise. Prioritize solutions with built-in wizards, helpful prompts, and clear reporting.
Local Support
Smaller providers can better understand local payroll compliance needs. Seek regionally-based vendors who provide personalized guidance tailored to state and city regulations.
Data Security
Despite smaller scale operations, data security remains critical. Vet solutions thoroughly to ensure strong encryption, access controls, and security certifications are in place.
With the right solution, in-house payroll can provide the customization and control smaller businesses seek while keeping costs manageable.
Assessing Cheap Payroll Software for Accountants
When evaluating affordable payroll software, the key is determining the "sweet spot" between quality and cost-effectiveness. Warning signs of poor quality include:
Limited Functionality
Steer clear of bare-bones systems with inadequate features. Essentials like tax calculations, payroll reporting, and employee self-service are still needed.
Poor Usability
Just because a solution is cheap does not mean it should be difficult to use. Seek systems with modern interfaces optimized for user-friendly payroll management.
Lack of Support
Affordable pricing should not come at the cost of helpful customer support. Vet each provider's reputation for knowledgeable, timely service.
The good news? Top cloud payroll platforms now offer cost-effective plans packed with value. For example, solutions like OnPay offer full-service payroll optimized for accountants at prices beating inferior discount options.
By focusing on core functionality versus bells and whistles, accountants can secure reliable payroll software that fits both their budget and their clients' needs.
Mastering Payroll Compliance and Automation
Payroll compliance can be time-consuming and complex for accountants serving multiple clients. Staying on top of changing tax laws, filing deadlines, wage reporting requirements, and more across different companies is challenging. This is where automation tools and features within payroll software can provide tremendous value through streamlined compliance management.
Automated Compliance Solutions for Multiple Companies
Payroll software built specifically for accountants offers robust automation to ease compliance burden. Key features include:
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Automated tax form filing: Software can generate and e-file federal and state payroll tax forms seamlessly based on payroll data. This includes W-2s, 941s, new hire paperwork and more across unlimited companies.
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ACCRUAL-based reporting: Payroll accruals are automatically tracked and reports generated to help accountants determine tax liabilities owed by clients at any point in time.
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Payroll audit assistance: Payroll audit support provides required compliance documents easily upon request. Bulk printing, report generation and data access simplifies supporting payroll audits for multiple businesses.
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Alerts and notifications: Proactive notifications on quarterly tax deadlines, late filings, changes in regulations and compliance responsibilities enables staying up-to-date easily.
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Granular access controls: Managed access down to the employee level ensures accountants maintain control and oversight into payroll changes across client companies.
Automation makes it easier to run payroll smoothly across multiple businesses while remaining compliant with applicable regulations. Key features simplify processes, minimize errors, reduce non-compliance risk exposure and provide comprehensive audit support.
OnPay for Accountants: A Case Study in Compliance Ease
OnPay stands out payroll software for accountants handling multiple company payrolls. It's designed specifically to remove compliance burdens for high-volume payroll management.
For example, OnPay enables bulk printing and e-filing of annual tax paperwork like W-2s and 1099-MISCs for all client companies in one click. Quarterly 941 payroll tax forms are generated automatically based on payroll runs and e-filed seamlessly with the IRS on due dates.
New hire reporting paperwork is also fully automated based on employee start dates. OnPay submits the applicable I-9, W-4 and state forms to streamline new employee onboarding compliance across an unlimited number of businesses.
In addition, accrual reports provide real-time visibility into the tax liabilities owed by each company at any point in the calendar quarter or year. This simplifies the compliance process for accountants significantly.
The ability to add and manage unlimited companies from a single dashboard along with robust automation and seamless compliance filings makes OnPay a preferred payroll software for accountants, especially those serving multiple clients.
Integrating Payroll with Accounting: The Dual-Software Synergy
Analyzing the importance of seamless integration between payroll and accounting platforms for efficient and error-free financial management.
Accounting and Payroll Software for Small Business
Small businesses have unique needs when it comes to managing payroll and finances. An ideal solution caters specifically to small business requirements of affordability, simplicity, and flexibility.
When evaluating payroll and accounting combinations, key aspects to consider include:
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User-Friendly Interface: As small companies often handle payroll internally, an intuitive, easy-to-use system enables staff to run payroll with minimal training. Automated features like tax calculations further simplify the process.
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Integration & Data Syncing: Tight integration between the payroll and accounting systems, with automatic syncing of data like hours, wages, taxes, payments etc. reduces manual work and chances of error significantly.
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Affordability: Opting for software-as-a-service rather than installed solutions provides access to advanced payroll management abilities at a fraction of the price, crucial for small businesses running on tight budgets.
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Mobility: Cloud-based payroll and accounting platforms enable remote access from any device, facilitating management on-the-go.
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Scalability: As the business expands, the solution should seamlessly adapt to managing additional employees, locations, tax obligations etc.
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Customer Support: Smaller teams need ready support in resolving payroll issues. Priority customer service and access to advisors is vital.
OnPay stands out as an exceptionally well-rounded payroll and accounting solution for small businesses. Its strategic focus on key small business needs provides comprehensive yet affordable financial process automation.
The Best Payroll Software for Large Business
Larger companies require heavy-duty payroll software capable of handling frequent complex calculations for vast workforces while ensuring flawless compliance.
When shortlisting payroll solutions for bigger businesses, vital aspects comprise:
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Advanced Reporting & Analytics: Dynamic reports providing real-time insights into labor costs, overtime spending, headcount etc. enable data-driven decisions regarding the workforce.
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Automation: Streamlining payroll processes through features like time tracking integration, schedule-based pay rules, auto tax calculations reduces administrative workload.
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Multi-state Tax Support: Handling tax obligations across states and cities necessitates customized location-based tax profiles.
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Integration Capabilities: Seamless API-based integration with existing HCM platforms, accounting software, benefits admin systems avoids reliance on manual inputs.
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Configurable Workflows: Adaptable systems enabling customization of organizational policies around overtime, reimbursements, leave accruals etc.
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Data Security: Robust measures like data encryption, user permission controls, access logs provide payroll data protection.
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Scalability: Flexible architecture supports easy adding of locations, employees, pay elements as operational scope expands.
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Self-Service Portals: Allowing employees to access their payroll information and modify details through web/mobile dashboards improves productivity.
With superior automation, customization, and scalability, solutions like Paycom facilitate complex large business payroll demands while future-proofing growth.
Closing Thoughts: Selecting the Right Payroll Partner
Accounting practices of all sizes benefit from using a payroll software that is designed to handle their specialized needs. When evaluating solutions, key aspects to consider include:
Multi-Client Management
The ability to run payroll for an unlimited number of clients is critical for larger accounting firms. Choose an option where you can add clients easily as your business grows. Automation and bulk processing across clients will maximize efficiency.
Compliance Expertise
Payroll laws frequently change, so leverage a provider who specializes in staying compliant. Opt for a simple software update process to avoid scrambling during tax season. Reliable customer support is also valuable for getting tax and compliance questions answered quickly.
Integration Capabilities
APIs that integrate payroll data with accounting platforms like QuickBooks reduce manual work and errors that occur from transferring data. Understanding software capabilities will prevent hiccups during tax time.
Cost and Scalability
While SMBs can benefit from simple, low-cost payroll software, larger firms handling more complexity may value more robust solutions. Consider pricing models (flat-rate, per employee, etc) and assess platform scalability.
In summary, identify key priorities like multi-client support, compliance, ease of integration, and scalability needs. Evaluate provider reputation and capabilities accordingly to select the ideal payroll partner for your firm's specialized objectives. This ultimately reduces administrative burdens, maximizes ROI through automation and integration, and provides peace of mind through compliance and reliable support.
