Switching payroll providers can feel like a daunting task. You need to inform your employees of the data you collect, the systems you set up, and your employees. But if you’re moving to a provider that works better for your needs and offers the kind of great experience you want, it’s worth it. So how do you know when to switch?
Symptom 1: Running payroll is complex and inefficient
Running payroll doesn’t have to be a weekly headache. Are there any indications that the process could be improved?
- Timesheet data must be copied and pasted into your payroll system or downloaded and uploaded.
- Timesheets take too long to finalize, which can delay payroll
- Payroll providers can’t handle complex payroll rules, so you have to do a lot of manual calculations
- Paperwork is always floating out of all the forms you have to track for your employees.
Symptom 2: A Payroll Error Has Occurred
Correct payroll is essential. If your current payroll provider makes mistakes that lead to incorrect payroll or tax notifications, perhaps it’s time to look for a new one.
Sign 3: Your payroll provider doesn’t offer time tracking
If you manage a business with hourly employees, it’s important to track employee hours and incorporate that information into your payroll system. If your payroll provider doesn’t have time tracking built in, you’ll have to move a lot of data, which can lead to mistakes and errors. Plus, if you’re dealing with tracking all the time with another tool, you’ll have to use state overtime to make sure your hours and wages are calculated correctly, and break the law yourself.
Symptom 4: Labor costs are too high
Some payroll providers nickel and dime for everything you do. Per payroll fees, forms fees, W-2 fees, change fees, and the list goes on. If your payroll provider’s costs are getting out of hand, that’s a good sign that it’s time to make a change.
Sign 5: Employee is having a bad experience
As a business owner, you know your employees are the backbone of your business. A payroll provider should provide easy access to payslips, payroll forms, records, and more. A better experience for your team and for you. You don’t have to spend time responding to endless requests for information and tracking down everyone’s paperwork.
Symptom 6: Poor customer service
Is it impossible to keep track of your payroll provider? If you’re experiencing symptoms like long on-hold calls, days of emails going unanswered, or stumped live chats, it may be time to switch. Hmm.
Another factor is the inability to contact the provider in the best possible way. Want to call but your provider only has chat? That’s not very suitable. It’s time to find a provider that offers the kind of customer service you deserve.
Sign 7: It’s the end of the year
If you’ve been thinking about switching payroll providers but are hesitant to do so, the end of the year is the time to solidify those plans and make the switch. The end of the year is the perfect time to switch payroll providers, as there is no need to migrate data about taxes already paid by the company during the year. You will have a clean slate in the new year. You’ll put your plans into action in November and have your new account ready to run your first payroll smoothly in January.
Is it time to switch to Homebase Payroll?
Homebase makes it easy to run payroll by providing time tracking and payroll all in one tool. Additionally, the employee gets a dedicated app that allows them to access payslips and her W-2, view schedules, switch shifts, and communicate with other team her members. And get support via email, chat, or phone when you need it. Find out more now.
