When it comes to offering client payroll, the difference between burden and revenue flow ultimately comes down to one aspect: software.
Many accountancy firms are quietly moving away from payroll because the admin is relentless, deadlines are unforgiving and the software, for too long, has not been working.
To help you find the right payroll software for your firm, we’ve explored the key considerations and highlighted best practice features.
Why is finding the right payroll software so important?
The payroll software your company chooses can directly impact your growth, profitability, and customer satisfaction.
Managing Customer Complexity
As you add new customers, payroll becomes increasingly more complex.
Each customer brings his own:
- pay structures
- Contract
- work patterns
- statutory requirements
Without the right software, your team absorbs all that complexity, like chasing down data, double-checking statistics, and fielding the same client queries week after week.
mitigate risk
Errors are a greater risk when processes rely heavily on manual input.
The right payroll software automates routine tasks and eliminates data entry, while also helping to improve accuracy and reduce the burden on your team.
Meeting Expectations
Clients expect a high standard of service, and the right payroll software helps you meet and exceed those expectations.
From easier client onboarding to more reliable payroll delivery, the software you choose directly contributes to stronger client relationships and higher levels of satisfaction.
Not all payroll software is created equal
For many accountancy firms and payroll bureaus, managing hundreds or even thousands of client payrolls means:
- constant temperature
- data juggling
- chasing deadlines
- last minute changes
- answering the same question again and again
It is not necessary that this happens.
Choosing a system with the right features can aid in the growth and profitability of your practice.
customer self service
Transform payroll from a behind-the-scenes service to a visible, value-added offering.
The best payroll software offers secure, cloud-based employer portals that give both firms and their clients clear visibility over payroll activity.
These portals should enable your customers to view payroll schedules, employee records and reports anytime, anywhere, reducing the number of questions your team faces.
Additionally, clients should be able to submit their own payroll data and edit employee records directly in the portal, helping to ensure that all information is accurate while reducing your burden.
Easy to use interface
Outdated interfaces and overly complex workflows remain common problems in payroll.
Modern payroll software should be intuitive, easy to navigate, and designed with everyday users in mind.
The system should ensure that everything is organized and accessible in one place, so you can easily manage pay runs, client records, compliance and reporting.
Additionally, the system should store all customer information from personal details and pension contributions to payment documents – no more searching through spreadsheets or filing cabinets!
compliance support
Employment and tax laws change regularly, and keeping up with them can be challenging.
The best payroll software provides real-time compliance updates, ensuring that your system reflects the latest regulatory requirements without manual intervention.
Additionally, built-in compliance checks help you quickly detect and resolve issues.
Examples of recommended compliance checks include:
- Employees’ bank details are missing
- incomplete employee addresses
- Invalid National Insurance Table Sheet
- Employees earning less than the National Minimum Wage (NMW)
- Employee receiving tax refund
- The employee’s net pay is above the limit prescribed for this salary schedule
These compliance checks remove much of the risk and administrative burden associated with payroll.
automated processes
Automation frees up your team to focus on higher-value tasks like consulting services and growing your offering.
At a minimum, your payroll system should be able to handle the following:
- Automated submission to HMRC
- Auto apply HMRC notices
- real time salary calculation
- Automate business policies and prorated payments
- Automated Payment Slip Delivery
- seamless payment delivery
- Autopilot for unchanged pay
Security
Protecting sensitive customer data is a non-negotiable task and should be at the top of your list.
Your software should support such an important task, not make it more complex.
Look for security features like:
- Single Sign-On (SSO)
- Multi-Factor Authentication (MFA)
- Role-Based Access Control
- audit trails
- advanced encryption
integration
Payroll should not be a separate task.
Software integration enables you to extend payroll into other key business areas, resulting in a more comprehensive customer offering that helps build a stronger relationship.
Look for software that integrates with other key business tools, such as:
- HR Platform
- accounting system
- pension provider
Bureau of Staphology
With the right technology, companies can manage payroll more efficiently, support a growing customer base and provide a consistent, compliant service.
Are you ready to change the way you manage your client payroll?
Staffology Bureau is specifically designed to support accountants and payroll bureaus.
With intelligent automation, seamless integration and real-time calculations, Staffology Bureau handles all the complexities, which is why we’re the preferred choice for payroll 29 out of the top 30 accountancy firms in the UK!
Download the Staffology Bureau product brochure to see how it can revolutionize the way you handle client payroll.
Client Success Story: Elaine Trotman, Boss Accountancy
“When I was shown Staffology, I thought it was very user-friendly and easy to follow.
“Moving to a new system is always difficult, and my biggest concern was losing data, but it was a very smooth and easy process.
“If I had any questions I used the training videos and they helped with any questions.
“Since moving to Staffology I’ve been able to automate more of the payroll process, and so far, so good!”
Case Study: Boss Accountancy Manages Payroll from Anywhere with Staffology Payroll
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