Small Business Payroll Software

For a small business owner like you, there are two ways to manage the payroll process: use an in-house payroll software solution or outsource to a payroll service provider. But if you don't want to share your sensitive payroll data with a third-party payroll provider, then buying software is your best bet.

There are a number of vendors that provide payroll software tailored specifically to the needs of small businesses. This guide will give you a head start on choosing the right system.

Here’s what we’ll cover:

• What is small business payroll software?
• Common features of small business payroll software
• What type of buyer are you?
• Benefits of small business payroll software
• Market trends to understand

What is small business payroll software?

Small business payroll software helps small business owners streamline and automate payroll processing and employee benefits management. The software helps save time and effort as well as reduces the chances of manual payroll errors.

An online payroll solution is designed to help small firms process payroll in-house. It often includes modules for time tracking, payroll tax filing, and benefits administration. It automates data entry and tedious processes that users would otherwise have to do manually, saving both time and labor costs.

There are many different payroll solutions available on the market. Larger companies might need deeper functionality for managing Human Resources (HR) in multiple locations or tools for complex reporting as part of their payroll system. But small businesses typically need an online payroll solution with basic capabilities such as compensation, time tracking, and tax filing.

Common features of small business payroll software

These systems often come with some or all of the following core capabilities:

Compensation	Found in every system, this application automates payroll processing. Users assign pay rates to employees, and employee hours are entered directly or imported. The system then automatically calculates wages and generates paychecks. Direct deposit options are usually offered, and bonuses, commissions, overtime, and tips can be added.
Time and attendance	Time clock functionality allows employees to clock in and out. Administrators can also track employee attendance.
Tax filing	Automatically prepares, files, and pays state and federal taxes. Alternatively, provides payroll tax calculations and/or documents for users to prepare and file taxes manually.
Insurance and benefits	Some systems have functionality for insurance and benefits administration. This allows users to enroll employees in insurance benefits and manage benefit elections. Paid time off can also typically be accrued and tracked.

What type of buyer are you?

Many different solutions cater to the needs of small companies, but not all small businesses are created equal. Consider what your requirements are as you begin researching for an online payroll software solution:

Basic payroll needs: If you are looking only for a basic solution to streamline payroll processing, consider entry-level, affordable products with functionality that cater specifically to your payroll management needs.

More robust workforce management needs: Perhaps you need a payroll system that also offers more robust tools such as tax compliance and filing, insurance and benefits administration, and employee management.

Growing business with payroll and HR needs: If your business is growing and you know you may need to scale up to a full HR software suite, consider a vendor that offers tiered packages that let you easily upgrade without having to learn a whole new system.

Benefits of small business payroll software

There are many benefits to choosing a payroll software solution over running payroll manually. These include:

• Automation of tedious processes: First and foremost, you’ll save time once spent cutting checks and filing taxes. The software automates manual payroll tasks, so you have more time to spend building your business.
• Reduced labor costs: You’ll also save money by cutting down on the labor costs associated with payroll processing. For some companies, small business payroll software can even eliminate the need for a full-time payroll employee.
• Greater accuracy and lower risks: In addition to saving time and cutting costs, a good payroll system will increase accuracy and decrease risk. Automated payroll processing eliminates the possibility of human errors. The software will also remind you of important deadlines, so the risk of incurring penalties decreases significantly.
• Integration with existing software: Many small business payroll systems can integrate with the other HR tools and accounting software your business may already be using. This can streamline operations and reduce errors even further.

Market trends to understand

Here are a few trends to be aware of as you search for new software in this market:

Cloud-based software:

Most of today’s small business payroll solutions are deployed in the cloud. Since users log into the software from their internet-connected device, cloud-based systems can be accessed from anywhere.

With traditional on-premise systems, businesses had to buy updated software each year to keep up with changing payroll tax laws. Now, cloud vendors simply update their products as laws change, and the changes are reflected in users’ systems automatically—with no need to buy anything new.

Mobile accessibility: As cloud-based software has become more popular, so too has mobile access to payroll systems. Many vendors now offer native mobile apps for smartphones and tablets, which provide a seamless on-the-go experience.

Some vendors offer employee self-service mobile apps, as well. These allow workers to access their own salary and benefits information remotely. Look for this trend to continue in the future.