7 Signs It’s Time to Change Your Payroll Provider

Switching pay providers can feel like a daunting task. There is data to collect, systems to set up and employees to notify But it’s all worth it if you switch to a provider that works better for your needs and offers the kind of great experience you want. So how do you know when it’s time to switch?

Sign 1: Running payroll is complicated and inefficient

Payroll doesn’t have to be a weekly headache. Some signs that you can improve the process?

  • You will need to copy and paste or download and upload the timesheet data into your payroll system
  • Finalizing timesheets takes so much time that it sometimes delays your salary
  • Your payroll provider can’t handle complex payroll rules, so you have to do a lot of manual calculations
  • You always have paperwork floating around from all the forms you need to keep track of for your employees

Sign 2: You are experiencing payroll errors

It is essential that your salary is correct. If your current payer has made mistakes that lead to incorrect paychecks or even tax notices, it’s probably time to find a new one.

Sign 3: Your payroll provider doesn’t offer time tracking

When you operate a business with hourly employees, it’s important to keep track of their hours and get that information into your payroll system. If your payroll provider doesn’t have embedded time tracking, you’ll likely have to move a lot of data around, which can lead to inaccuracies and errors. Also, if you manage time tracking in another tool, you’ll need to make sure hours and wages are accurately calculated, breaking state overtime and own laws.

Sign 4: Payroll costs are high

Some payroll providers nickel and dime you for everything you do. Charges for each paycheck, charges for forms, charges for W-2s, charges for changes – the list goes on. If your payroll costs are getting out of hand, that’s a good sign that it’s time to change.

Sign 5: Your employees are having a bad experience

As a business owner, you know that employees are the backbone of your business. Your payroll provider should make it easy for them to access their pay stubs, pay forms, records and more. It’s a good experience for your team and a good experience for you, because you don’t have to endlessly request information and spend time chasing paperwork for everyone.

Sign 6: Poor customer service

Is it impossible to get hold of your paymaster? If you’ve been on the phone for long periods of time, unanswered emails for days, and live chats that linger, it might be time to switch.

Another reason is if you can’t communicate with your provider through the method that works best for you. Love to call but your provider only has chat? That’s not a great fit. It’s time to find a provider with the customer service you deserve.

Sign 7: It’s the end of the year

If you’ve been thinking about switching pay providers but are hesitant to make the switch, the end of the year is the time to solidify those plans and make the switch. The end of the year is the best time to change payroll providers because you don’t need to transfer data about the taxes your business has already paid for the year. You will have a clean slate in the new year. Come November, start putting your plans in motion and creating a new account so you can land that first paying job in January.

Time to Switch to Homebase Payroll?

Homebase offers time tracking and payroll all in one tool, making running payroll easy. Your employees also get a dedicated app where they can access pay stubs and W-2s, view their schedules, change shifts, communicate with other team members, and more. And you get support when you need it via email, chat and phone Learn more today.

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