Overview
Dreaming of a world without payroll errors?
Ah, payroll. The day of the month that every business owner secretly dreads.
Trembling hands. Double-checking. Hopeful prayers that everything’s added up and no-one’s getting short-changed.
It doesn’t have to be that way.
What you’ll learn:
- Why desktop Payroll Solutions are a game-changer
- How much manual Payroll Processing actually costs you
- Top features to look for in Payroll Software
- Questions to ask when choosing Payroll Software that’s right for you
Why Desktop Payroll Systems Are A Game-Changer
Desktop payroll software is the lifesaver your business has been looking for. It’s what turns a once-a-month anxiety-inducing mess into an easy 10-minute task.
Payroll software gives you:
- Full control of your data
- Peace of mind that calculations are always accurate
- Automated tax calculations
- Compliance with government regulations
- Fast and easy payroll preparation
- The ability to focus on your business
And the best part? Desktop software lives right on your computer. There’s no monthly fees. No need to worry about internet outages. The data is where you want it: safe and secure under your control.
Let’s break it down:
Payroll done with desktop software means calculating hours and wages with zero risk of error. Preparing payroll taxes and payments becomes routine and reliable.
There are free, mid-range and premium payroll programs out there. With good software, processing payroll becomes as simple as importing data, running a report, and hitting “Print Checks.”
Desktop solutions provide the speed, security and reliability your payroll process demands. With professionally designed software, you spend time on your business, not fighting with a payroll process stuck in the 20th century.
How Much Payroll Processing Actually Costs You
Manual payroll processing is slow, error-prone and stressful.
Manual payroll entry causes 40% of all payroll errors. With every misstep, you risk money, employee satisfaction and precious time.
The costs add up:
- Time = 3-5 hours per period
- Errors = Average of $291 per payroll error
- Compliance = 53% of companies have been penalized for payroll compliance in the past five years
- Opportunity = Time spent processing payroll is time not spent growing your business
Don’t forget about the employee anxiety. Your employees know how important payroll is. A late, incorrect or missing paycheck creates stress and suspicion. The less time spent on payroll, the more you keep employee confidence and satisfaction high.
Automating your payroll process means fewer mistakes and increased efficiency. A good desktop software program processes payroll in minutes, not hours.
The Best Features Payroll Software Offers
Features and functionality can be bewildering when choosing payroll software. With so much to consider, which functions do you actually need?
Here’s our list of top features worth looking for:
Automatic Tax Calculations
Your software should automatically calculate federal, state and local tax withholdings. Tired of leafing through tax tables? Let your payroll program keep track of the rules for you.
The best systems update tax tables automatically to ensure your withholding is always up to date.
Support for Different Pay Types
You business is unique. That means multiple pay types, rates and requirements. Look for payroll software that can handle it all:
- Hourly and salaried employees
- Contractors and 1099 workers
- Employees with multiple pay rates
- Overtime and shift differentials
- Bonus and commission payments
Comprehensive Reporting
Reports can be a headache when choosing software. Pick solutions that offer clear, concise and easy-to-read reports and forms.
Look for software that spits out:
- Payroll summaries
- Tax liability reports
- Employee earning statements
- Year-end tax forms (W-2, 1099, 941, etc.)
Data Security And Backup Features
Payroll data is sensitive stuff. Be sure your desktop software provides:
- Built-in data backup and restore functions
- Password protection and access controls
- Data encryption to protect privacy
- User-level controls for multiple people accessing data
Desktop Software: Cloud vs. Desktop
Cloud payroll services are all the rage these days. But for payroll, desktop software offers real advantages.
Here are the benefits of desktop payroll software:
- No monthly fees: Buy it once and use it as long as you need
- Complete control of data: Your data stays in your building
- No internet required: Process payroll even if your connection is down
- Speed and performance: Faster data entry and processing
- Secure: Hackers can’t steal what they can’t find online
Cloud solutions do make sense for some payroll situations:
- Multiple offices accessing same data
- Remote teams to manage from afar
- Instant, real-time collaboration is critical
But for most small and medium businesses, desktop payroll software offers the perfect balance of functionality and control.
How To Choose The Software That’s Right For You
The Global HR Payroll Software market size is expected to reach $65.66 Billion by 2029. The opportunities and choices are exploding. But so is the confusion.
Here are some ways to find the best software for your business:
Start With Your Current Payroll Needs
Count employees. Identify pay types. What are must-have features?
Buy software for your business today, not the business you hope to grow into one day.
Think About Integration With Accounting Software
Will your payroll program need to talk to your accounting system? Desktop solutions can link to most accounting programs and spreadsheets:
- QuickBooks
- Sage/Peachtree
- Microsoft Account
- Excel spreadsheets
Integration requirements should impact your choice of software.
Evaluate Support Options
Even the best software solutions need tech support. Look for:
- Phone support during business hours
- Email support with reasonable response time
- Documentation, user guides and tutorials
- Training resources and materials
Take Advantage of Trials/Demos
Quality software solutions offer free trials and demos. Take advantage.
Run a trial payroll using your own data. See how easy the interface is. Check to see if the reports match your needs.
Making Implementation Easy
Getting up and running with payroll software doesn’t have to be a huge project. Follow these tips:
- Backup Current Data: Export as much data as possible from your existing system
- Enter Employee Records: Include basic information like name, SSN, etc.
- Set Up Pay Schedules: Identify who is weekly, bi-weekly or monthly
- Test with Sample Data: Run trial payrolls before processing your first real pay period
- Train Your Team: Make sure everyone understands the new system
Choose a transition time period after a completed payroll period. Use the downtime to work out any bugs before the next payroll is due.
The Bottom Line
Desktop payroll software is the secret to turning your business’ most stressful process into a breeze.
In minutes, instead of hours, you’ll get:
- Accurate calculations
- Automated tax and compliance calculations
- Complete control over your data
- The ability to focus on what’s important: your business
Employees are paid correctly and on time. You get your evenings back. Maybe you even sleep through payroll for a change.
70% of small businesses now use payroll software or services. Payroll software is no longer a luxury or an “as-we-grow” upgrade.
For your business, the only question is how much longer can you keep fighting spreadsheets when the answer is right there?
Making it Happen
Time to streamline your payroll process with professional desktop software. Look for solutions that:
- Meet your business’s needs today
- Scale and grow with your business
- Offer reliable support when you need it
- Provide you with full control of your data
Desktop software is more than processing payroll. The right software builds a foundation for growth, employee satisfaction and peace of mind.
Stop fighting with spreadsheets. Stop stressing about payroll. Make it simple again.
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