You’re burning the midnight oil, racing against the clock to process payroll. As you work, you dream about running a business where your employees’ paychecks magically appear on time, every time.

That’s not a dream—it’s part of what payroll outsourcing offers. From organizing employee records to ensuring tax compliance, outsourcing saves time and money for many businesses, whatever their size.

In this article, we’ll explore how to outsource payroll and the benefits and drawbacks. We’ll also look at the costs involved, what to expect from providers, and some pro tips to make the most of this service.

Payroll Outsourcing Definition

Let’s start by breaking down what exactly payroll outsourcing is. 

First, think about what goes into payroll. It’s not just writing checks. Payroll involves figuring out how much each employee should be paid and making sure everyone gets paid on time. It also means taking out exactly the right amount for taxes and other deductions. And outsourcing is when a company hires another company to do a specific job for them. 

Put these two ideas together, and you get payroll outsourcing. It’s simply when a business hires another company to handle all or part of its payroll tasks. These services typically take care of calculating wages, processing payments, handling tax withholdings, and creating payroll reports. They might also help with things like managing employee benefits and keeping track of time off.

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How Does Payroll Outsourcing Work?

The process usually starts with an assessment. The outsourcing company will look at how your business currently handles payroll. They’ll want to understand your pay schedules, the types of employees you have, and any special rules or benefits you offer.

After this initial review, you’ll need to decide how much of your payroll work you want to outsource. Some companies choose to outsource everything, which is called full outsourcing. Others prefer to keep some tasks in-house and outsource the rest, which is known as co-sourcing.

The next big step is getting ready to hand over your payroll duties. This involves gathering all your payroll information and making sure it’s accurate and up-to-date. You’ll need to provide a lot of details about your employees. This includes their pay rates, tax information, and any special deductions or benefits.

When picking a payroll service provider, it’s crucial to choose one that follows all the rules and regulations about payroll in your area. Make sure they have a good track record of keeping employee information private and secure.

Once you’ve chosen a provider, work together to create a plan for managing your company’s payroll. This is your “terms of engagement.” This agreement outlines exactly what the provider will do for you, when they’ll do it, and how and when you’ll pay them.

Finally, hand over all the necessary information to your new payroll partner. They’ll use it to start running payroll for you, freeing up your time to focus on other parts of your business.

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7 Benefits of Outsourcing Payroll

Let’s unpack the perks that have more and more companies jumping to take advantage of the payroll outsourcing trend:

1. Time Savings. Outsourcing payroll frees up a lot of time. Instead of crunching numbers and filling out forms, you can focus on what you do best—running your business. This is especially valuable if you’re a small business owner who might not have anyone to do it in house. Or, you might just not have the bandwidth. That’s OK—it’s like having someone else mow your lawn so you can spend more time gardening.
2. Security for Employee Data. Good payroll companies have strong systems to keep your employees’ personal information safe. But remember, this isn’t guaranteed. It’s important to choose a provider that takes data security seriously.
3. Reducing Mistakes. Payroll pros do this work all day, every day. They’re less likely to make errors than someone who only does payroll once in a while. This means fewer headaches for you and your employees.
4. Cost Savings. Believe it or not, outsourcing can often save you money. You won’t need to buy expensive payroll software or train staff to use it. Plus, you’re less likely to make costly mistakes that could lead to fines and penalties than a payroll company.
5. Better Regulatory Compliance. Payroll laws can be tricky, and they’re subject to change. Outsourcing to experts means you’re more likely to stay on the right side of these rules without having to become a payroll law expert yourself.
6. Access to Expertise. Payroll providers stay up-to-date with the latest laws and best practices. They can offer valuable advice and insights you might not have access to in-house.
7. Scalability. As your business grows, a good payroll service can easily handle more employees without you having to hire more staff or pay for expensive software upgrades.

7 Drawbacks of Payroll Outsourcing

While there are many benefits to outsourcing payroll, it’s not all smooth sailing. Let’s take a look at some potential downsides to consider before making your decision:

1. Reduced Oversight. When you outsource, you’re trusting someone else to handle an important part of your business. You have less control over the day-to-day process. If something goes wrong, you might not catch it right away or be able to address it how you’d like to.
2. Still Responsible for Mistakes. Even though the provider is doing the work, you’re still on the hook for payroll management errors. You’ll need to work with the provider to fix any problems.
3. Potential for Lower Data Security. Once you hand off your data to a provider, you don’t have direct control over how it’s protected. If you choose a provider with poor security practices, your employees’ information could be at risk.
4. Loss of Institutional Knowledge. When payroll is handled in-house, your team learns about your specific payroll needs and quirks. Outsourcing means this knowledge is held by an outside company.
5. Communication Issues. You might face delays or misunderstandings when trying to make changes or get information about your payroll. It’s not as simple as walking over to the payroll desk in your office.
6. Dependency on the Provider. If your payroll service has technical issues or goes out of business, it could cause serious disruption for your company. Make sure you have a backup plan.
7. Potential Cost Increases. While outsourcing can save money, some providers might raise their prices over time. Make sure you understand how pricing works before signing up with a provider. This is especially true if you’re running a small business with limited cash flow.

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The Cost of Payroll Outsourcing

The price tag for payroll outsourcing depends on what your business needs and how big it is. Different providers charge different fees for their services.

While it might seem expensive at first, outsourcing can often be cheaper than having your own payroll team in-house. You don’t have to pay for salaries, benefits, or expensive software.

So, what’s the bottom line? Generally, you can expect to pay between $30 and $100 per employee each month for payroll outsourcing services.

What to Expect From Payroll Outsourcing Providers

When you team up with a payroll outsourcing provider, you’re getting more than just someone to crunch numbers. Here’s a rundown of common offerings:

• Wage Garnishments. The provider handles any required deductions from employee pay.
• Custom Reports. Get detailed insights about your payroll whenever you need them.
• Record Keeping. The provider maintains up-to-date employee records.
• New Hire Reporting. The provider reports new employees to the proper agencies.
• Client Support. Get help when you need it.
• System Integration. The provider can link payroll with your accounting system.
• Tax Deduction. The provider takes care of payroll taxes on your behalf.
• Employee Access. Workers can check their pay info online anytime.
• Year-End Tasks. The provider handles W-2 forms and other year-end paperwork.

Pro Tips for Payroll Outsourcing

Ready to take the plunge into payroll outsourcing? Here are some tips to help you make the most of it:

• Plan Ahead. Give yourself plenty of time to get set up.
• Check References and Reviews. Choose a provider with a good track record.
• Communicate Clearly. Make sure your provider knows about any special pay situations.
• Review Regularly. Check your payroll reports to catch issues early.
• Train Your Team. Thoroughly train your staff to work with the new system.

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Create Estimates and Invoices Instantly

With payroll done and dusted, it’s time to streamline your invoicing next.

Get your invoicing done in minutes, not hours. Create estimates and invoices on the road or at home. Quickly add details such as discounts, payment instructions, due dates, photos, signatures, shipping details, and more. Turn estimates into invoices with one click.