From PCMAG · Kathy Yakal · · 4m
Essential payroll features vs costly bloat
Cut through payroll software clutter. Here's what you actually need and what you're overpaying for.
In brief
Cut through payroll software clutter. Here's what you actually need and what you're overpaying for. Focus payroll software spending on core functions like automated calculations, tax filing, and direct deposit. Skip expensive HR add-ons most small businesses never use. Originally reported by PCMAG.
Automated calculations save hours
Manual payroll using spreadsheets, emails, and tax tables takes hours. All quality payroll services handle the math automatically, calculating withholdings for federal income tax, Social Security, Medicare, and state taxes.
Support multiple pay types
Look for payroll software that handles salaried and hourly work, bonuses, commissions, PTO, overtime, and reimbursements. The best services let you set up custom pay options for your specific needs.
Automated tax filing prevents penalties
Missing tax deposit deadlines to the IRS and state agencies means penalties with interest. Payroll software can automatically submit deposits and returns or remind you when they're due.
Benefits deductions made easy
Payroll software with dedicated benefits pages lets you enter employee and employer contributions for health insurance and retirement plans. Some providers like Gusto and OnPay are licensed benefits brokers who help you shop for plans.
Employee self-service portals
Let employees access their records, request time off, and track balances through mobile or web apps. This cuts down on frequent questions and lets workers enter basic information during onboarding.
Mobile payroll management
Payroll managers need mobile app or mobile web access to run payroll from anywhere. You should expect all important features and data from your desktop version available on mobile.
Direct deposit is essential
Printing and distributing paychecks is outdated. Direct deposit into employee bank accounts is now standard, especially for remote or multi-state teams. QuickBooks Workforce offers same-day deposits if you submit by 7 a.m. PT.
Accounting integrations connect systems
Direct connections between payroll and accounting software eliminate manual data entry. Patriot Software Payroll and QuickBooks Workforce integrate closely with accounting apps and time tracking systems.
Time tracking integration prevents errors
Payroll software paired with time tracking apps eliminates manual transfer of paper timecards or spreadsheets. This prevents transposition errors, incorrect reports, and payroll tax mistakes.
Reports track labor costs
Reporting capabilities vary widely. As your company grows, custom reports help analyze labor costs. Services like ADP RUN offer sophisticated custom report builders for advanced insights.
Onboarding support eases migration
All payroll apps offer onboarding tools, but look for generous on-demand support when migrating from manual payroll or another system. Personalized guidance is critical for successful setup.
Enterprise security protects data
Payroll software handles sensitive financial information. Require multi-factor authentication at minimum. The best services implement top-notch security practices and involve your security team in evaluation.
Skip overkill analytics
Deep-dive reports far beyond basic labor costs are unnecessary for most small businesses. Focus on core payroll functions instead of paying for enterprise-level analytics you won't use.
Avoid unnecessary HR bloat
Most small businesses don't need recruiting tools, complex review engines, massive handbooks, approval workflows, hardware tracking, or visual org charts bundled into payroll software.
Skip compliance alert noise
Daily compliance alerts from regulatory agencies create unnecessary noise. Most small businesses benefit more from core payroll reliability than constant regulatory notifications.
Redundant communication channels
In-app messaging duplicates communication you already have through email and other channels. Skip this feature to reduce software complexity and cost.
Avoid excessive customization
Dozens of extra data fields you'll never fill add complexity without value. Choose payroll software with clean, focused interfaces over bloated customization options.
Core functions beat HR extras
Reliable, easy-to-use core payroll functions matter far more than a laundry list of enterprise HR add-ons. Find the platform that balances features, usability, and price for your business.
What it means
Focus payroll software spending on core functions like automated calculations, tax filing, and direct deposit. Skip expensive HR add-ons most small businesses never use.
