When it comes to providing payroll services to clients, the difference between an expense and a revenue stream ultimately comes down to one aspect: the software.
Many accounting firms are quietly abandoning payroll because the administrator is relentless, the deadlines are unforgiving, and the software, for too long, has not kept pace.
To help you find the right payroll software for your business, we’ve explored key considerations and highlighted best practices.
Why finding the right payroll software is so important
The payroll software your business chooses can directly influence your growth, profitability and customer satisfaction.
Manage customer complexity
As you onboard new clients, payroll quickly becomes more complex.
Each customer brings their own:
- Compensation Structures
- Contracts
- Working models
- Legal requirements
Without the right software, your team absorbs all that complexity, like searching for data, entering numbers, and handling the same customer queries week after week.
Reduce risks
Errors pose a huge risk when processes rely heavily on manual entry.
The right payroll software automates routine tasks and eliminates data entry, simultaneously helping to improve accuracy and reduce the workload on your team.
Meet expectations
Customers expect a high level of service, and the right payroll software helps you meet and exceed those expectations.
From smoother customer onboarding to more reliable payroll management, the software you choose directly contributes to stronger customer relationships and higher satisfaction levels.
Not all payroll software is built the same
For many accounting firms and payroll offices, managing hundreds or even thousands of client payrolls means:
- Constant pressure
- Juggling data
- Meet deadlines
- Last minute changes
- Responding to the same queries repeatedly
It doesn’t have to be like that.
Choosing a system with the right features can support your practice’s growth and profitability.
Customer self-service
Transform payroll from a behind-the-scenes service to a visible, value-added offering.
The best payroll software provides secure, cloud-based employer portals that give businesses and their clients clear visibility into payroll activity.
These portals should allow your clients to view payroll schedules, employee records, and reports anytime, anywhere, reducing the number of queries your team faces.
Additionally, customers should be able to submit their own payroll data and edit employee records directly within the portal, ensuring all information is accurate while minimizing your burden.
Easy to use interface
Outdated interfaces and overly complex workflows remain common payroll issues.
Modern payroll software should be intuitive, easy to navigate, and designed for everyday users.
The system should ensure that everything is organized and accessible in one place, so you can easily manage payroll processing, customer records, compliance and reporting.
Additionally, the system must store all customer information, from personal information and pension contributions to payment documents – no more searching through spreadsheets or binders!
Compliance Support
Labor and tax laws change regularly, and it can be difficult to keep up.
The best payroll software provides real-time compliance updates, ensuring your system reflects the latest regulatory requirements without manual intervention.
Plus, built-in compliance checks help you quickly detect and resolve issues.
Examples of recommended compliance controls include:
- Missing bank details for employees
- Incomplete employee addresses
- Invalid National Insurance Table Letters
- Employees earning less than the National Minimum Wage (NMW)
- The employee benefits from a tax refund
- The employee’s net remuneration is higher than the threshold set for this remuneration scale
These compliance controls eliminate much of the risk and administrative burden associated with payroll.
Automated processes
Automation allows your team to focus on higher value tasks, such as consulting services and developing your offering.
At a minimum, your payroll system should be able to handle the following:
- Automate submissions to HMRC
- Automatically apply HMRC notices
- Real-time payroll calculations
- Automate professional policies and prorated compensation
- Automate the sending of payslips
- Transparent payment distribution
- Autopilot for unchanged payroll
Security
Protecting sensitive customer data is non-negotiable and should be at the top of your list.
Your software should support such a vital task, not complicate it.
Look for security features like:
- Single sign-on (SSO)
- Multi-Factor Authentication (MFA)
- Role-based access controls
- Audit trails
- Advanced encryption
Integration
Payroll should not operate in isolation.
Software integration allows you to extend payroll to other key business areas, resulting in a more comprehensive customer offering that helps build a stronger relationship.
Look for software that integrates with other key business tools, such as:
- HR platforms
- Accounting systems
- Pension providers
Staffology Office
With the right technology in place, businesses can manage payroll more efficiently, support a growing customer base, and provide consistent, compliant service.
Ready to transform the way you manage your clients’ payroll?
Staffology Bureau is designed specifically to support accountants and payroll offices.
With intelligent automation, seamless integration, and real-time calculations, Staffology Bureau handles all the complexity, which is why we are the preferred payroll choice for 29 of the 30 largest accounting firms in the UK!
Download the Staffology Bureau product brochure to see how you can revolutionize the way you manage client payroll.
Client Success Story: Elaine Trotman, Boss Accountancy
“When I was shown Staffology, I found it seemed very user-friendly and easy to follow.
“It’s always intimidating to move to a new system, and my biggest concern was data loss, but the process went very smoothly and smoothly.
“I used the training videos if I had questions and they helped answer all my questions.
“I’ve been able to automate the payroll process since switching to Staffology, and so far, so good! »
Case Study: Boss Accountancy manages payroll from anywhere with Staffology Payroll
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