You didn’t start your business so you could spend time processing payroll and filing payroll taxes. But we did. At SurePayroll® By Paychex, we’re dedicated to supporting small business owners like you with fast, easy, affordable payroll so you can focus on what you do best.
Whether you’re doing payroll yourself or working with another payroll provider, you might wonder if there’s a better way.
In this guide, we’ll highlight the benefits of working with a payroll provider dedicated to small businesses and offer tips so you can successfully select and seamlessly switch providers, including:
SurePayroll offers easy online features plus fast and flexible support that helps small business owners save time and money, and gain confidence. SurePayroll specialists are with you every step of the way.
What are the top signs you should switch your payroll provider?
A new payroll solution might be the right move for you and your business if:
- Errors are costing you time and money. Unexpected fines, penalties and interest can add up quickly for things like inaccurate payroll processing, incorrectly calculating payroll taxes or filing payroll taxes wrong or late.
- Costs are unpredictable. Hidden costs and extra fees for features like running off-cycle payroll or extra payrolls can make it hard to predict your monthly bill.
- Customer service options don’t meet your needs. It can get frustrating fast when adequate online help isn’t available, and you can’t reach a human.
- Your business is growing, but your payroll solution isn’t. Struggling to add new employees, run different pay rates and pay schedules, or access in-depth reports takes valuable time away from managing your business and caring for your customers and employees. Your growing business could benefit from time-saving features like an employee portal, direct deposit, and timeclock and accounting software integrations.
- It’s just hard to use and understand. A payroll solution for small business should be quick to learn, simple to use and accessible anywhere you are.
- You need HR and employee benefits support. Working with a payroll provider that offers HR and benefits services can make it easier and more efficient to add small business 401(k) retirement programs, health insurance, HR support and other time-saving solutions as you grow.
I do my own small business payroll. Why do I need a payroll service provider?
The bottom line: You’re an expert in your field. You don’t need to be one in small business payroll, payroll tax management, HR and benefits.
The right payroll service provider can assist you with those tasks with expertise, efficiency and ease—giving you the freedom to focus on your business, customers and employees.
Automating payroll with a payroll service provider can save you time, trouble and expense. It also can help you:
- minimize payroll errors
- avoid penalties and fines associated with non-compliance
- automate payroll processing
- reduce manual tasks
- protect sensitive payroll data
At SurePayroll, we take pride in simplifying the complexities of small business payroll and payroll tax management. We assist our small business customers:
- set up their new payroll account with the support of a dedicated onboarding specialist
- calculate, file and deposit federal and state payroll taxes, including federal and state unemployment, Medicare and Social Security
- pay employees through direct deposit
- file required new hire reports
- complete year-end processing
- set pay periods
- automate payroll
- comply with federal, state and local regulations
- gain insights through in-depth quarterly and annual payroll reports
Can I afford a payroll service provider for small business?
Affordability is an important consideration for small business owners.
Handling payroll in-house may appear to save money. But it can be time-consuming, complicated, and fraught with compliance risks. Plus, the time you spend processing payroll diverts your attention from your business, customers and employees.
Also consider:
- What could you accomplish with 44 more hours per month? Two-thirds of business owners say they spend the equivalent of 14 weeks a year on payroll and HR-related tasks.1
- Can you afford the penalties, interest and fees associated with incorrect filings or late payments? The IRS reports that 40% of small business owners pay an average of $845 a year.2
Online payroll software companies generally charge a base service fee plus a per-employee charge. Some providers may charge additional fees for setup, off-cycle payroll runs, direct deposit and more.
Plans vary, so it’s important to understand your needs and budget from the start.
What features should I look for in payroll software for small business?
First, figure out your current payroll needs. Next, consider services that could benefit you as your business grows. As you review payroll providers, remember, plans, features and prices vary.
Hidden costs and unexpected fees can increase payroll service costs. Take time to understand if the features you plan to use regularly are included in the regular service fee or only available for an extra charge.
Here’s a list of popular payroll features to get started.
- assistance setting up your account
- support migrating your payroll history
- calculate, file and deposit federal, state and local payroll taxes, including unemployment, Medicare and Social Security
- direct deposit
- unlimited payroll runs, including off-cycle and additional payroll runs
- new hire reporting
- year-end processing, including
- employee portal, with access to online paystubs
- customer support is available when and where you need it
- automatic payroll option
- multiple pay rates, bonuses and other compensation
- expedited payroll
- mobile access
- quarter-end and year-end support with Forms 940 and 941
- support for 1099-NEC contract workers
- wage garnishment calculations
- accounting software integrations
- timeclock software compatibility
- encryption and firewalls to protect your sensitive data
- supplemental services like HR support, workers’ compensation and 401(k) retirement plans
You should also consider if you want to commit to a contract or use a pay-as-you-go payroll service. You can learn more about the payroll providers on your list by checking their Better Business Bureau ratings and reading independent customer reviews on sites such as Capterra and Trustpilot. And always ask for a free product demo.
Small business owners rely on the value and service SurePayroll delivers. Our affordable full-service small business payroll plan includes free unlimited payroll runs, free direct deposit service, free payroll tax calculations and deposits, free auto payroll and more.
Is it easy to switch payroll companies?
A payroll company should make it simple to switch from your current service. When evaluating new providers, look for a payroll company that’s focused on getting you up and running quickly. It’s even better to find one that will assist you with account setup, including moving your payroll history, as part of onboarding.
When is the best time to switch payroll providers?
When you’re dealing with the daily details of running your business, you might think there’s never a good time to switch payroll companies. Maybe you believe you can only change at the beginning of the year.
The fact is, you can change whenever it’s right for your business. However, two times are easier to switch payroll providers than others:
- Quarter end: Allows you to time the switch so you can run your first payroll of the quarter with your new payroll provider.
- Year end: Plan the switch so you’re set to run your first payroll of the new calendar year with your new payroll provider.
Starting with a new payroll provider at the beginning of the calendar year may be the easiest because your new payroll provider can compile all the information they need to complete and file your quarterly and year-end payroll tax information.
When you switch at any other time, including the start of a new quarter, you will need to enter the payroll and payroll tax information from the current year into the new system. This helps ensure your new payroll provider has the data necessary to complete and file your quarterly and year-end payroll tax information.
A customer-focused payroll company like SurePayroll will help you identify the payroll information and employee information you need to collect and provide specialists who can assist you in migrating your data and running your first payroll.
How can I switch payroll providers with ease?
You did your homework. You found a payroll provider that meets the needs of your small business. Now what?
- Check if your current provider requires a notification period.
- Notify your current provider that you are switching payroll platforms. It is important to ensure they do not inform the IRS that your business is closed when you close your account. You may also need their assistance to download data for your new provider.
- Communicate your desired start date to your new provider.
- If you’re switching mid-year, you will need to inform the relevant tax agencies that the new company will be filing taxes for your business. Your new provider should guide you through this step.
- Download paystubs or other record-keeping information from your current system while you still have access.
- Make sure your account is fully set up with your new provider before you close your account with your previous provider.
- Prepare to process your first payroll with your new provider.
What documents do I need to switch payroll providers?
You’ll have to gather key business documents to set up your account before you can process payroll with your new provider.
- Business information
- Legal business name, address and type
- Federal Employer Information Number (FEIN)
- State tax ID
- State unemployment insurance (SUI) ID and rates
- Data for all employees (current and former) for the calendar year
- W-4 form, including name, address, Social Security number, withholding elections
- State withholding form
- Information for other deductions (health insurance, 401(k))
- Direct deposit details
- Payroll specifics
- Payroll schedule (weekly, bi-weekly, semi-monthly, monthly)
- Payroll tax returns
- Tax deposit dates and amounts
- Bank account and routing numbers
If you’re switching mid-year, you will also need:
- Payroll register reports
- Federal, state and local payroll forms and tax returns
- Pay stubs
How easy is it to switch to SurePayroll?
At SurePayroll, you’ll discover a payroll company dedicated to simplifying the complexities of payroll for small business owners. That includes giving you the support to seamlessly switch from your current system. When you switch to SurePayroll, our specialists can help you identify, gather and migrate your payroll history, as well as guide you through your first payroll—all as part of our standard service.
You can save time and money, and gain confidence with our easy, affordable online payroll service and fast and flexible support. Discover the freedom that comes with free payroll tax calculations, free unlimited payroll runs, free direct deposit service, free auto payroll and more.
Whether you’re switching from doing payroll yourself or a different payroll provider, SurePayroll specialists are with you every step of the way. Check us out and see why small business owners have placed their trust in the SurePayroll advantage for more than 25 years.
If you’re ready to simplify payroll, you’re ready to switch to SurePayroll.
Insurance is sold and serviced by Paychex Insurance Agency, Inc., 225 Kenneth Dr., Rochester, NY 14623. CA License #0C28207.
1 Paychex Priorities for Business Leaders, 2024
2 IRS Data Book Table 28
