How Does Payroll Outsourcing Work 

Ever wondered how a professional payroll service works. Well, it’s easy! You provide your payroll changes to a payroll outsourcing provider and they basically do the rest. Okay, so that’s a bit simplified, but it can’t be that easy. So here’s how it works. When you outsource your payroll services, it helps keeps your costs down and ensures accuracy thus reducing risk of error. You get the flexibility to make last-minute changes before you approve payroll. You can relax and concentrate on growing your business without worrying about payroll processing and compliance. 

Benefits of Payroll Outsourcing 

  • Outsourcing payroll to a third party ensures payroll accuracy. Payroll service providers have the technical expertise to accurately and consistently provide payroll in a timely manner. It’s also their job to stay on top of the ever-changing tax laws at the federal, state and local level. Also the costs of administration when you outsource payroll is far lesser when you do it in-house. 
  • Comparing how much it costs learning about taxes, signing checks, and keeping employee records, you will be pleasantly surprised to see how much you can save. Payroll outsourcing lets you stop worrying about payroll issues. The time you’re not spending on payroll is more time you can spend focusing on growing your business. That’s a win-win for both you and your customers. 
  • Cost management. Payroll firms operate at a high volume, so they charge much less for their services than what it would cost you to do it on your own. You also need accountability. Business owners need to make sure they are following their local and state laws when it comes to hiring and reporting wages for different types of employees or making sure they manage vacation overtime and commission correctly. 

Types of Payroll Outsourcing Service 

  • Fully Managed Payroll Service 

Fully managed payroll service is the service that will cover all payroll aspects normally for companies that don’t have any previous payroll knowledge. 

  • Part Managed Service 

Part managed service is a service where a company will be more flexible, so they’ll retain some of the data themselves and only outsource some of the payroll responsibilities and the bureau service provides some payroll duties that if you want to pick and choose which ones you want to outsource them, but generally companies that choose to go at the bureau service keep most of their payroll responsibilities in-house. Payroll outsourcing providers basically will take care of most of your payroll services, so they’ll first of all be paying with your salaries. They will do all the statutory payments, which is like national insurance and tax. Also, they would do any sort of variable payments, like bonuses or holiday pay that’s out of the norm. They will basically also do the pension deductions and student loan deductions. So yeah, they will basically take care of everything which sort of squeezes up a lot of time, which is good. 

Payroll can be quite complicated as there are a lot of a lot of things involved. So there’s a lot of room for error without outsourcing your payroll to a company. You know that they kind of have a team of dedicated professionals that adhere to government regulations. They are always on top of things like tax and benefits and national insurance, so they are definitely a big help in that section. Read more: 



You Are Smart Enough to Run Your Own Payroll Service But Should You?

If a business is going to get into trouble, this is a big one. Big lesson #1: Once you run payroll Service, the trustee taxes (withholding, FICA, and Medicare) no longer belong to the business. If you don’t file the proper returns on time there are penalties. If you don’t turn over the trustee taxes on time, there are interest and penalties involved and the IRS will put a lien on your assets and threaten to seize everything. The Boston Business Journal publishes all the scofflaws and how much they owe on a regular basis. Some of the amounts published are incredible.

There are many ways to run payroll services:

Least desired: Excel Spreadsheets: come on people, this is not good!

Unless you are going to hire/train payroll Service this is the second least desired: your software calculates it for you, but you do the rest. For example, you can buy an annual subscription from QuickBooks or Peachtree (I am sure there are plenty of others). What is provided are updated tax tables as well as federal and state payroll reports. You enter the hours, print the checks, file the reports, make the tax deposits, file and pay your state obligations for unemployment, etc. All this has to be set up by you or someone you hire. You can also set it to e-file.

So what is the problem? Not understanding payroll setup is one, not understanding how the software works is another (I have seen lots of double booking of payroll), and here is the big one: cash flow! If you are on a quarterly schedule, the bill when due can be quite large and the business has used the money for something else which legally it cannot do. And don’t forget about confidentiality. You can also read about Lodging a tax return by clicking here.

Most desired: outsourced payroll services 

outsourced payroll services like Bookkeepers Melbourne; yes this costs money! Decide what you need and shop around. It usually depends on the number of employees and the frequency of payroll runs. For example, 3 employees paid bi-weekly are a lot cheaper than someone with 100 employees who pays weekly. I have heard quotes as low as $35 per month to $200 all things being equal.

Common problem areas are payroll Service record archiving, time schedules for end-of-tax year returns, or mandatory online in-year and end-of-tax tear returns. Getting these wrong can lead to protracted damage limitation discussions with HMRC resulting in a significant diversion of time and resources and possibly financial penalties. Visit to read about the Best Ways for a Better Payroll Service Process.

I can talk about QuickBooks because that is where I have the most experience. They will assist you every step of the way in the setup.

The hardest part is the setup because Intuit must be in full compliance. Everything has to be right, i.e. T.I.N., up-to-date payments and reports if it’s not a new payroll, state-related information, and more. Once set, you just enter the hours and send them to Intuit over the Internet and they do all the rest! You just have to provide the cash! Doing it this way also accomplishes the accounting! For more information, about Payroll Service, visit