Five Signs it’s time to switch your payroll outsourcing provider

If you want people to work, they need to be paid.

There are no ifs and buts, emphasising the need for rock-solid payroll processes.

However, payroll involves far more than just sending a paycheck – it’s inherently complex, requiring meticulous attention to detail and compliance with a myriad of laws.  

As such, many businesses outsource their payroll responsibility, relying on specialised teams.

Unfortunately, not all payroll outsourcing providers live up to expectations.

Recognising that it’s time to make a switch can be difficult, especially if you’ve been with the same provider for years.

But there are clear warning signs that indicate when your current service isn’t cutting it anymore.

This blog will break down five warning signs, helping you identify issues and empowering you to take the necessary steps to find a partner who truly meets your needs.

1) Regular payroll errors

The whole point of outsourcing your payroll is to shift the stress and responsibility of ensuring a compliant, correct and timely payday.

If you notice errors are cropping up with your payroll, that’s a clear sign it’s time to move.

Regular errors show that your provider either does not have the relevant experienced staff, their payroll software isn’t up to scratch and/or their quality control leaves much to be desired.

2) Limited communication

Payroll is a business-critical function, and to ensure smooth sailing, you need an outsourcing provider who is clear, regularly communicates and offers transparency.

The last thing you want to be dealing with is a frustrating faceless ticketing system when you’re having an emergency.

Although having a trackable help ticket system is important, sometimes you need to speak to a human to explain your issue or ask for advice.

If this is important to you but currently missing, find a new provider who can offer this level of personal service. 

3) Lack of functionality

Not all payroll systems are built equally.

The software your provider chooses to use plays a huge role in the features and functionality they offer.

However, in some cases, the limitations and shortcomings of a provider only become evident once you start working with them.

Perhaps they can’t offer your desired level of reporting, or their system functionality struggles to handle the complexity of your payroll.  

When examining a payroll outsourcing provider, create a specification for your needs in terms of technical functionality and then use this to review any potential new partners. 

4) Poor support

Your outsourcing provider should be a trusted partner, helping keep the business compliant and your employees paid.

Part of that should be communicating any new or changed legislation and reaffirming how it will be handled.

It’s also important to look at what support and training they can offer your team, so you are getting the best from their systems.

This could be done through webinars, videos and online documents. 

5) Hidden costs

On the surface, a supplier may seem very reasonably priced, charging “per payslip”.

But once you dig deeper, it quickly becomes apparent that there are a range of hidden charges.

If you have already been caught out by additional costs, sometimes for standard practice such as year-end filing or P45s, which you would expect to be part of the service, you need to ask yourself if this is a company you can trust with something as precious as your payroll. 

When is the best time to switch?

If a business is disgruntled with their payroll provider, they often opt to switch at the beginning of their fiscal or tax year.

However, an experienced payroll provider can easily onboard you at any time.

In fact, avoiding some of these popular times can be a positive as you evade periods when the new payroll teams are likely to be working flat out. 

Either way, a good provider will ensure the process is as smooth and pain-free as possible.

If any of these issues have resonated with you and you’re now considering changing, speak to our team here.

Here at PayCheck Plus, we’re Ireland’s most highly awarded payroll company with more than 30 awards for our client care, management and payroll services.

Paycheck Plus, Your Outsourced Payroll Provider

Paycheck Plus is an award-winning payroll company that specialises in UK and Irish payroll outsourcing. With industry-leading accuracy levels our affordable payroll service provides outsourced payroll services to organisations of all sizes.

Our ISO accredited payroll firm offers a range of payroll services which ensure payroll accuracy, while our bespoke payroll software lets you consolidate your payroll processes into one simple and efficient workflow.

For more information simply request a payroll quote or call +353 (0) 1 905 9400.