5 Questions To Ask Before Choosing Your Next Payroll Software Provider

5 Questions To Ask Before Choosing Your Next Payroll Software Provider

payroll softwarePayroll processing is difficult and time-consuming, so it’s no wonder why many businesses have chosen to outsource payroll tasks. Unfortunately, it’s often nerve-wracking to put your business’s important payroll functions in the hands of someone else. Payroll software is the solution: It offers all the benefits of outsourcing payroll (eliminating the burden on your resources) and all the control of performing payroll in-house. Before you start your hunt for a new payroll solution, arm yourself with these questions to ensure the choice you make is the right one for your business.


  1. Where is the server hosted?
    If the payroll processing partner you’re considering features a desktop version of payroll software, you need to consider the extra costs associated with housing, maintaining and updating that software. Make sure your business is prepared for the responsibilities and risks of running the software in-house.The better option is to choose a cloud-based payroll solution. By keeping your payroll software in the cloud, you’re given access to all the functions you need, but your payroll partner takes on the responsibility of updating and maintaining the system. You reap the rewards and avoid the challenges. 


  1. How long does it take to implement?
    System downtime is a huge deterrent when it comes to switching software providers. The longer the system takes to implement, the more time and money you’re wasting. Many software providers take months or even years to fully configure your new system, so it’s important that you shop around for the quickest and most comprehensive implementation process.Shorter setup is another feather in cloud payroll’s cap. Because the software is hosted in the cloud, your business endures minimal downtime during implementation. The entire system is essentially configured “behind the scenes” while your business runs as usual.
  2. Who is responsible for training my employees?
    Navigating new software is frustrating, and it siphons staff time from your other core business operations. Many outsourced payroll companies provide the software, and then leave you to learn the ropes. Be sure to choose a payroll processing provider that’s dedicated to your success with the software: helping you learn how to use it, configuring your role-based dashboards and ensuring accessibility. Technical support and customer service should be available from the start – by a dedicated specialist, not by an automated toll-free number – and you should never be left stranded without the answers you need to work most efficiently.
  3. When is the best time to switch?
    Typically, the best time to switch your payroll solution is at the end of the quarter or the beginning of the year. But every business is different, and there may be a few prerequisite steps you need to accomplish before you should actually make the change. Ask your potential providers to give you a breakdown of the best time to switch for your business, and what needs to be done in advance to make that shift run as smoothly as possible when the time comes. If you find yourself needing to switch to new payroll software before the ideal times listed above, ask your payroll processing providers for advice or assistance in making the transition.
  4. How flexible is the software?
    You have many different employees in many different departments, and each has unique needs. Your payroll software needs to be configurable to accommodate a wide range of functions, multiple users and specific reports. If the payroll solution is too rigid, its functionality is not as useful and your business performance suffers. Flexible configuration is crucial for growing businesses, too. Smart small and mid-sized business owners are rarely, if ever, content in stagnancy. You should always have your eyes set toward the future – toward the growth and success of your company. If your payroll software is flexible, it promotes growth and helps your business thrive. Make sure the payroll software provider you choose isn’t hindering your growth with an inflexible solution. 


When you’re choosing a payroll processing partner, you need to take the time to find the right one. Your business performance depends on having the best software solutions to fit your changing needs, so be sure to choose wisely.


Find out how automating your payroll processing restores valuable time to your busy schedule. Delegate your payroll software implementation to the experts who keep your business running and help you thrive. Contact SMB Suite at 888.525.6398 to price our packages! 


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Steve’s been with SMB Suite since 1998 and has been involved with nearly every aspects of the Company’s business as a strategist, professional services executive, cloud solutions architect, and senior consultant. In his current role, Steve is responsible for SMB Suite’s revenue and oversees the execution of ERP, CRM and BI projects for customers across a broad range of industries. Steve combines his expertise in MS Dynamics GP, CRM and other Microsoft products with a strong foundation in accounting and business to identify gaps and streamline customers’ processes. Prior to co-founding SMB Suite, Steve was previously Corporate Controller for MEHLE Behr and, prior to that, Audit Senior for Ernst & Young. Steve holds a Bachelor of Business Administration degree from the University of Texas at Arlington.

Jeremy is responsible for SMB Suite’s technology vision, strategy and implementation and is the architect of the Company’s Dynamics Cloud Platform. Highly adept in every facet of managed services, ERP systems and e-commerce platforms, Jeremy’s expertise spans the implementation and support of business and financial software solutions, as well as the customization and integration of SMB Suite’s cloud ERP technology stack. He holds numerous Microsoft and industry-related certifications, and was primarily responsible for designing the Company’s progressive business services platform in the early days of the Cloud. Prior to SMB Suite, Jeremy served as the financial analyst, systems administrator, and information systems liaison for a $2 billion financial services corporation.

Monty is responsible for SMB Suite’s day-to-day operation and, most importantly, its customers. As a leader, motivator and mentor, Monty creates loyal high performance teams willing to “walk through walls” to accomplish their goals. Prior to SMB Suite, Monty served as President of The Bradshaw Group (TBG), a global distributor, manufacturer, and repair facility for digital printers. In this role, he was the Company’s ambassador to its most important domestic, European and Latin American customers and TBG achieved a best-in-class Net Promoter Score of 74 for its superb customer satisfaction. Prior to TBG, Monty served as the General Manager of Sam’s Clubs three highest grossing U.S. stores and was named Regional Operator of the Year in 1999. Monty holds a BBA in Marketing from Texas Tech University and is an active member of Business Navigators. He has been active in Vistage International, Executives in Action, the Dallas/Fort Worth Retail Executives Association, as well as, A.P.I.C.S., the leading professional association for supply chain and operations management. Monty also volunteers with Hunger Busters and ManeGait, a therapeutic horsemanship organization.

David is a proven financial and information technology professional with expertise in providing business accounting software and computing solutions. He began his career by starting and managing a successful independent consulting practice for several years. He then launched the local systems consulting unit of Ernst & Young’s Entrepreneurial Services Group, leading the office into the hi-tech consulting arena. After successfully developing the unit for Ernst & Young, David founded NextCorp (which became SMB Suite in 2013) to serve the business software needs of clients throughout the US. David has made SMB Suite one of the best cloud ERP providers in the industry. In addition to being a successful entrepreneur and leader, he is a software and technology specialist, holding certifications in various Microsoft and other technologies.