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How your bureau can switch payroll software at any time

There are a few elements that you need to consider when it comes to switching payroll software; from implementing the new system to transferring data and notifying your clients. Learn how to switch software at any time.
5min read
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Apart from heading out on that long-awaited and much-deserved holiday, what do you choose to do with the quieter periods of business?

Every year will see a few months where activity is slower than usual, and many business owners will use this to their advantage. It’s the perfect opportunity to get organised, wrap up loose ends, and create better processes to maximise output during the busy times.

For bureaus, accountants and bookkeepers, it’s the perfect time to evaluate the software you’re using. Are you getting the most out of your platforms at the most competitive price?

If you’re not sure if you’re getting the best value from your payroll software, it’s time to think about making the switch. Whether you’re in a busy or quiet period, we can help you easily implement a better system.

Why switch payroll software?

You might not be happy with the price, have problems with your current processes or are changing business needs. Either way, switching to a better payroll software product could see huge benefits for your outsourced payroll bureau, accounting and bookkeeping firm. With so many older or manual systems on the market, you can make the most out of innovative and automated tools by updating to a system like Employment Hero Payroll that is constantly evolving.

By updating your software, you could also treat your clients to something like white label payroll or what we like to call, branded payroll. The ability to apply your outsourced payroll bureaus, accounting and bookkeepers brand to your payroll system can add incredible value to your service. Employment Hero Payroll is the only payroll software that offers branded payroll in the UK. Learn more about the benefits of branded payroll.

But, it’s not just better tools and branding that you can look forward to, switching software could save you money and costs in the long term. Just because something has always been done a certain way, doesn’t mean we have to stick to it. Traditional software or your existing payroll software might ‘work’, but do they automate manual processes and eliminating paperwork and administrative tasks to help your firm to its fullest? The sooner outsourced payroll bureaus, accountants and bookkeepers realise the advantages of the cloud, the sooner they can completely transform the way they work and pay – and thrive rather than just survive.

Mistakes to avoid when choosing a new payroll software

Choosing a new payroll software is a big decision, and one that you shouldn’t make lightly. After all, it’s an investment in both money and time and you don’t want to end up short on both if it’s the wrong software for your business.

Here are our top mistakes to avoid when you’re making your decision…

Picking one without testing first

You wouldn’t buy a car without taking a test drive, right? While it’s tempting to just go with the best budget option, it’s critical that you get first-hand experience of how the payroll software operates. Any good payroll software provider will give you the options of a commitment-free demonstration. It’s something we always offer to our potential customers at Employment Hero.

Not ensuring compliance with key employment legislation

If you’re in charge of running payroll, there’s a good chance you’ll be aware of the challenges of compliance. There’s a lot of legal jargon and regulations to be across, and the penalties of getting it wrong can be severe. A good payroll software should support you with compliance with key legislation like the Holidays Act (2003) and provide guidance when needed. Otherwise, let’s be real – it’s just a glorified excel spreadsheet.

Trying to ‘wing it’ without company-wide training

Everyone has a different level of proficiency with technology. As much as a new software might seem super simple to master for some people, others might find it more of a challenge. Make sure you’re working with the wider company to train them on the correct usage of the new software. The rate of adoption company-wide can be the difference between software becoming a new workplace saviour or a giant headache, so get everyone on board!

Not checking for integrations

Every company going through digital transformation will build a tech stack, which is a selection of software that handles different aspects of the business. If they don’t work together well, it can be a massive drain of time and effort. Do you want to make sure you could join your payroll software with HR features later on? Or maybe you’d like to see if your accounting software could integrate with payroll. Ask the payroll software provider what integrations they offer with other technology, both now and in the future.

How difficult is it to switch payroll software?

There are a few elements that you need to consider when it comes to switching payroll software; from implementing the new system to transferring data and notifying your clients.

Luckily, when you use Employment Hero Payroll, you’re connected with a Employment Hero Payroll Partner Manager to guide you every step of the way. No question will go unanswered, as our payroll experts will be there to support you through the onboarding process and beyond. It can be a quick process and can consist of uploading all of your data with a CSV file.

We know your team is busy, so we’ve made onboarding the most streamlined process possible. We can also easily integrate with industry-leading platforms that you’re already using, so you don’t have to risk double handling your data.

When is the best time to switch payroll software?

There is no good or bad time to change payroll software systems, there are positives whether you make the switch in a busy or quiet period.

During a quiet period, you’ll benefit from having the extra time to evaluate your needs and work with our Employment Hero Payroll Partner Manager to make sure you know the software back-to-front once you get started. You’ll be set up to get maximum value from the software from day one.

During a busy period, you’ll benefit from our effective systems swooping in to de-stress the day. Our automated tools can make operations so much smoother during periods of high activity, giving you back much needed time. Tax year might be most tempting to change software, however when switching software outside of year end, the team at Employment Hero Payroll are happy to give you all the information and tools you need to carry out a fairly painless switch anytime in the year.

Find out how easy it is to make the switch

Are you currently in the slower summer or Christmas period, looking for ways to make a positive change? Or maybe you’re feeling overwhelmingly busy and your current payroll software is just not holding up?

See for yourself how easy it can be to make the switch to Employment Hero Payroll. Talk to us about joining the Partner Network today.

Isabelle Comber
People Specialist - Employment Hero
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