Accountants, not all payroll software is created equal!

When it comes to offering client payrolls, the difference between a burden and a revenue stream ultimately comes down to one aspect: the software.

Many accountancy firms are quietly walking away from payroll as the admin is relentless, the deadlines are unforgiving and the software, for too long, hasn’t kept up. 

To help you find the right payroll software for your firm, we’ve explored key considerations and highlighted best-practice features.

Why finding the right payroll software is so important

The payroll software your firm chooses can directly influence your growth, profitability and client satisfaction.

Managing client complexity

As you take on new clients, payroll quickly becomes more complex.

Each client brings their own:

• Pay structures
• Contracts
• Working patterns
• Statutory requirements

Without the right software, your team absorbs all of that complexity, such as chasing data, rekeying figures and fielding the same client queries week after week.

Reducing risk

Errors are a huge risk when processes rely heavily on manual input.

The right payroll software automates routine tasks and eliminates data entry, simultaneously helping improve accuracy and reducing the burden on your team.

Meeting expectations

Clients expect a high standard of service, and the right payroll software helps you meet and exceed those expectations.

From smoother client onboarding to more reliable payroll delivery, the software you choose contributes directly to stronger client relationships and higher levels of satisfaction.

Not all payroll software is built the same

For many accountancy firms and payroll bureaux, managing hundreds, or even thousands, of client payrolls means:

• Constant pressure
• Juggling data
• Chasing deadlines
• Last-minute changes
• Repeatedly answering the same queries  

It doesn’t have to be like this.  

Choosing a system with the right features can support your practice’s growth and profitability.

Client self-service  

Transform payroll from a behind-the-scenes service into a visible, value-added offering. 

The best payroll software provides secure, cloud-based employer portals that give both firms and their clients clear visibility over payroll activity.

These portals should enable your clients to view payroll schedules, employee records and reports anytime, anywhere, reducing the number of queries your team faces.

Additionally, clients should be able to submit their own payroll data and edit employee records directly in the portal, helping ensure all information is accurate while minimising your burden.

Easy-to-use interface

Outdated interfaces and overly complex workflows remain common pain points in payroll.

Modern payroll software should be intuitive, easy to navigate and designed with day-to-day users in mind.

The system should ensure that everything is organised and accessible in one place, so you can easily manage pay runs, client records, compliance and reporting.  

Additionally, the system should store all client information, from personal details and pension contributions to pay documents – no more searching through spreadsheets or filing cabinets!  

Compliance support

Employment and tax legislation changes regularly, and keeping up can be challenging.

The best payroll software provides real-time compliance updates, ensuring your system reflects the latest regulatory requirements without manual intervention.

Additionally, built-in compliance checks help you quickly spot and resolve issues.

Examples of recommended compliance checks include: 

• Missing bank details for employees 
• Incomplete employee addresses 
• Invalid National Insurance table letters 
• Employees earning below the National Minimum Wage (NMW) 
• The employee is in receipt of a tax refund 
• The employee’s net pay is above the threshold set for this pay schedule 

These compliance checks remove much of the risk and administrative burden associated with payroll.

Automated processes

Automation frees up your team to focus on higher-value work, such as advisory services and growing your offering.

At a minimum, your payroll system must be able to handle the following:

• Automate submissions to HMRC
• Auto-apply HMRC notices
• Real-time pay calculations
• Automate occupational policies and pro rata pay
• Automate payslip delivery
• Seamless payment distribution
• Autopilot for unchanged payrolls

Security

Protecting sensitive client data is a non-negotiable and must be at the top of your list.

Your software should support such a vital task, not make it more complicated.

Seek security features such as:

• Single Sign-On (SSO)
• Multi-Factor Authentication (MFA)
• Role-based access controls
• Audit trails
• Advanced encryption

Integration  

Payroll shouldn’t operate in isolation.

Software integration enables you to extend payroll into other key business areas, resulting in a more rounded client offering that helps build a stickier relationship. 

Seek software that integrates with other key business tools, such as:

• HR platforms
• Accounting systems
• Pension providers

Staffology Bureau

With the right technology in place, firms can manage payroll more efficiently, support a growing client base and deliver a consistent, compliant service.

Ready to transform the way you manage your client payrolls?  

Staffology Bureau is designed specifically to support accountants and payroll bureaux.

With intelligent automation, seamless integration and real-time calculations, Staffology Bureau handles all the complexity, which is why we’re the preferred payroll choice for 29 out of the UK’s top 30 accountancy firms!  

Download the Staffology Bureau product brochure to see how you can revolutionise the way you handle client payrolls.

Client success story: Elaine Trotman, Boss Accountancy 

“When I was shown Staffology, I thought it looked very user-friendly and easy to follow.  

“It’s always daunting moving to a new system, and my biggest concern was losing data, but it was a very smooth and easy process.  

“I used the training videos if I had any questions, and they helped with any queries.  

“I’ve been able to make the payroll process more automated since moving to Staffology, and so far, so good!”