The Ins and Outs of Payroll Software for Small Businesses

The Ins and Outs of Payroll Software for Small Businesses

Keeping an accurate and organized payroll is an enormous task for small business owners. It is crucial to correctly calculate employee hours, taxes, and other deductions. This can be a daunting task, but fortunately, there are payroll software programs to help.

There are many different types of payroll software programs on the market. Some are stand-alone applications, while others are modules that integrate with larger accounting software packages. The most important thing is to find one that fits the needs of your specific business.

a dollar and a few coins

Payroll software can automate a lot of the calculations and paperwork associated with payroll. It can also help you stay compliant with tax regulations. Most programs offer features like:

  • Automatic calculation of hours worked and wages
  • Tax tables and calculation features to ensure compliance
  • Employee self-service, so employees can access their own information and pay stubs
  • Reports that help you track employee time and wages, as well as tax payments

Payroll software takes an otherwise menial and arduous task and simplifies it. It automates the process of tracking employee hours and calculating wages, making it easier for businesses to keep track of their payroll expenses. But what should business owners look for in payroll software? What are the different types of software available?

This article will explore these questions and more. Keep reading to find out everything you need to know about payroll software, or click through the links for specific information:

What is payroll software and how does it work?

In the professional setting, payroll software is a tool used to manage employee wages and salaries. It can automate many of the processes and tasks related to payroll, such as calculating hours worked, tracking sick time, issuing paychecks, and generating reports.

Payroll software is very simple to use, making it a convenient option for businesses who want to save time and money. Employees can access their pay stubs and other pertinent information online, which makes it easy for them to keep track of their earnings.

Generally speaking, payroll software consists of two parts: the front-end and the back-end. The front-end is what employees use to view their pay stubs, enter their time card information, and update their contact information. The back-end is where all of the calculations and administrative tasks take place, like calculating overpay.

office items on a white table

There are a variety of different payroll software programs on the market, but they all generally operate in the same way:

1. The employer enters hours worked, pay rates, and other pertinent information into the software.

2. The software calculates wages and salaries based on the entered data.

3. Paychecks are automatically generated and can be printed or emailed to employees.

4. Reports detailing employee earnings, hours worked, and other information can be generated for the employer’s review.

Different types of payroll software

When it comes to finding payroll software for your business, there are several different types to choose from. The most popular types of payroll software are:

Time and attendance software — helps track employee hours worked, and can often be integrated with your payroll software to automatically calculate paychecks.

Human resources software — helps manage employee files, benefits, onboarding, and other HR tasks. Many payroll programs include features for managing HR tasks as well.

Accounting software — helps manage your company’s finances, including tracking income and expenses related to payroll. If you already use accounting software, you may be able to find a payroll program that integrates with it.

Each of these types of software has its own benefits and drawbacks, so it’s important to choose the one that will work best for your business.

The main features offered by payroll software are:

  • Automated payroll calculations — this feature saves you time by automatically calculating employees’ paychecks based on the hours they worked and their pay rate.
  • Tax filing and compliance — most payroll software includes features for preparing and filing your company’s taxes, as well as complying with federal and state payroll regulations.
  • Employee management — many payroll programs include features for managing employee contact information, job titles, pay rates, absences, and more. This can make it easier to keep track of your employees’ records and ensure that you are complying with labor laws.
payroll software for small business

If you’re looking for payroll software, it’s important to consider the features that are most important to you. For example, if you need a program that can help you file your taxes, be sure to look for one that includes tax filing features.

Benefits of using payroll software

Payroll software is an important tool for small businesses and it can save time, money, and a lot of headaches. There are many benefits that come with implementing payroll software:

  • Programs will automatically calculate wages, deductions, and taxes, so businesses don’t have to worry about making mistakes when calculating these important figures.
  • Printed paychecks can save small business owners a lot of time and money, as they no longer have to go out and purchase checks or hire someone to print them for them.
  • Generated pay stubs are a great way for employees to keep track of their wages and deductions.
  • With payroll software, businesses can easily input employee information like name, social security number, and address. This makes it easier to process payroll and file taxes.
  • Businesses can use payroll software to generate reports on things like wages, hours worked, and taxes paid. This can help business owners keep track of their finances and ensure they are in compliance with all relevant laws.

Using payroll software instead of relying on more traditional methods can positively impact your business in ways you might not expect. It can affect things like:


When employees are able to quickly and easily access their pay information, it can lead to increased productivity. No more waiting for the weekly or monthly check in the mail — employees can see their earnings as soon as the information is updated. This also allows for a faster turnaround time on employee questions and concerns.

a person using payroll software on their laptop


This is especially important when it comes to tax season. The use of payroll software can help to ensure that your business is in compliance with all tax regulations, and that employees are being paid the correct amounts.


Along with accuracy, using payroll software helps businesses to remain compliant with a variety of employment-related laws. Software can keep track of hours worked, deductions, and other important information related to employee pay.

Ease of Use

Payroll software is often easy to use, even for those who are not technologically savvy. This means that your employees will be able to navigate the system with little to no training.

There are a number of other benefits that businesses can experience by using payroll software, such as increased efficiency and better organization. When it comes to making important financial decisions for your business, it is important to consider all of the options available. Payroll software should be at the top of that list.

Choosing the right payroll software

Certain payroll software programs will suit your business better than others, depending on how big your business is and what your specific needs are. There are several steps you can take in order to choose the right software for your company:

Determine the size of your business. If you have a small business with only a handful of employees, you will need different software than if you have a larger company. Small businesses need software that is simple to use and inexpensive. Hybrid or work-from-home businesses will appreciate a payroll program that can be downloaded as an app.

Consider your budget. Payroll software can be expensive, so it is important to find something that fits within your budget. Look for software that offers a variety of pricing plans so you can find the one that works best for your business.

Think about your needs. What features do you need in payroll software? Do you need something that can handle taxes and deductions, or do you just need a program to help with paying employees? Make a list of the features you need and find software that meets those needs.

Look for a program with customer support. When you are choosing payroll software, be sure to find one that has good customer support. If you have any questions or problems with the software, you will want to be able to get help quickly. Remote employees will especially appreciate easy access to customer support.

Once you have determined the size of your business, your budget, and what features you need in payroll software, it is time to start shopping around. There are many different programs available, so take the time to find one that is perfect for your company.

a person laughing in front of a laptop

Using your payroll software for optimal outcomes

If you have decided to purchase payroll software for your business, that’s excellent! The next step is to find out exactly how to make the most of your software. There are several steps you can take in order to ensure that your payroll software is working as efficiently and effectively for your business as possible:

Input all employees correctly into the software.

This may seem like an obvious step, but it is crucial that all employee details — such as name, address, and salary — are correct and up-to-date.

Make sure you use the software to its full potential.

There are many features and functions that payroll software can offer, so be sure to explore all of them and find out which ones will be most useful for your business.

Keep the software up-to-date.

As with any software, it is important to keep it updated in order to ensure that it is running at its best and incorporating the latest changes and updates.

Train your staff in how to use the software.

Even if you are confident in using the software, it is important to train your staff in how to use it too. This will ensure that everyone is familiar with the software and knows how to use it to its full potential.

By following these simple steps, you can ensure that your payroll software is working as efficiently as possible for your business.

Bottom Line

When all is said and done, payroll software has become a necessity for small and large businesses alike. By automating the payroll process, businesses can save time and money, and ensure that their employees are paid accurately and on time.

a person taping papers on a white wall payroll software for small business

If you are considering implementing payroll software in your business, be sure to do your research and compare different options. The right software can make the payroll process easier and more efficient while reducing the risk of mistakes. Make sure to consider the cost, features, and compatibility of different software programs before making a decision.

Once you have your payroll software, ensure that you take steps to implement it properly throughout the business. This will help to ensure a smooth transition and avoid any potential problems. By following the proper steps and using the right software, businesses can streamline their payroll process and improve their bottom line.

Streamline your business with time tracking

At, we integrate seamlessly with payroll software to deliver a smooth and streamlined payroll process. Our time tracker allows you to see where your employees are spending most of their time and how they can alter their habits to be more productive.

For a more productive, organized, and streamlined business, download along with your choice of payroll software today. You’ll be amazed at the difference it makes!