Struggling to look for a best-fit payroll provider? Then ask these questions to find the one who will save you time and money, not wasting them.
Outsourcing payroll is a huge step for all businesses. And because of its importance, finding a payroll provider always takes lots of time and caution. Sometimes, you could drown in a sea of information from various providers, and accidentally forget some crucial factors to consider.
That’s why we compiled this list of 5 essential questions you should ask potential payroll providers:
How will you protect my data?
Working with a payroll provider means choosing to give them access to critical and sensitive information of your employees. Personal data violations can instantly put a dent in your reputation. So, it’s your duty to figure out exactly how they process and keep your data safe from all types of cybercrimes, also data breaches caused by human errors.
For example, you can ask if they’re using cloud storage solutions. Or are they provide advanced firewalls and multi-factor authentications to protect data from unauthorized accesses.
Make sure they should clarify their specific methods to store, manage, and protect your data.
Can the payroll provider scale as my needs and workforce grow?
You may hire only a few new employees in the coming months, or you may need to conduct mass recruitment to start a new operation. Regardless of the scenario, your workforce will proportionately grow with your company.
So, to ensure the payroll outsourcing firm can fulfill your growing need, check if their system can handle payroll for 2 to 20,000 employees. Also, ask for the pricing to add new hires. As mentioned in our previous blog “5 things to keep in mind when choosing payroll service”, these hidden fees can break the bank.
Do I have a payroll consultant assigned?
Do you expect your payroll provider to address and solve your concerns quickly?
Do you prefer to work consistently with a payroll specialist?
If yes, then ask if it’s possible to have your own assigned account representative.
Sure, you can temporarily work with other payroll experts if your account rep is on leave or unavailable. But most of the time, you’ll need available support from the ones who know your business and people.
If the payroll providers can’t assure that, consider if you’re willing to call the customer service center and work with different people all the time.
How will they deal with payroll errors?
Nothing is perfect. Errors happen sometimes, especially with payroll management. But what matters is how they deal with that.
Ask your potential payroll provider about the process and timeframe for handling payroll slip-ups. Find out if they can guarantee to cover the cost from their mistakes. You can also ask about their biggest errors and how they corrected it.
Honesty and openness are the keystones of a business partnership, so be cautious if they seem hesitant and concealed these less-than-perfect moments.
Can I speak with your references?
Do you reference check your candidates? If so, why don’t you apply it to the payroll service searching?
Online testimonials paint a general picture of their reputation. References, on the other hand, give you more specific feedback about the services as you can directly ask for more details. Plus, talking to them may bring your several other concerns to discuss with the provider afterward.
Simply ask for the contact of their current clients - 3 is great. Ideally, these companies should be on the same scale, in the same industry and using the features you’re interested in.
The bottom line
Your choice decides your ability to focus on business, not paperwork. So, if you still have any confusion about the payroll service, keep digging until you’re satisfied with their answers.
If you’re looking for more ways to manage your workforce post-COVID-19, our sharing here can help!