Professional Payroll Setup & Processing
Struggling with payroll compliance, manual calculations, or time-consuming processes? Our Payroll Setup & Processing services handle everything from provider selection and compliance setup to ongoing processing and job cost tracking, ensuring accuracy while saving you valuable time.
Perfect For
- Growing businesses outgrowing manual payroll processes
- Multi-state operations needing compliance across jurisdictions
- Project-based businesses requiring detailed job cost tracking
- Companies wanting to integrate payroll with their accounting system
The Payroll Challenge
Common Payroll Problems
- Manual calculations prone to errors and omissions
- Compliance confusion across multiple jurisdictions
- Time-consuming pay period processing
- Disconnect between payroll and accounting systems
- Difficulty tracking labor costs by project or department
- Penalties from late or incorrect tax filings
Cost of Payroll Problems
- IRS and state penalties for compliance failures
- Employee dissatisfaction from pay errors or delays
- Management time diverted from core business activities
- Inaccurate job costing affecting profitability analysis
- Potential liability for misclassified workers
Our Comprehensive Payroll Solution
Provider Selection & System Setup
Payroll Provider Evaluation
- Assess your specific business needs and requirements
- Compare features, pricing, and integration capabilities
- Evaluate compliance support for your jurisdictions
- Consider scalability for future business growth
Popular Platforms We Work With:
- Gusto - Great for small to medium businesses, excellent benefits integration
- ADP - Enterprise-level features, strong compliance support
- Paychex - Good for service businesses, solid reporting capabilities
- QuickBooks Payroll - Seamless QBO integration, simple setup
- Rippling - Modern platform with excellent automation features
System Configuration
- Complete payroll system setup and configuration
- Employee data migration from existing systems
- Pay structure setup (hourly, salary, commission, etc.)
- Benefits and deduction configuration
- Direct deposit and payment method setup
Compliance & Tax Setup
Multi-Jurisdiction Compliance
- Federal tax registration and configuration
- State unemployment and disability setup
- Local tax requirements and registrations
- Workers' compensation coordination
- New hire reporting compliance
Tax Calendar Management
- Federal and state filing schedule setup
- Automatic tax deposit configuration
- Quarterly and annual reporting procedures
- Year-end processing and W-2 preparation
- Compliance monitoring and alert systems
Employee Classification
- Proper classification of employees vs. contractors
- Exempt vs. non-exempt status determination
- Review of job descriptions and duties
- Documentation of classification decisions
- Ongoing monitoring for compliance changes
Integration & Job Costing
Accounting System Integration
- Seamless connection with QuickBooks Online
- Chart of accounts mapping for payroll expenses
- Automatic journal entry creation and posting
- Bank account reconciliation procedures
- Financial reporting integration
Advanced Job Costing Setup
- Project and class tracking configuration
- Department and location cost allocation
- Time tracking integration and workflows
- Burden rate calculation and application
- Profitability reporting by job or project
Workflow Optimization
- Time collection and approval processes
- Pay period procedures and deadlines
- Review and approval workflows
- Error checking and validation procedures
- Exception reporting and resolution
Ongoing Payroll Processing Services
Bi-Weekly/Monthly Processing
Pre-Processing:
- Time sheet collection and review
- Hours validation and overtime calculations
- Benefits and deduction updates
- New hire and termination processing
Processing Execution:
- Payroll calculation and review
- Direct deposit and check preparation
- Tax calculation and deposit automation
- Pay stub distribution and employee communication
Post-Processing:
- Accounting system integration and reconciliation
- Exception reporting and issue resolution
- Compliance verification and filing
- Management reporting and analysis
Year-End Services
W-2 and 1099 Preparation
- Employee W-2 generation and distribution
- Contractor 1099-NEC preparation and filing
- State and local wage reporting
- Corrected forms processing if needed
Annual Compliance
- Federal and state unemployment reporting
- Workers' compensation audits and adjustments
- Benefits reporting (ACA, etc.)
- Payroll tax reconciliation and adjustments
What’s Included
Complete Setup Package
- Provider Selection - Comparative analysis and recommendation
- System Configuration - Complete setup tailored to your business
- Compliance Setup - All required registrations and configurations
- Integration - Seamless connection with your accounting system
Ongoing Processing
- Payroll Processing - Complete bi-weekly or monthly payroll runs
- Tax Management - Automatic deposits and filing
- Employee Support - Pay stub questions and direct deposit issues
- Compliance Monitoring - Ongoing compliance verification and updates
Reporting & Analysis
- Management Reports - Labor cost analysis and departmental summaries
- Job Costing - Project profitability and labor allocation
- Compliance Reports - Tax liability and filing status
- Custom Reporting - Business-specific metrics and KPIs
Success Story
Construction Company Transformation
A growing construction company with 35 employees across three states was struggling with manual payroll processing, job costing, and compliance issues. Our comprehensive solution delivered:
Challenges:
- 8+ hours monthly spent on manual payroll calculations
- Frequent errors requiring correction and employee communication
- No job costing visibility affecting bid accuracy
- Compliance issues with multi-state operations
- Disconnect between payroll and project accounting
Our Solution:
- Implemented Gusto with advanced job costing features
- Automated time collection through mobile app integration
- Set up proper multi-state compliance and tax handling
- Integrated seamlessly with QuickBooks Online
- Established real-time project profitability reporting
Results:
- Monthly payroll processing time reduced from 8 hours to 30 minutes
- Payroll errors eliminated through automation
- Real-time job costing improved bid accuracy by 15%
- Multi-state compliance issues resolved
- Project profitability visibility enabled better decision-making
- Owner freed up to focus on business growth
Frequently Asked Questions
Which payroll provider do you recommend? It depends on your specific needs, but we typically recommend Gusto for most small to medium businesses due to its features, pricing, and integration capabilities.
Can you handle multi-state payroll? Yes, we have extensive experience with multi-state operations and can ensure compliance across all jurisdictions where you have employees.
How does job costing work with payroll? We set up your system to track labor costs by project, department, or job code, allowing you to see real-time profitability and make better pricing decisions.
What if we have contractors as well as employees? We can help with proper classification, 1099 processing, and ensuring compliance with contractor regulations.
Do you handle workers’ compensation? While we don’t provide workers’ comp insurance, we coordinate with your insurance provider and handle all payroll-related aspects including audits.
What happens if there’s a payroll error? We have procedures in place to quickly identify and correct errors, including communicating with affected employees and making necessary adjustments.
How much does payroll setup and processing cost? Service pricing varies based on company size, complexity, and specific needs. Visit our pricing page to learn about our service packages and request a custom quote.