Cloud-based Payroll Software for Employers and Bureaux

The first thing you to need to check when shopping for payroll software is whether it (and the provider) are on HMRC’s list of recognised payroll software providers. 

Unless the software features on the list, it won’t allow you to complete essential tasks like submit PAYE information and Real Time Information (RTI) reports to HMRC. 

Payroll involves highly sensitive personal data, and your payroll data needs to be safe from cyber threats and data breaches. 

Seek out reputable cloud payroll providers who: 

• Invest heavily in advanced security measures 

• Offer failsafe business continuity processes. 

When investing in new software, it needs to fulfil your current needs as well as offer new solutions.  

Check whether cloud payroll software: 

• Provides the kind of reporting you currently use/need 
• Offers a full reporting suite for greater payroll insight 
• Allows employees access to their payroll through a self-service 
• Provides useful reminders for things like pension re-enrolment or statutory payments. 

Ideally, you want your payroll software to be able to integrate with your other vital systems, such as: 

• Accounting software 
• HR management systems 
• CRM or project management software 

Look for software that comes with APIs (application programming interface), which is technology that allows one piece of software to integrate and communicate with another.  

Ideally, you want payroll software with open APIs, meaning they can speak to any kind of software. 

Cloud payroll solutions typically operate on a subscription model, but make sure you understand how this is structured.  

• Is it tiered for different numbers of users or payslips?  
• How will costs change if you increase the number of users/employees in the future? 
• Is there a set-up fee or minimum charges? 
• What features (e.g. payslips portals) are included, and which cost extra?  

Another thing to consider is whether the payroll software includes a free trial. Software like Staffology Payroll provide both walk-through demos and free trials.  

Not all payrolls are the same. Some sectors may have payroll requirements that standard payroll software can’t handle. For example: 

• In education, staff may have and require payment for multiple roles 
• The construction sector operates the Construction Industry scheme 
• In the Public Sector, there is an additional need to manage Local Government Pension Schemes (LGPS). 

Look out for cloud payroll software that caters to your specific payroll requirements. 

To get the best from your payroll software, you and your payroll team need to understand its capabilities and know how to use it.  

Ideally, the provider should offer different types of training and help, including: 

• Virtual demos and online training 
• Online knowledge hubs and accessible help areas 
• Access to a support team, to answer specific questions. 

If you’re an accountant, bookkeeper or payroll bureau looking for a cloud payroll software solution, you need to look for software that handles every kind of payroll. 

You need to know you can easily manage all the types of payroll your clients throw at you. 

Plus, check whether the software offers a client self-service portal – as you can use features like this to upsell your services.