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Full-Service Or In-House Payroll For Small Businesses? Here’s The Answer

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Are you the owner of a small business? If so, you must know how critical it is to be accountable for your team. After all, your team makes your company click, and they are the cogs that keep it moving. Your top goals should include ensuring that your team members are paid appropriately and on time. Furthermore, payroll ensures that your company complies with the laws set forth by your state’s government.

Payroll can be done in two different ways – outsource or do it yourself. In this blog, we’ll look at the advantages and disadvantages of each. The blog features everything you need to know about budgeting, security, and technical help so you can choose the best payroll option for your firm.
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The Budget 

When comparing in-house versus outsourced payroll options, one of the essential key metrics to consider is cost. Please ensure that you consider all aspects of the situation, not just the initial cost. Be careful to divide the cost by paycheck or pay run so that you can measure apples to apples.

Though in-house payroll appears to be a good deal at first, there are often hidden costs involved. It would be best to decide whether you will engage someone to do your payroll for you, which eventually entails employee costs. To make the process easier, you will also require onboarding costs and relevant software, such as timekeeping systems.

While you may believe that outsourcing is a costlier choice that you cannot afford, this is always not the truth. Some companies charge every month and others charge everything separately. To keep outsourcing within your small business’s budget, you must be completely informed of the costs and billing cycles to evaluate which choice is ideal for you.

Compliance And Security 

One of the most crucial parameters to consider while processing payroll is security. You will be handling sensitive information such as personal identification cards, addresses, and paychecks, all of which must be kept secure.

If you process and store your data in-house, you’ll need physical and electronic measures to keep it safe. Several hackers are scouring account information for identity theft, which can seriously jeopardise your company’s security.

When you hire a payroll service provider, you entrust them with sensitive data, and they store many of them on the cloud, making sensitive data even more trackable by hackers. Therefore, it is important to find a payroll outsourcing service provider who gives you peace of mind by offering bank-level security for your small business. 

Payments Processes

When determining the paychecks of your team members, you must account for the total wage, overtime, gratuities, commissions, and other factors. You also must figure out how much money you have set aside for taxes and other obligations.

If you’re doing this in-house, all you will need is a calculator and a pen or a spreadsheet loaded into your computer to assist you with all the calculations. However, it is a hard skill to set and takes forever to do. It would be best if you also were up to date on the taxes involved, as tax rates vary virtually every year.

When you outsource your payroll, the firms you work with are always up to speed on the latest federal and state tax tables. They also have a sophisticated system that segregates taxes from other payroll operations. These amounts show on your team members’ pay records or stubs automatically.


The bottom line is you have to choose whether you want to pay for the convenience of having a professional take care of everything with expertise or whether you want to stay in control of all payroll details by doing it yourself. However, please remember that you must get payroll processing right from the outset because you deal with people and their livelihoods. If you do it wrong, you will violate regulatory requirements and will have its consequences.

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