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Payroll Processing Software Basics And Benefits

Payroll Processing Software Basics And Benefits
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Summary: Is it time to upgrade your payroll system? Here is all you need to know about payroll processing software and how it benefits your business!

All You Need To Know About Payroll Processing Software

Payroll is one of the most important functions taking place in a business. It is a team effort between the HR and financing departments that ensures that employees get paid fairly and timely for their work. However, when you’re running a business, payroll processing can become complicated, especially for the HR team. Fortunately, payroll processing software can streamline the process and make things easier for everyone. In this article, we explore its basic functions and the ways it can benefit your human resources department.

What Is Payroll Processing Software?

Payroll processing software is an on-premises or cloud-based tool that manages and automates processes surrounding employee salary payments. This solution can come in the form of a standalone system or a part of a large-scale HR software suite. Payroll management software can be customized to suit the needs of a small local business or a grand multinational corporation. While specific features may differ for various cases, all businesses should look for the following basic functions:

Payroll Processing And Management

Obviously, processing and managing payroll is the most crucial function of a payroll system. It involves automatically compiling and calculating working hours to ensure that employees are compensated correctly via their preferred method of payment. This could also include compensation, bonuses, health insurance, paid vacation days, and other benefits.

Direct Deposit

Nowadays, there’s no need for printing and handing out checks or remembering to approve payments at the end of the month. Payroll processing software can automate this process so that businesses can save time and employees don’t have to worry about not getting their salaries on time.

Tax Filing Services

Filing taxes is a time-consuming and complicated process that leaves a lot of room for human error. The software can ensure compliance by calculating and filing your taxes according to local regulations. More advanced platforms can even integrate with your existing accounting system to facilitate the migration of data.

Time And Attendance Tracking

For the payroll process to be free of mistakes, the software must also monitor employee attendance. Specifically, this feature tracks absences, overtime, leaves, clock-in/out times, etc. All this data goes toward wage calculations, as well as employee performance reports.

Employee Self-Service

Reliable payroll software allows employees to access their payroll data, such as pay stubs and paid time off balance, without going through the HR department. This way, there’s more transparency, and HR staffers don’t have to interrupt their work to request access to this information.


Finally, payroll processing software must include a reporting feature. This would include storing employee records and related documents, such as employee profiles, organizational charts, or training certifications. Additionally, the software should offer the benefit of automatic report generation for salaries, benefits, or leaves.

Compliance Management

Failing to comply with regulations can result in heavy fines for your company. Therefore, choose payroll software that supports your local tax laws and social security regulations. Also, make sure that the software automatically upgrades to keep up with regulation changes so that your business remains compliant.

How Does Your HR Team Benefit?

Your business in general will greatly benefit from the implementation of payroll processing software. But naturally, your HR team will appreciate the software the most, as it will help them make the most of their workday and eliminate avoidable workload. Here, we explain 5 ways your HR team can benefit from the automation of the payroll process.

1. Reduces Human Error

To err is human, but a mistake in the payroll process could be very costly for your business. And we’re not just talking about the financial cost, as your HR staffers will be forced to set aside their other responsibilities to deal with the consequences of their mistake. Not to mention, frequent errors lead to employee dissatisfaction and low morale. By automating most of these tasks, payroll processing software helps greatly reduce human error and reduce unnecessary stress in the workplace.

2. Automates Tedious Tasks

Traditional payroll management consists of unnecessary paperwork, long hours of entering and cross-checking data, and coordination of inter-departmental communication. Thankfully, payroll processing software can take care of all that with minimal work from the HR staff. Specifically, HR no longer has to calculate taxes, deductions, and wages manually. Additionally, they don’t have to wait for approvals or data from other departments. Payroll processing software automates these tasks and streamlines the process.

3. Streamlines Reporting

Gathering months’ worth of data and analyzing it to generate reports is no one's favorite thing to do at work. Fortunately, payroll processing software can store all data and easily generate charts and graphs that can be used to make crucial business decisions. The same applies to employee performance reports. Through the software, HR can evaluate attendance records, project completion, and working hours to determine an employee’s overall performance.

4. Provides Customer Support And Training

Another drawback of traditional payroll management is that you’re dependent on your payroll processing specialist. If they leave, it will be very hard to train someone else to use an outdated and complicated payroll system. However, when you invest in payroll processing software, you enjoy the benefit of ongoing support, upgrades, and training. This way, you can train several employees to efficiently operate the software, making operations run smoothly when vacation season rolls around.

5. Boosts Productivity

There are several reasons why payroll processing software can significantly boost productivity in your business. First of all, it is a major time-saving tool for your employees. As it automates numerous time-consuming tasks, the HR team is now free to devote more time to other business activities, such as compliance training and onboarding. In addition, the prevention of errors increases morale and job satisfaction for managers and employees alike. It’s easy to see how satisfied staffers are more likely to be engaged in their work and motivated to perform better.


Overall, there are many benefits a business can gain by automating its payroll management. Payroll processing software can be a great investment, as it increases employee satisfaction and morale by decreasing workload and preventing human errors. Also, the automated tax filing and reporting systems ensure compliance and facilitate decision-making. As a result, processes are streamlined, and everyone is motivated to make the most out of their workday.

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