Four Ways Cloud-Based Payroll Software Can Liberate Your Team

Helen Jackson

Last updated on August 16, 2024

Have you considered cloud-based payroll software? If you're still relying on desktop payroll software, we hate to break it to you, but you're not unlocking your full efficiency potential. You're probably wasting precious time with stop-and-start processes that can easily benefit from being digitally streamlined, making your current processes fragmented and drawn out.

But there's good news: online payroll software exists, which means you're only a stone's throw away from accessing flexible, collaborative, and, let's face it, more affordable payroll software.

What is a cloud-based payroll system?

A cloud-based payroll system is software you can access online instead of being stored locally on a computer or server (like desktop systems). So, whether you need to edit employee information or run payroll, you can do it from anywhere you like as long as you’ve got an internet connection!

What is the difference between cloud-based and desktop-based systems?

Cloud payroll software is generally more accessible, cost-effective, and efficient than desktop-based payroll software. Desktop software has to be installed locally on your computer, which means an initial investment in the hardware itself, which can be costly, particularly if you’re a small business running payroll.

On-site-only access means restrictive payroll processes for everyone involved. To add more cons to the pile, desktop software also requires updating and backing up, which means paying an outsider to maintain the hardware regularly or recruiting someone with the necessary IT skills—and who has time for that?!

So, in a snapshot:

With cloud-based payroll software:

Digital processes make payroll more efficient and accessible to everyone
You don’t need to pay for software updates or employee IT skills to carry out maintenance
It’s quicker to set up and start automating your payroll processes

With desktop-based payroll software:

Payroll administrators are tied to their desktops to carry out any payroll-related tasks
The potential for hardware failures opens up your payroll processes to disruptions and delays
Without access to real-time payroll data, forecasting expenses and making insightful and informed business decisions, such as resource allocation and cash flow management, becomes difficult.

The four primary benefits of using cloud services

In stark contrast to desktop software, cloud payroll software is more agile, flexible and ready to support you as you scale your business. Here are four benefits of cloud-based payroll software:

1. Better accessibility

We’ve already touched on accessibility. But cloud-based gives anyone involved in your payroll and HR processes the access they need to do their job effectively and efficiently. From payroll administrators and HR managers to employees accessing their payslips and everything in between — no matter where in the world they are, they can easily manage payroll tasks from afar, 24/7.

2. You view a single source of information

Given that this type of payroll management software is accessible online, all information within your payroll system is in real-time, which means everyone is viewing a single source of information. Say goodbye to data inaccuracies, duplicates, and human error.

Accessing a single source of data isn’t just about accessing accurate payroll data; it’s also about accessing a holistic view of your payroll data in one place in real time. With up to 30% of company revenue spent on payroll, it’s a significant operating cost for many companies. So, understanding exactly what you’re spending your money on and predicting future payroll costs can put your business in a very powerful position to compete.

3. It’s more cost-effective

Let’s say you want to scale your small business. With a cloud-based system, you can adjust your software subscription to align with your needs. So, if your business requirements change, the software can support you in any stage of growth. If you’re growing, invest more into your subscription tool, and if you’re staying small, stay on the cheaper packages —that are customisable to suit you.

PayFit top tip: You can expect cloud software to build in the subscription pricing structure, so there are no hidden costs to manage or worry about either!

4. Improved payroll efficiency

Digital payroll efficiency is born from automation. By automating the many manual tasks you’re currently juggling, including calculating taxes and pay, deducting tax, pension submissions and generating and distributing payslips — you can free up your payroll team so they can focus on more add-value strategic tasks instead.

Automation is the key to minimising human errors, remaining compliant with regulations, improving the employee experience and saving time.

Tips when moving from desktop to cloud payroll management software

Jumping ship from one payroll software solution to another can be daunting and disruptive, so you should prepare for the big change as best you can.

Ensure seamless tech stack integrations

You need a solution that will integrate with your other software, such as accounting systems and spend management tools. Seamless or custom API integrations make the transition even smoother.

We integrate with various market-leading tools and platforms, including Xero, QuickBooks and NetSuite.

Look for effortless data migration

Migrating all your employee and payroll data can be overwhelming, but working with the right payroll provider means they do all the heavy lifting for you.* Exhale*. For example, at PayFit, we ensure the setup and implementation process is as efficient as possible, so you'll be up and running before you know it. Transfer your data in bulk for the smoothest transition.

Make employee training a priority

User adoption is an important part of implementing a new software solution. You want your payroll and HR teams to feel confident using their new digital dashboard.

At PayFit, we provide ongoing training and team support because we want to make sure you're getting the best results from our payroll services. We're here to help you save time on payroll tasks. Because what sort of payroll solution would we be if we didn't help you achieve that?

Check out the security measures

When migrating to the cloud, a few concerned parties might be concerned about robust security measures. At PayFit, keeping payroll data safe and secure is a top priority. From two-factor authentication for user access to encrypted data backups, our security controls safeguard your data around the clock.

Before you go…

If you’re currently deciding between desktop and cloud-based payroll software systems or are looking to transition from desktop to cloud, choosing the right payroll provider is important. You need a provider with features designed to save you as much time as possible, turning your once-tedious payroll tasks into effortless, accurate and automated solutions.

“Moving to PayFit is the best software decision that I’ve made in a long time. I drastically reduced the time spent running payroll, from six days to just a couple of hours.”

Steve Root

Partner at Roots Kitchens Bedrooms Bathrooms

Learn more about our online payroll software features.

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