Payroll Services

Payroll services through ADP, PayChex and other full-service payroll companies is expensive! And what does full service really mean? My experience has been that these companies often make errors, don't return phone calls, and tack on fees for everything. Need a duplicate copy of a report or tax form - there will be a fee! Running an extra payroll that month for bonuses - there will be a fee! And all these companies have been strongly encouraging their clients to enter payroll themselves online; at that point they are charging you those fees to use their software, not to provide 'full-service'.

If all you really need is basic payroll and you have less than 100 employees, there's no need to pay for full service. I can provide web-based, client-managed payroll for as low as $40/month. All you need is an internet connection, current browser and the ability to open pdf documents. (This system will support up to 150 employees, but I limit the intial set-up to 100 so you have room to grow.)

For one flat fee each month you can:

Run as many payrolls as you need to. Whether you pay every week or just once a month, the fee is the same.
Offer your employees direct deposit at no additional cost.
Automatically create payroll tax forms and file and pay taxes electronically.
Enter payroll information at your convenience, as late as 5pm EST two days before payday for direct deposit employees, or even on payday if you handwrite or print your paychecks. You can even switch employees from direct deposit to printed checks for a single payroll if you've missed the cut-off. (Note that I do not recommend routinely waiting until the last minute, in case there's ever a problem with your internet connection.)
Import all data directly into Mac, Windows, and online versions of Quickbooks without needing to do separate data entry (Microsoft Money, Peachtree and Quicken are also supported).

Additional Features

Track accrued vacation and sick time, and have it update automatically for each new pay period.

Include bonuses, nontaxable reimbursements or other additions to paychecks, or health insurance and other deductions.

Set up more than one pay rate for the same employee.

Set up more than one direct deposit account for the same employee (great for employees who want to put money into savings each pay period).

File new hire paperwork with the state of Massachusetts electronically.

Print out new hire packets with all the required tax forms for your employees to fill out.

Print out completed copies of any tax forms that can not be filed electronically, including filing and mailing instructions.

Print extra copies of tax forms, W-2’s, paystubs, or other documents. anytime you need to.

Run and print various reports for your accountant, your workers compensation audit, etc.

Set up reminders and to-do lists that appear when you log into your account.

Receive automatic email reminders when taxes are due or other deadlines are coming up.

Have more flexibility with your cash flow. Unlike using ADP and PayChex, payroll taxes are not withdrawn from your account until you choose to pay them (warning: you will still be liable for interest and penalties if you pay late). This gives you the flexibility to ‘pay as you go’ or schedule payments for the actual due date. If you pay with direct deposit, the only money that comes out of your account when you run payroll is the net check amount. If you pay with paper checks, NOTHING comes out of your account until your employee actually cashes the check.

If you're concerned about setting this up yourself, you won't be alone. I will answer emailed questions or schedule a telephone meeting to assist you during the set-up process, and review what you've entered after you're done to let you know if something doesn't look right. I am also happy to schedule a telephone or (local area only) on-site meeting to walk you through processing your first payroll. If you're making a mid-year switch, for an hourly fee I can compare anything you've entered to your existing paper documentation and/or enter it all for you. If this is something you're interested in, email me to discuss mid-year payroll services set-up.

Follow this link to a flash introduction to the service

Making the Switch:

This is an ideal time to evaluate your current payroll provider and decide if you should make a switch. Mid-year changes require entering all year-to-date information to generate accurate payroll reports and W-2's. Switching before the first payroll in January eliminates that, reducing set-up time and possible errors.

Flat Fee Pricing:

$40/month - Payroll for 1-10 active employees, free direct deposit, Massachusetts and Federal payroll tax payments and filings. Run payroll as often as you need to and view or print all your reports or forms anytime.

$10/month - per additional state after the first one you need to file in or pay taxes to

$1.00/month - per additional active employee after the first ten (an employee is active if you have not changed them to 'terminated' or 'inactive', whether or not you pay them that month).

Get Your Monthly Price or Sign Up Now

Full Service Payroll:

If you really do need a full service payroll company, I recommend CheckWriters, in West Springfield, MA. You will pay more to use them, but their office is staffed Monday thru Friday so if you have lots of questions or changes each payroll, they can provide full-time support. They can also provide payroll services for companies with more than 100 employees (as well as much smaller ones) and offer more comprehensive services for HR management and benefits tracking than this system does. Visit their website at CheckwritersPayroll.com or contact their sales rep Jim Hebert at (888) 243-2555 x124 or by email at jhebert@checkwriterspayroll.com. Please note that I get nothing for referring you; I recommend this company because in past years I've switched bookkeeping clients to them who previously used ADP or PayChex, and their customer service has been much better, with similar pricing.

Payroll Supplies:

www.checksforless.com
I’ve been ordering Quickbooks computer checks, one-write systems and supplies (computer and manual deposit slips, self-inking stamps, window envelopes, etc.) from these people since 1998. They have computer checks that will work with most software, plus manual payroll checks (search their site for payroll supplies to find these). Their online ordering system is clear and easy to use and their customer service has been great. Prices are at least 20% lower than ordering through your bank, NEBS, Intuit or another supplier and they guarantee the lowest prices for computer checks. One of the few online places around that will also cheerfully accept your order by phone or mail as well as online, and email you back a proof if you are using custom artwork on your checks. They are located in Portland, ME, so shipping is usually just a day or two; unless you’re in a hurry there’s usually no need to pay for rush charges or expedited shipping.