Best Payroll Vendors For Canadian Businesses - 2023

Earlier on we mentioned that it is important to pay attention to the software you choose to run your payroll, hence the review of the payroll vendors above. However, we never really mentioned the general manner in which these payroll systems can be useful. Here are some use cases for a typical Canadian payroll software:

• Recruiting support: Payroll systems can help in the recruiting process by providing support like background checks to improve your chances of making a good hire. 
• Business management: Most, if not all, Canadian payroll software offer reporting and analytics which can provide insights that can be crucial in key business decision-making. 
• Onboarding: Some Canadian payroll systems offer onboarding tools to help new hires acclimate with their new work environment.‍
• Human capital management: Payroll software makes gathering employee data (personal, banking, financial, tax, etc.) much easier and well-coordinated.

The main pitfall you need to be aware of in Canadian payroll software is the inability to process multi-provincial payroll. Many times, employers get into business with a payroll vendor only to find out they cannot run Quebec or Ontario payroll. The tax laws in these regions are strict and they change a lot. Only a few established payroll vendors like Ceridian and ADP, or fully Canadian vendors like Knit and Rise people have the resources to keep track of these changing laws in order to stay compliant.

For employees based outside of Canada, employer of record companies are a convenient solution.

Payroll is a very complicated and exhausting process. It is even more complex in Canada, where the premiums and insurances to be deducted differ from province to province. If you resort to outsourcing your payroll, you should be ready to pay up to $200 per employee per year. 

Using payroll software and potentially employing the services of a professional employer organization can make a world of difference in your finances. Contrary to the $200 you have to pay per employee, a typical payroll software vendor will charge you, at most, $10 per employee per month. Totalling $120 per employee per year.  

Payroll systems also save you time. Quickbooks, for example, can save you up to 40 hours per month. Calculating these man-hours, you will be saving a lot of money that can be recycled into the business. Still on Quickbook, because it saves users up to 40 hours per month, you can potentially save $3,000 in tax savings. The same goes for other payroll software that is equally efficient.

Furthermore, payroll systems are constantly up-to-date with local and international laws on payroll and taxes. This protects users from lawsuits and fines resulting from non-compliance. 

Besides, as you keep expanding, you would want to conduct your payroll operations in-house and that is possible with the right payroll software. All in all, the right payroll systems can be a great investment in the short and long run.

When it comes to Canadian payroll software, there are two major pricing models, and most times, vendors prefer to combine both models. So what are these two pricing models you ask?

• Flat rate: In this pricing model, vendors charge you a fixed price per month or annually, depending on which you prefer. If you are going to be using vendors that charge a fixed rate, it is best you choose the annual plan because it always comes with a discount. And it is worth it in the long run.
  The good thing about this model is that you can run payroll for as many employees as you want without paying a dime extra. You can also bring in new hires without having to worry about incurring additional costs. This pricing model is fit for small businesses looking to grow and expand.‍
• Per employee per month: This model is self-explanatory and just a few Canadian Payroll Software vendors offer this type of pricing model solely. Usually, this model comes with a fixed base price you need to pay per month, then an additional amount for the number of employees you choose to run their payroll. This model is fit for businesses that have a lot of contracted employees.

There are several payroll management systems in the market, each with its defining features and attributes. As an employer, human resource manager, or payroll officer, it is imperative you choose one that specifically addresses the needs of your business. In doing so, however, you must look out for these features in any Canadian payroll software you choose:

Compliance

One thing about Canada is that the law changes as you move from province to province, especially tax laws. For example, it is compulsory for employers to pay what is known as the employee health tax (EHT) in Ontario and British Columbia. This is not the case in other provinces. Whatever Canadian payroll software you choose, it must have an adept understanding of Canada’s provincial tax laws.

Tax Management

This is perhaps one of the most important features you should look out for. Your Canadian payroll software must be able to remit monthly, quarterly, or bi-monthly (depending on your preference) tax deductions to the appropriate agencies - the REVENU Quebec for the province of Quebec, and the Canadian Revenue Agency (CRA) for other provinces in Canada. The software must be able to calculate and deduct the three basic tax remittances accurately and according to recent rates. These deductions include income tax, the Canada Pension Plan (CPP) contributions, and employment insurance(EI) premiums.

Direct Deposit

The whole point of having a payroll management solution is so you can pay your employees on time and with ease while staying compliant. A direct deposit option eliminates the stress of going to cash a cheque in a bank, and you also save time and money by avoiding printing paychecks. 

Reporting

Your Canadian payroll software should be able to generate important reports when you need them. Reports like pre-post payroll journal, pay run audit report, cash requirement reports, and so on, ensure your pay run is error-free. Reports and analytics also provide insight into the financial aspects of the business.

Payroll software vendors usually provide demos so you can get acquainted with their system before you commit. We recommend you schedule demos with several payroll vendors to arrive at the one that best suits your business and preferences. We have curated some questions you can ask during this process:

• How much does your service cost for my business (number of employees)
• Does your software allow for multiple users?
• What additional service do you provide?
• How will the pricing change when I want to scale?
• Can your system generate a record of employment (ROE)? 
• Can my employees view their pay statements and T4's online?
• Does your system integrate with other business management tools? If so, what are they?
• How much control do I have over the payroll process?
• Does your software automatically submit my CRA, WCB, or WSIB remittances?
• Do you handle Alberta and Quebec payroll? 
• Do you handle international payroll?
• What are the measures you have put in place to ensure you stay on top of Canada’s changing tax laws?
• Does your software automatically upload the EFT file (Electronic Funds Transfer) to my company's bank?
• What are your payment options?
• What metrics have you used to prove the effectiveness of your solution, and where can I see these in my analytics dashboard?
• Does your software allow for mid-month advances or special pay runs?
• Besides Canada Pension Plan (CPP) contributions and Employee Insurance (EI) premiums, what other premiums, deductions, and contributions do you remit?

We have mentioned 10 different payroll systems in this review and all of them have their unique interface and functionality. No matter the differences, setting up and running with these Canadian payroll solutions typically follows the same procedure: 

• Set up: The first thing you want to do with your payroll software is to set it up to run per your business policies. Policies around holidays (paid or not), general benefits (like accommodation, etc) should be inputted in the system so when the payroll is to be run, these policies will take effect. The setup stage also involves you inputting your business information (business name, location, business number, etc) into the system.  ‍
• Add Employees: The next thing you want to do is add employees. Most systems allow you to add employees to tabs where you can fill in all their necessary information and allocate a monthly salary. While filling the employee tabs, you will be required to collect their TD1 forms and add their tax codes. ‍
• Run Payroll: After setting up your system and adding your employees, the next step is to pay them. Some payroll software can automate this process - all you have to do is input the pay frequency and necessary tax information, and the system will run the calculations, deduct the taxes, and pay the employee the net salary after all the deductions. We, however, advise you to manually control some aspects of this process. For example, when an employee has reached the maximum Canadian Pension Plan (CPP) annual contribution before the year runs out, you can “uncheck” this deduction to avoid inaccurate tax remittance which, in turn, affects the employee’s pay and payroll data. ‍
• Make Remittance: Most Canadian payroll software will automatically calculate and deduct remittances from the wages you paid your employees. Some go a step further by actually filing and submitting these remittances to the CRA or REVENU Quebec, depending on your province.‍
• File T4s/ T4As/ Releve 1s: At the end of the year, your payroll software will file your end-of-year summaries and distribute them to your employees. 
  

In most payroll software, customer success representatives, who are Canadian payroll experts, help with the aforementioned procedures. If you are a new business set up in Canada or perhaps you simply need help navigating the turbulent waters that are business payroll, you shouldn’t have any problems.

Others are self-service putting you solely in charge. Again, these payroll software vendors are here to serve your specific needs. Whatever your preference, there is always a solution for you.

What is payroll software?

Payroll software is a cloud-based solution that provides automated payments to employees of a business organization. Payroll software helps with anything from filing taxes, generating reports, storing data, and so on. 

Why is Quebec’s payroll different from other provinces?

Canada’s system of government allows for different provinces to enact their own statutory laws. 

Unlike other provinces where you have to pay Canada Pension Plan (CPP), in Quebec, employees pay the Quebec Pension Plan (QPP) and this differs in rates.

Moreover, while you submit remittances to the Canada Revenue Service (CRA) in other provinces, you submit to REVENU Quebec in the province of Quebec. 

What is the best Canadian payroll software for small businesses?

All the payroll software companies we mentioned here, such as Push Operations, Humi, Intuit, and Ceridian Dayforce, are great bets for most Canadian companies. For small businesses processing payroll in Canada, the following are even better:

• WagePoint
• Payworks
• Wave Payroll
• Rise People

If you’ve made it this far, you will likely choose a payroll solution that fits your business perfectly. That being said, we recommend you always follow SSAFE - Security, Support, Affordability, Features, and Ease of use. Once all those are in place, you are very likely to end up with a good deal.

As a final word, if your business involves hiring a lot of remote employees outside Canada, you will want to be compliant with international legislation in their respective regions. Choosing one of the best international payroll companies to run your payroll is your best bet. You get to pay your employees with ease without having to worry about whether or not you are breaking any laws.