There are a few apparent use cases for payroll and benefits software. However, we also wanted to explain some of the benefits that may not be as self-evident. Here is the “why” behind buying new payroll and benefits software:

• Pain-free payroll: These solutions will run payroll for you in a streamlined way that reduces your time and effort. To teams using outdated systems or completing operations manually, this could mean hours or even days saved per pay period.
• ‍Simplify health benefits: These solutions guide you through the benefits selection process, sometimes with a trusted consultant who recommends packages that fit your company well. Your employees can then choose which option is right for them during open enrollment, qualifying events, or onboarding.‍
• Access to experts: Managing benefits and payroll internally can be complicated, especially if this is not your day-to-day focus. You must be aware of and keep up-to-date with a wide range of regulations and requirements, as they can change frequently! To assist with this, the best benefits and payroll solutions offer day-to-day customer support and will work closely with you when making strategic decisions and regulatory updates.‍
• Access to better health plans: The best payroll and benefits solutions provide you with greater access to competitive employee benefits to create a package that makes the most sense for your employees. You will also be able to compare plans from different providers more easily and therefore ensure you have selected the best package for your business’s needs.‍
• Cost-effective: Using an external vendor for payroll and benefits will help decrease the number of employees you need for this function and help save on costs in technology, support, and training.‍
• Save time: On average, 19% of small businesses spend 80+ hours a year on federal taxes alone. Small and medium businesses that arm themselves with the right solution to handle payroll and efficiently manage benefits save a lot of time, resulting in their ability to allocate time to their core business and product.‍
• Ease of use: Software solutions today are serious about their product experience. They have built their platforms with their various end users in mind and provide them with a simple-to-use, mobile-friendly, and feature-rich experience. Your employees can now look up co-pays on mobile when at the doctor, or request time off in a given pay period.‍
• Increase employee retention: With greater access to a wide range of employee benefit insurance and retirement plans, you will be able to ensure that your employees feel taken care of. Naturally, this has a considerable sway towards employee retention.‍
• Aids in your talent strategy: The right payroll and benefits software helps you attract talent by offering the best and most comprehensive benefits packages. An AICPA survey found that 80% of those polled would choose a role with a comprehensive benefits package versus a position with a much higher salary but no benefits.‍
• Enhanced security benefits: Most top payroll and benefits vendors will have high levels of security that contemplate HIPPA and have varying levels of SOC compliance.‍‍
• Compliance guarantee: According to recent payroll statistics, 1 in 2 companies have been penalized for non-compliant payroll. Payroll and benefits software have access to the most up-to-date information which means that you never have to worry about missing tax notices and other regulatory notices. This is a huge benefit as you will help protect your company and reduce your risk of compliance-related expenditures.

There are a few apparent use cases for payroll and benefits software. However, we also wanted to explain some of the benefits that may not be as self-evident. Here is the “why” behind buying new payroll and benefits software:

• Pain-free payroll: These solutions will run payroll for you in a streamlined way that reduces your time and effort. To teams using outdated systems or completing operations manually, this could mean hours or even days saved per pay period.
• ‍Simplify health benefits: These solutions guide you through the benefits selection process, sometimes with a trusted consultant who recommends packages that fit your company well. Your employees can then choose which option is right for them during open enrollment, qualifying events, or onboarding.‍
• Access to experts: Managing benefits and payroll internally can be complicated, especially if this is not your day-to-day focus. You must be aware of and keep up-to-date with a wide range of regulations and requirements, as they can change frequently! To assist with this, the best benefits and payroll solutions offer day-to-day customer support and will work closely with you when making strategic decisions and regulatory updates.‍
• Access to better health plans: The best payroll and benefits solutions provide you with greater access to competitive employee benefits to create a package that makes the most sense for your employees. You will also be able to compare plans from different providers more easily and therefore ensure you have selected the best package for your business’s needs.‍
• Cost-effective: Using an external vendor for payroll and benefits will help decrease the number of employees you need for this function and help save on costs in technology, support, and training.‍
• Save time: On average, 19% of small businesses spend 80+ hours a year on federal taxes alone. Small and medium businesses that arm themselves with the right solution to handle payroll and efficiently manage benefits save a lot of time, resulting in their ability to allocate time to their core business and product.‍
• Ease of use: Software solutions today are serious about their product experience. They have built their platforms with their various end users in mind and provide them with a simple-to-use, mobile-friendly, and feature-rich experience. Your employees can now look up co-pays on mobile when at the doctor, or request time off in a given pay period.‍
• Increase employee retention: With greater access to a wide range of employee benefit insurance and retirement plans, you will be able to ensure that your employees feel taken care of. Naturally, this has a considerable sway towards employee retention.‍
• Aids in your talent strategy: The right payroll and benefits software helps you attract talent by offering the best and most comprehensive benefits packages. An AICPA survey found that 80% of those polled would choose a role with a comprehensive benefits package versus a position with a much higher salary but no benefits.‍
• Enhanced security benefits: Most top payroll and benefits vendors will have high levels of security that contemplate HIPPA and have varying levels of SOC compliance.‍‍
• Compliance guarantee: According to recent payroll statistics, 1 in 2 companies have been penalized for non-compliant payroll. Payroll and benefits software have access to the most up-to-date information which means that you never have to worry about missing tax notices and other regulatory notices. This is a huge benefit as you will help protect your company and reduce your risk of compliance-related expenditures.

The majority of the top-rated benefits and payroll solutions provide feature-rich offerings that are wrapped into an intuitive user experience. While we’ve focused on payroll and benefits, there are additional add-ons that you may also be interested in, especially if you do not currently have another solution in place. Many of these also map to the demo questions we have suggested below:

• Payroll software features: Automated and unlimited multi-state and global payroll runs (Plus contractor & vendor payments, tips reporting), off-schedule payroll runs, all tax filing/payments, multiple pay-rates and schedules, reporting including year-end payroll reporting, and direct deposit.
• Employee benefits admin software features: Employee self-service (including self-service benefits enrollment and changes), benefits administration & cobra administration (health, dental, vision), and additional benefits options including 401K/retirement, life insurance & disability, FSA, HSA, commuter, and additional supplemental benefits.
• Other important features: Time tracking & paid time off, HR documentation & PTO policies, employee directory & surveys, workers’ compensation & risk mitigation, new hire onboarding, HR expertise (varied based on level), online resource center (Best practices, FAQs, and more), and mobile friendly and/or mobile app.

The cost of payroll and benefits software varies based on company size and feature requirements:

• Payroll Software for Small Businesses: Entry-level solutions can start as low as $19 per month. For example, Gusto offers a "Simple" plan at $40 per month plus $6 per employee, which includes full-service payroll and basic onboarding.
• Payroll Tools for Medium-Sized Businesses: Plans typically begin around $50 per month and can exceed $1,000, depending on the number of employees and desired features. These plans often offer advanced payroll features, HR support, and benefits administration.
• Payroll Solutions for Large Enterprises: Due to complex needs, such as managing a diverse workforce across multiple locations, comprehensive payroll solutions often start in the four-figure range monthly. These packages usually provide extensive support for multi-state taxes, advanced reporting, and dedicated customer service.