Choosing the right payroll vendor
As companies move from one phase of the business lifecycle to another phase, the payroll process becomes more complicated and tedious and if companies do not give up on manual methods of managing the whole process they would end up wasting a lot of time doing paper work. By deploying the right payroll program, payroll processes become easier and quick. Processes that usually take several days can be carried out in minutes with the help of software. This is why payroll software has become the need of the hour and choosing the right payroll vendor is all the more important.
When choosing a payroll software vendor, there are numerous considerations that must be taken into account when narrowing down the choices. Some basic considerations while choosing the vendor are enumerated as below
Vendor Track Record
Payroll is your company’s important expenditure, and is certainly the most visible business process to your employees. When choosing a payroll solution, it’s important to select an established vendor with a proven track record in offering excellent payroll products and support. When evaluating the reputation of a potential payroll software vendor, it is important to note how long the company has been in business and the number of clients that use the software and the industry they serve. This is a good indicator of the quality of the product and service offered by the vendor.
Customer Support and Training
Customer support and training is an important consideration when choosing a vendor . A wide range of support methods exist, including telephone, e-mail, online, community forums, and more. Training may be provided in person or via the internet.
Some questions to ask your vendor
- How many technical support representatives are available?
- Is unlimited telephone support available?
- Is Web support available?
- What is the average response time of a technical support call?
- Is local support available
- What types of payroll training do you offer customers?
- What training materials do you provide?
- What training options are available above and beyond basic payroll training
Some companies provide learning documents and videos for their customers to learn at their own pace; other companies even give the option of onsite training When choosing a vendor be sure to inquire about the cost of these options as well, since some companies include it in one cost, and others charge additional fees. Travel expenses can be reduced or eliminated if a local representative is nearby and available to implement and support the software onsite when needed.
References
When selecting a payroll software vendor, it’s a good idea to check the references of other companies using the system. Most vendors will make these references available to you, so be sure to take advantage of this by calling several of them to discuss their experiences with the vendor and the software. To get the most applicable information, ask your vendor for the names of companies similar to yours. You can also request references with similar payroll needs, such as specific options or features that you’re considering.
Software upgrades and enhancements
Upgrade management is certainly a critical aspect of any payroll software, and plays a big part in how successful the software will be at meeting your ongoing needs. When evaluating software vendors, be sure to inquire about the process for updating their software. Following questions are must to ask before choosing a vendor
- Are upgrades automatic?
- Are they available on downloadable basis or are they sent by email
- Are upgrades chargeable?
The perfect software is out there but the planning and selection process can be a long and drawn out project and if not executed properly, might defeat the very purpose of implementation.
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