As a Payroll Bureau, a very common question we get asked is “How much does outsourced payroll cost?”. This generally gets asked during the sales process as potential clients want some type of price indication. So, the best person to answer this question is our very own Sales Manager, Mr Dave Williams. View Dave’s response below:
This question is often one of the first questions potential customers ask. I always mention to clients that there’s a few factors to consider before a bespoke quotation can be provided. These are the factors or steps I generally discuss with potential clients:
- Step 1: Identify the number of employees
We need to know how many employees are being paid per payrun in order to gauge how complex your payroll could be, some companies could have 1 to 10 employees with few complexities and others could have hundreds of employees who all have different rates of pay and accompanying schemes. We apply a discount scheme for companies that are growing, the more employees the smaller the cost per employee.
- Step 2: Identify the complexity of your payroll
We must discuss the current complexity of your payroll in order to see what we can improve and where we can save you time as well as money. In our experience, companies can either have a straightforward or a very complex payroll. A straightforward payroll, for example, could consist of one or two static Directors who’s pay never changes. A complex payroll, for example, could consist of lots of departments and cost codes, who are hourly paid, that need payment on different days throughout the month.
Each business is different. Therefore, it’s important understand each company, their rules as well as current schemes in order to comfortably run their payroll. We must also establish the best way for clients to collate this information because payroll data must be securely sent back and forth each month between the client and payroll provider.
- Step 3: What will the frequency of pay be?
Determining the frequency of pay is critical when providing a cost because it’ll determine whether we run 12, 24 or 52 pay runs per year. Typically, staff that are paid weekly tend to have hourly pay rates. Companies can ask for a very quick turnaround on their payroll in order to get staff paid promptly. For instance, clients may need a 1-hour payroll turnaround on a Friday afternoon so that staff get paid in the same week that they’ve worked. There’s a big workload difference between running payroll 12 or 52 times a year and pricing would be affected.
- Step 4: How are payroll changes being provided?
We must ascertain the quickest, most secure and efficient way of getting payroll changes. For example, hours worked, starters, leavers, bonuses, salary adjustments and absence information must be sent by the client to us. The most efficient way to retrieve, as well as deliver, this information is by using software that can produce a spreadsheet. This is the quickest way to get accurate information transferred from the client to the payroll provider.
- Step 5: Value added services
Auto enrolment is a value added service which ensures you are compliant with the Pension Regulator. In addition, I investigate what bespoke management reports are required. Reports such as Nominal Journals or General Ledgers are generally requested however there are many alternative options available. These reports can also be imported straight into the client’s accounting or finance software. Processing of P11D’s, if you have any taxable expenses that need processing and reporting, is also part of the value added services.
In conclusion, your outsourced payroll cost will differ depending on your business requirements. In a bespoke quotation, there’s no set fee however the steps highlighted above will help you understand how your payroll cost is calculated.