The Biggest Payroll Inefficiencies (And Why Cloud Payroll Software Solves Them)

The biggest payroll inefficiencies are:

1. Restricted access to payroll

2. Not using up-to-date software

3. Chasing clients for new start details

Paying staff is essential, but many firms and businesses still rely on outdated tools. If you use desktop payroll software, you likely face hurdles on a daily basis. This could be struggling to access files from home or realising halfway through the month that you’re using outdated tax bands.

This can lead to:

• Bottlenecks

• Client frustration

• High staff turnover

Cloud payroll software flips the script by saving you time, cutting down on costly errors, and keeping your team happy. Let’s explain exactly how this is done.

1. Restricted access to files

Desktop payroll software limits your payroll processor to work from just one computer in a single location. If they need to work from home some days or need urgent access when they’re at a conference or on a train, they simply can’t do their job.

On top of that, desktop software usually lets only one person access a file at a time. This can often result in a “who needs it the most” debate in the office, with one person gaining access while another impatiently waits.

How does cloud payroll software solve this?

Cloud payroll software solves this be letting your payroll processors access the software from any location and from any device. They can log in from their home office, a coffee shop, or a train. They just need an internet connection.

Better yet, multiple people can work in the software at the same time. No more office debates over who needs the software the most. The workflow becomes smooth, collaborative, and stress-free.

2. Not using up-to-date software

Legislation is constantly changing. Tax thresholds shift, minimum wage rates increase, and new reporting rules come into play. If your software doesn’t automatically apply these changes, you could find yourself in trouble.

You might underpay staff or send incorrect tax figures to HMRC. Fixing these errors takes hours and it can be costly.

This is the issue with desktop software. To get the latest rules, you have to remember to run manual updates.

How does cloud payroll software solve this?

Cloud payroll software automatically updates in the background, while you work. If tax bands change overnight, the software knows and applies it immediately. This means when you log in, you always use the most current version. You don’t have to worry about manually downloading or installing updates to the software again.

3. Chasing clients for new starter details

Client has a new starter? Great! Getting them onto the payroll system? Headache.

You need specific details to process a new starter for a client. You need their NI number, address, bank details, etc.

You send emails, leave voicemails, and they don’t reply. When they do reply, they might end up sending the wrong NI number. You end up chasing them for days just to run the payroll.

How does cloud payroll software solve this?

In BrightPay by Bright, we solve this problem with our cloud payroll software using AI. We use an AI agent named Oscar.

He does the heavy lifting by reaching out to them directly on WhatsApp. He asks them for all the necessary details in a friendly, conversational way. He even chases for missing information too!

He then puts all this data straight into the payroll software. It sits there, perfectly formatted, ready for you to review. You never have to send another chasing email. The data is accurate, secure, and gathered in record time.

How does cloud software compare to desktop?

As you can tell, cloud software is a no-brainer for firms. It’s faster, more efficient, and more secure. Stop wrestling with outdated systems. Give your firm the modern tools it deserves and watch your productivity soar.

This content may have been developed with the assistance of AI tools. Content is reviewed by a member of the Bright team before publication. Guidance on legislation can be obtained from your industry body.