How Cloud-Based Payroll Management Systems Help Businesses Save Time And Money

Cloud-Based Payroll Management Systems

Your employees’ responsibilities and business grow as your company grows. You may still manually process Payroll if you are a small, medium, or startup business. You’ve realized that you would have been wrong if you were here.

Manually processing Payroll takes up a lot of time and can lead to mistakes and errors. Even if you assign this task to an assistant, it will consume the rest of their day. You then go to an accountant or CPA for help with Payroll. This costs you a fortune.

Online payroll services for small businesses allows you to do Payroll quickly, efficiently, and cheaply. You don’t need any accounting knowledge. You can easily do it yourself within a few moments without any assistance. Most businesses today, including large corporations, use online payroll management software because they know it is the most effective solution.

Many small businesses were reluctant to invest in new software due to the initial costs involved. Software that optimizes operations was only possible for large-scale players. Cloud-based technology has made software for business affordable to all businesses.

By 2027, the global market for cloud-based payroll applications is expected to reach US$ 17,39 billion. Cloud-based software offers unparalleled operational efficiency and cost savings. Businesses can improve their efficiency by reducing internal staffing and deploying new software. They can also combine greater reliability, privacy, and security with increased productivity, lower costs, and a quicker return on their minimal investment.

Cloud-Based Automated Payment Management System

Payroll management systems automate and simplify various HR processes, including employee record keeping, time and attendance tracking, and salary processing. These systems can be used by businesses of all sizes and improve efficiency through the reduction of errors and saving time associated with manual record keeping.

Cloud-based automated pay management systems are a powerful tool that helps organizations streamline their payroll processes, ensuring that employees receive accurate and timely payments.

Cloud technology allows companies to access their system from anywhere. The automated features also reduce the chance of mistakes and delays during the payroll process. This is a must-have tool for any organization that wants to thrive. 

Payroll management software that allows you to access, control, and operate everything related to your Payroll. From onboarding new employees to ensuring compliance or handling exit processes via a remote system (the cloud) with only a computer connected online.

Cloud-based payroll systems greatly help employers, especially payroll features departments that operate remotely. The cloud-based payroll system allows employees to access the same information from anywhere. This is done while maintaining data security and ensuring secure payroll transactions.

Can Cloud-Based Payroll Software be Beneficial for Your Business?

Online software is used by many businesses to streamline their processes. Below we will examine why this software is beneficial to a business.

Productivity Increase

Cloud storage allows anyone to access documents quickly. It will increase efficiency as everything is easily accessible. You can choose from various functions, including HR management, benefits administration, and employee self-service.

Data Storage

No longer do you need to store important documents in large cabinets? Installing cloud-based software is all that’s needed to ensure the security of your data.

You can access all the information about your employees, such as tax information, employee records, and pay rates, at any time.

Avoiding problems with IRS

Most software packages include tax filing. This vital task is taken care of every time you pay your employees. The cloud-based software will absorb any penalties you may incur.

All Systems under One System

Accounting software that integrates many back-office functions is available in the cloud. These include, for example, Payroll, benefits management, and time tracking. You can therefore keep track of all your information in one place and update it quickly. You’ll save time and reduce the chance of costly mistakes. This will also reduce the data you must handle because you eliminate repetition.

No need to deal with paperwork

The public is becoming more aware of any negative impact on the environment. Cloud-based software will eliminate paper and reduce waste, resulting in a significant amount of space.


Nobody starts a company to remain in the same location. Cloud-based software for Payroll will eliminate bottlenecks caused by sophisticated management techniques. The software will save the owner money that can be invested in other parts of a business. It will allow the system to handle many employees securely while meeting their needs.

Accuracy of Reporting

Online payroll software works in real-time, saving employers time waiting for updates or reports. Employers will always know what’s happening and can make quick decisions. This leads to a higher level of efficiency in how business is run.

Payroll systems are also an excellent way to inform employers of human resource law changes. This allows the company to meet all statutory requirements right away.

Accessibility to Information

Cloud-based databases allow business owners to access data from anywhere. The data is available online, and you can access it even if you’re not in the country.

You don’t have to stop your office functions because you’re away. You can carry out all your tasks with internet connectivity.

Savings in the Long-Term

The initial cost to get the cloud-based system may seem prohibitive for some small businesses. However, the investment will pay off in the end. Suppose you consider all of the above factors. In that case, you will see that the system can help you run your company efficiently and effectively. This will reduce the wasted time, which can lead to a loss in revenue.

Modern businesses cannot afford to continue operating traditionally. Cloud-based software for Payroll is an excellent way to increase efficiency. Cloud-based software will eliminate data loss, as only those with access to the storage can view the information.

This allows the business owner to easily track all the company’s activities while maintaining employee information’s confidentiality. Employers can also give employees access to information to manage it. It will relieve the business owner from having to manage everything by giving employees access.

Five Reasons to consider cloud-based Payroll for your practice

Find out 5 reasons you should consider cloud-based payroll software for your accounting or bookkeeping business.

Access payroll data in the cloud

Working remotely is one of the greatest advantages of cloud software.

Payroll data is available to you and your clients at anytime, anywhere. Working in the cloud gives you more options for working remotely and on any device.

The cloud offers many other benefits.

  • Secure sensitive information about clients and employees with best-in-class encryption and online security features. You can control who has access to your data.
  • Cloud computing facilitates collaboration by allowing your team (and clients) to access payroll data instantly.
  • Data is automatically backed up to the cloud and saved, so the most recent data can be used for accurate Payroll.
  • The software is constantly updated and in compliance with the most recent legislative changes.

Employees can self-manage information

Cloud computing is a great way to reduce your administrative workload.

One of the features of cloud-based online Payroll solutions is the employee self-service portal.

This app provides employees of your clients with a secure way to submit their work hours, request time off and update their details.

  • Employees can easily enter their hours directly on the portal.
  • Allow employees to view their pay online via a desktop, laptop, mobile, or tablet instead of receiving physical paper.
  • Employees can have more choices – by choosing one of the electronic payment methods (digital check or direct deposit), they can select how they wish to be paid. They can also enter their bank details in the portal.

Make your business environmentally friendly

Cloud-based software has automation features that can reduce the amount of manual work and save you time, effort, and money.

Cloud-based payroll software allows you to issue digital checks at no additional cost for clients and eliminate or reduce paper paycheques.

Cloud computing also improves security, eliminating the risk of employee checks or other information being left on desks and trash cans.

You can also save money and time by eliminating paper checks. You no longer have to buy custom-printed cheques, track them, write them, and reconcile the accounts. There are no bank fees for processing those paper checks.

Working in the cloud eliminates many paper-based manual tasks, such as manually entering time sheets into payroll software. Employees can log in and enter their time using the cloud portal.

Cloud Payroll Software Integrates with Accounting Software

The ease of integrating other applications is perhaps the greatest benefit of cloud computing.

Cloud computing is all about easy integration. Cloud systems can be integrated using APIs and Web Services so that your practice can use the most appropriate applications for every functional area.

Harmony between payrolls and finances makes so much sense:

  • Sync your payroll data automatically into your journal. This will minimize data entry mistakes and allow you to view the client’s business.
  • You can access all the necessary information to provide valuable insights, reports, and advice.
  • Add different HR modules to an integrated HR system for better management of payroll and HR workflows.

Cloud computing is a service that you pay only for what you use

Cloud-based software makes it easy to scale up your payroll services (and is affordable).

You can add more subscriptions as your business grows.

Payroll, for example, allows you to pay per employee and monthly user pricing based on your needs and those of your clients.

Cloud computing eliminates the need for expensive software purchases or complex setup procedures. Cloud-based software providers are responsible for IT support, server upkeep, and software updates. This can reduce operating costs. You only need a web browser.

You’ll also find that adding modules to your software subscription will be more affordable and flexible when it is cloud-based. Suppose you want to add additional functionality in Payroll, like employee recruitment or expense management. In that case, you can purchase these modules through Payroll. You only pay for what you use.

Tips to automate Payroll for small business owners

First, business owners should be aware that Payroll can now be automated with the help of technology. The days of doing Payroll by hand are over. Some tools can save business owners time and energy on Payroll, allowing them to reinvest it in other activities. Here are some tips to get you started.

Automate your workflow with cloud-based software

Cloud-based software is now the majority of the best small business payroll solutions. Cloud technology allows the software to be accessed anywhere and anytime. This means entrepreneurs can access the software from any device without having to rely on software.

Cloud-based solutions have become one of the most popular options available today. Cloud-based solutions give business owners the flexibility to use them and allow their employees to do so. Cloud solutions are essential for your business.

  • Time tracking software measures the clocked time and creates aggregated reports.
  • Bookkeeping Software: Keep track of employee expenses
  • Payout Software: To schedule payouts and send money to employees without having to visit a financial center or bank physically

Investing in technology

41% of small-business owners cite software price as the biggest challenge to technology adoption. Many don’t know that not investing in technology comes with a trade-off. We will have to hire someone or do the work ourselves if we do not invest in software and tools. Both of these options will end up costing us more over time.

Entrepreneurs must realize the opportunity costs of not using software for their business operations. This is especially true for the human resources aspect of a company. You can grow your small business with the best payroll software for small businesses.

Create a policy for payroll and the process

Another common mistake business owners make is committing their policies to the memory. Unfortunately, we can be let down by our memory many times. In addition, trying to remember policies can also take a lot of energy. Documenting your payroll policies is what entrepreneurs should instead do.

Save your policies and procedures on a digital platform so your staff can access them anytime. Google Documents with editing restrictions are usually sufficient. Some companies may use payroll software with a knowledge base for their staff to consult when they have any questions regarding policies such as paid leave, deductions, or payroll schedules.

The steps to setting up payroll for small businesses

You’re now ready to pay your employees. Let’s first talk about what steps you should take to create a payroll system for your company. Check your current system to see if you missed any steps.


Payroll legalities are important and can cause problems down the road. Ensure all the necessary paperwork is completed, including employee registration, payroll tax, and payslips. Payroll software can assist with these tasks by automating the creation of payslips, computing taxes, and creating employee identification directories and trackers. The laws in different places can be different. Speak to an accountant or lawyer in your area to get you started with the paperwork required to hire employees.

Create a Payroll Schedule

To start, you need to determine when your employees will be paid. Next, you must decide whether your staff will be paid weekly, monthly, or fortnightly. Decide which day of the calendar month you’ll pay your staff, and stick to it.

Entrepreneurs should be clear about the payroll schedule when payday falls on a holiday or weekend. Will you pay your staff the day following the break or the next business day?

Create a database of employees and contractors

Next, an entrepreneur should create a centralized database of all the information about their employees and contractors. Include all of their information: full names, tax details, and bank details, as well as contact details and any incentives that they are eligible for.

To avoid confusion, it’s best to separate freelancers and employees in different databases. You can ask contractual or freelance staff to use an invoicing program so that the professional fees are documented. You can store your contractor and employee details in an online database to avoid privacy concerns.

Create a time tracking

Business owners often overlook time-tracking systems. There are tracking programs that automatically track employee hours and generate reports at the end of each payroll schedule. This step can save a business owner several hours by eliminating the need to calculate personal hours manually.

Decide on disbursement modes

A payroll system must also include a method for employees to receive their salary and bonuses. Payroll software can be used to disburse salaries through an online payout system, or entrepreneurs can talk to a financial institution providing staff payroll accounts. It can be tedious to deposit money into a bank account. Instead, look for software that allows you to deposit funds to an eWallet or any other bank. Money-sending services such as Paypal, Payoneer, or Wise are also available to entrepreneurs.


The most important part of the payroll management process is following through with the plan. Payroll operations that are run efficiently ensure staff satisfaction and keep them motivated to do their best.

Cloud-based Payroll software: Why you should choose it

Payroll software on the cloud is essential for business. Here are seven reasons.

Value for Money: Automation reduces the need to manually calculate compensation, incentives, loans, and taxes, thus saving time and effort for HR personnel. Cloud payroll software allows you to run payrolls in a matter of seconds. No more inaccuracies and redundancies with payroll.

Connectivity: Work on your mobile applications, tablet, or notepad. Cloud-based payroll systems allow you to access and process payroll anywhere, anytime, and on any device. The self-service web portal enables employees to update and access their data independently, saving time. The employees can check their balances, download pay slips, request leaves, and apply for them. They can also view tax details, TDS, TDS details, etc. On the move. Cloud-based HR software is a great option for businesses with offices in multiple locations. It offers a single platform, making it easy to access from anywhere.

Economical & Environment-friendly: Moving to the cloud can reduce your carbon footprint. You only need to use as much cloud storage space as you require. The vendor also handles upgrades automatically, freeing up your IT staff.

Customizable: SaaS subscription models are pocket-friendly and allow you to select the model that best suits your business. Cloud-based software allows businesses to customize a solution for their specific needs.

Execution: Cloud-based HRMS solutions are easy to implement and execute. This reduces the total cost to an extent.

Space Facility: Since all your data are backed up in the cloud, you can worry less about data recovery during unfavorable situations such as strikes, fires, or floods.

Organized Filing: All data is neatly categorized and is available when required.

How a cloud-based system for payroll management can save you time and money? Here are some benefits:

A Time-Saving and Cost Effective

Manual payroll management is time-consuming and can lead to mistakes. HR professionals can now focus on other important tasks instead of spending hours calculating salaries and benefits. There is also no need to distribute and print payslips. This reduces paper consumption and printing costs.

Improved Accuracy

Accuracy is one of the biggest benefits of a cloud-based system for payroll management. The system calculates salaries, overtime, tax, and benefits using an algorithm, which ensures compliance with the law and reduces the chance of error. Payroll professionals no longer have to worry about manual payroll calculation. This can lead to errors that may result in underpaying or overpaying employees. Payroll systems can help reduce penalties and interest for late-payments and the need to pay taxes on time.

Employee Self-Service

Self-service portals are included in most automated payroll systems, which allow employees to access payroll data from anywhere and at any time. Employees can download their payslips, view their leave balance and update their personal information. Self-service can help businesses reduce their HR workload while increasing employee satisfaction.

Empowering businesses to be more efficient and faster

A prospective customer was recently asked why he wanted a cloud-based system. He replied: “We have no problems with how our current system calculates payroll, but it’s aging badly.” It can no longer meet the demands of today’s mobile, data-dependent, and interconnected world. Software customization, once a strength, is now a weakness because upgrades are time-consuming and resource-intensive. They can also be costly.

It is not uncommon for businesses to switch to cloud-based software because legacy systems are often outdated and require many resources to perform routine tasks. Cloud payroll software also allows owners to access payroll information wherever they are. This allows payroll professionals to respond to employee requests faster and complete their work quicker.

Centralized employee data

Payroll is much more than calculating the paychecks of your employees. It can be detrimental to the accuracy of your paychecks if you do not organize all employee records into a central location from the first day the employee starts working. A wrongly entered Date of Joining or a misremembered date could result in an employee missing out on the entire day’s pay. This is a nightmare for the employer.

Cloud payroll software allows you to track and manage all the data related to your employees’ lifecycle events, such as onboarding and benefits. You can also make changes in salary, leave, and investment declarations. All employee communications can be managed from one central location.

Compliance simplified

Cloud-based software is more flexible than legacy software and can be adapted to changes in compliance on the fly. There are many regulatory laws in India. For example, new budget announcements and revised deduction percentages can be handled faster. Updating the central server ensures your company complies with the statutory laws regarding PF, ESI, PT, LWF, IT, and other updates.

The reduced workload of payroll staff

Monthly, maintaining employee records, collecting and validating proofs, and validating proofs submitted, takes a large chunk of time for HR. It is also time-consuming to answer clarifying questions via email. You can delegate routine tasks to your employees using cloud-based payroll software that includes employee self-service portals. Employees can submit proofs, and employers can validate or reject them online. You can ask your employees to provide supporting documents if something is missing. This will save you the time and hassle of sending back-and-forth email exchanges.

Data in real-time, anywhere on the planet

A recent survey by CFO Research of senior finance executives found that nearly 41 percent said their management team could not access the information they needed when needed. Nearly two-thirds of respondents said their information systems were duplicative and complicated, and the financial and performance data used to make decisions was not as useful as it should be.

Most businesses use redundant systems and technology that are many years old.

Cloud-based payroll software provides information, insights, and consolidated metrics for payroll in real time without requiring separate business intelligence systems or data warehouses. The information you need is at your fingertips, from a summary of consolidated payroll costs to a breakdown of tax liabilities.


Cloud-based payroll management systems have many advantages over on-premises software or spreadsheets. Many companies will benefit by considering remote work, including payroll management, as an option for employees.

Cloud-based payroll systems offer many benefits for businesses of any size. Moreover, businesses can save money and time, which they can allocate to other departments. Companies should implement a payroll system as technology improves to ensure compliance and enhance HR operations.

Having a payroll system that you can use and trust is important. You can save money and time by using a good system. It will also ensure that your employees get paid on time. It’s important to find a system for payroll management that is both effective and efficient for your company and employees.

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