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Should you outsource your organisation’s payroll or keep it in-house?
Payroll is a mission-critical function, and making the right decision on how to manage it is crucial for cashflow, compliance, business continuity and employee satisfaction. There’s no one-size-fits-all, and selecting the payroll model that meets your needs best can boost efficiency, save time, improve accuracy, cut costs and mitigate compliance risks – all while supporting the foundation of your business. To help you navigate this decision, here are six essential questions to help you make the right choice.
Before we go on, some clarity. Managed or outsourced payroll means that your payroll provider’s specialised team handles your payroll, covering pay calculations, leave reconciliations and tax deductions. Beyond these core tasks, offerings can vary by provider. On the other hand, in-house payroll means your organisation manages its payroll function internally with its own staff and resources.
Managed and in-house payroll have distinct benefits, and choosing the right solution depends on several factors. Here are six critical questions to ask to work out which is a better fit for your organisation.
As a first step, you can determine how many payroll staff your organisation needs based on employee count, keeping in mind that larger organisations typically require fewer payroll staff per employee. Workforce complexity and how duties are shared with HR and finance are also a factor here. Compare this with outsourcing costs by consulting vendors about their pricing and services.
An additional consideration is the hidden costs of managing your payroll internally, including recruitment of new hires, training, error correction and compliance risks, along with how your team’s time is optimised. When these are taken into account, outsourcing your payroll to an external specialist team can be quicker to set up, more efficient and free up your staff’s time to focus on higher-value tasks — making it the more cost-effective solution.
Payroll requires specialised knowledge and skills, making it crucial to assess whether you can attract and retain trained staff — something that can be challenging with recent talent shortages in the HR sector. Without the right personnel, in-house payroll can be prone to costly payroll errors such as incorrect tax calculations and underpayments, and inefficiencies can result in delays and late payments, which can damage employee trust and cause financial and compliance issues. A managed payroll service addresses this by providing continuity without the risk of internal disruptions, so you can focus on your core business. On the other hand, if you have a well-established and experienced payroll team, managing your payroll in-house may be the better option.
A further consideration is ongoing training. For internal payroll staff, maintaining expertise requires ongoing training to navigate ever-changing legislation, which can be time-consuming and costly, and using a managed payroll service removes the need for resources dedicated to this ongoing training. Again, if you have a well-resourced team with processes in place to ensure your staff are kept up to date, managing your payroll directly may be for you.
If you manage your payroll in-house, as your organisation grows and changes this may necessitate hiring new qualified staff or upskilling existing employees, and this can be complicated further by unforeseen staffing changes. Outsourcing can remove this challenge by providing you with an expert team equipped to handle organisational growth and new payroll complexities, ultimately providing you with greater flexibility as your needs change. That said, managing your payroll in-house may be suitable if your organisation is in a period of stability and growth or change is not a factor.
Tip: Choose a provider that offers both managed and in-house cloud-based payroll options, allowing you to switch between models seamlessly as your needs change.
If complete control and visibility over your payroll data and processes is essential, in-house payroll may be the better choice, giving HR and finance leaders better oversight to make informed strategic decisions. That said, with the right agreement in place, you may be able to maintain the access and visibility you need with a managed service. Think carefully about the data you need to make informed decisions, and consult with vendors about the level and frequency of visibility you need.
With payroll handling sensitive employee information, such as tax and bank account details, data security may also be a concern when it comes to managing your payroll. While keeping your payroll in-house may seem appealing for this reason, managed payroll services offer a robust security infrastructure to protect your data, with strict access controls, security certifications and features, such as encryption, to protect against breaches.
Consider how managed and in-house payroll management fit into your operating model and align with resource allocation. Will roles in your HR or finance team change depending on whether payroll is managed in-house or outsourced? Who will liaise with an external consultant if you select managed payroll?
A deep dive to answer these questions and others relating to your organisational structure will inform your decision, indicating what changes (if any) you would need to make to cater for each model of payroll management.
Lastly — but perhaps most importantly — how much risk are you prepared to take when it comes to payroll?
Managing payroll in-house means your payroll relies on a single person or team, and maintaining accuracy and compliance amid an increasingly complex legislative landscape can be a challenge. If you have an experienced team in place and have no concerns about personnel changes or continuity, in-house payroll may suit you in terms of risk.
On the other hand, if you lack the resources to employ a well-qualified team, this can create the risk of costly and time-consuming errors that can lead to non-compliance, reputational damage and decreased employee trust. A managed payroll service addresses these risks by providing specialists trained to handle complex payroll needs, minimising the risk of errors and internal disruptions that affect business continuity.
In short, whether you manage your payroll in-house or outsource it, your aim should be to gain payroll peace of mind so you can focus on your core business.
A huge factor in making your decision is selecting the right provider to meet your needs and give you confidence your payroll will be managed accurately and securely to support compliance and employee satisfaction. Here’s what to look for:
Integration capability – extensive API capabilities to integrate payroll seamlessly with your HR and workforce management systems.
Datapay offers both managed and in-house payroll options all on a single powerful platform, giving your organisation the flexibility to move seamlessly from one solution to the other as your payroll needs and resources evolve.
Built specifically for medium to large enterprises, Datapay’s cloud-native payroll solution helps you manage the complexities of payroll with precise configurations, high-touch support and extensive API capability to integrate your people management systems.
