Switching payroll providers might be one of the scariest decisions you'll make as a business owner. If you're the HR person who made this choice and it doesn't go well, you could lose your job. If you're the CFO and your employees are angry about missed paychecks, that's not exactly a career highlight.
At Whirks, we've been handling payroll transitions for years, and we understand just how critical it is to get this right. We know you're trusting us with one of your most important business functions—paying your people correctly and on time.
That's why we've developed a proven 90-day process that takes the guesswork out of switching payroll providers.
In this article, we’ll take you on a deep dive through the first 90 days, detailing exactly what happens behind the scenes, how you’ll be involved in each step, what our team is doing when you don’t see us, and most importantly, how we support you throughout the transition.
By the time you finish reading, you’ll have a complete roadmap of your first 90 days with Whirks and the peace of mind that comes from knowing you're in capable hands.
Building the Foundation with Your Kickoff Call
Before we touch any of your data or process a single paycheck, we start with the basics. We verify and validate information. We get a really deep understanding of what’s happening in your business and how you’re doing things today. We’re confirming and reaffirming what we see. Think of it like a championship football coach taking over a new team. They don't start with advanced plays. They focus on fundamentals first.
Getting Back to Basics
Your kickoff call, which lasts about 30-45 minutes, covers the critical details we need to get exactly right, such as:
- Legal entity verification: Is this really your legal business name? Is that EIN actually tied to this entity?
- Employee validation: Are all these people still active? Are you paying them the rates shown in your system?
- State compliance: Which states are you operating in? Are you filing for unemployment in the right places?
Why These Details Matter
We've seen businesses that think their legal name is one thing, but their EIN belongs to a completely different entity. We've encountered companies with four mystery business entities they forgot they opened years ago. These aren't rare occurrences. They're the kinds of issues that can derail a payroll transition if not caught early.
The HR Risk Assessment
Part of our kickoff involves another call to conduct a comprehensive HR review, where we’ll ask compliance questions like:
- Do you have up-to-date W-4s for all employees?
- Are your I-9s complete and properly filed?
- Is your employee handbook current and compliant with federal and state laws?
- Do you have a Premium Only Plan (POP) document if you're offering pre-tax benefits?
We're Not Here to Judge
If you're missing some of these items, don't worry. We'd rather you tell us honestly that you don't have something than discover problems later. It's much easier to fix missing documents upfront than to untangle compliance issues down the road.
Days 1-30: Behind-the-Scenes Setup
After the kickoff call, there's significant work happening behind the scenes that you'll have minimal involvement in. We know this can create some anxiety because you're not in control, and you're trusting us to get everything right.
What We're Doing While You Wait
- Data migration: Converting all your historical payroll information
- System build: Setting up your organizational structure, departments, and pay codes
- Integration setup: Connecting your timekeeping systems, POS systems, or other software
- Validation: Double-checking everything to ensure accuracy
Keeping You in the Loop
We provide regular email updates throughout this process. Some clients want to know every detail, while others prefer a hands-off approach. We adjust our communication to match your preferences, but we always keep you informed of major milestones and any issues that require your input.
Your Payroll Training: Learning Before You Launch
Once your data is loaded and validated, we move to training. We won't go live until you're comfortable with the system. In other words, we're not putting you on the field unprepared.
What Training Covers
- Payroll processing: How to enter hours, run payroll, and review reports
- Employee management: Adding new hires, processing terminations, updating information
- System navigation: Understanding the logic and flow of the software
- Process changes: How our system might differ from what you're used to
Flexible Learning Options
Everyone learns differently, so we offer multiple training formats, including:
- Pre-recorded videos you can watch anytime
- Live training sessions with our team
- Option to have us sit with you during your first payroll run
Most clients can be fully up and running with about 45 minutes of basic training. Obviously, larger or more complex organizations may need more time, but we focus on getting you comfortable with essential tasks first.
Day 30: Go Live and Your First Payroll
The big moment arrives: your first payroll with Whirks. By this point, you've been trained, your data has been converted, and we're ready to get your people paid correctly and on time.
How We Support Your First Payroll Run
Whether you want us holding your hand or prefer to process independently, we're available to support you through that crucial first run. Some clients appreciate the extra set of eyes, while others who've been processing payroll for decades prefer to dive in solo.
Our number one priority is simple: your people must get paid. Everything else can be fine-tuned later, but missing payroll is not an option.
Days 30-90: Optimization and Process Improvement
After your first successful payroll, we shift our focus to optimization. This phase is focused on fixing any issues we've uncovered and improving your processes for long-term efficiency.
Addressing Compliance Gaps
During setup, we often discover compliance issues that need attention, such as:
- Tax withholding problems for employees in certain states
- Missing unemployment registrations
- Policy gaps in employee handbooks
- Benefit enrollment discrepancies
Process Improvements vs. Problem Fixes
We make a clear distinction between fixing compliance issues and optimizing workflows. For example:
- Compliance problem: You're not withholding state taxes for an employee working in a different state.
- Process improvement: Moving from paper-based onboarding to electronic forms.
We prioritize fixes first, then work on efficiency improvements.
Five Key Milestones by Day 90
By the end of your first 90 days, our goal is to have five critical areas optimized. These milestones represent our commitment to transforming not just your payroll process, but your entire back-office operation.
1. Efficient Payroll Processing
The days of manually keying in hours and rates should be behind you. Our definition of “efficient” means minimizing manual data entry and maximizing automation. By day 90, your payroll process should include:
- Electronic timekeeping systems fully connected to automatically import hours.
- POS or third-party systems integrated to eliminate double-entry of data.
- Automated imports replacing tedious manual entry, reducing both time and errors.
We want efficiencies in place to save you time. But we also want them in place to reduce the risk of errors that come with manual processes.
2. Updated HR Foundation
Your HR foundation needs to be solid and compliant with current laws. By the 90-day mark, our goal is for you to have:
- A new, compliant employee handbook to reflect current laws.
- Acknowledgment from all employees that they have received these policies.
- Aligned your HR processes with federal regulations and state-specific requirements.
This foundation protects your business from compliance issues and provides clear guidelines for both managers and employees.
3. Streamlined Benefits
Managing employee benefits, should be simple for both you and your team. Depending on your renewal dates, by day 90 we aim to have:
- Plan selections made for upcoming benefit periods based on your budget and needs.
- Electronic enrollment process built to replace paper forms and manual tracking.
- A self-service portal set up for employees to view and make choices about their benefits.
With these systems in place, open enrollment becomes far less stressful, and employees gain transparency into their benefit options.
4. Critical Reporting Identified
Data is only valuable when you can access and use it effectively. Our reporting milestone includes:
- Essential reports identified and custom-built for your specific business needs.
- GL integration started with your accounting system to eliminate double-entry.
- Labor tracking properly categorized for accurate cost reporting across departments, jobs, or locations.
These reporting capabilities transform raw payroll data into actual insights for better business decisions.
5. Technology Mastery
By day 90, you should feel comfortable navigating the technology that powers your payroll system. This includes:
- Fully understanding the system features you're using on a regular basis.
- All necessary integrations with existing software are functioning smoothly.
- Training is complete on all essential functions, with resources available for ongoing learning.
We don’t expect you to become an expert on every feature, but you should feel confident using the tools that impact your day-to-day operations.
What Makes This Process Work
The key to our 90-day success is understanding that it's more than just steps through a process. It's actually about how we execute them.
- Details matter: We catch the small stuff early so it never becomes a big issue.
- Accounting intelligence: Our payroll insights go beyond paychecks, powering GL automation, labor cost reporting, and even employee experience details.
- Change with care: We pace the process to match your team’s capacity and offer hands-on support every step of the way.
The first 90 days are about more than payroll. They're about building a foundation for a smoother, smarter back office.
Looking Beyond Day 90 in the Whirks Client Journey
In just 90 days, you'll go from payroll anxiety and stress to confidence in your new streamlined system. Your people are getting paid accurately and on time. Your compliance issues are resolved. Your processes are more efficient.
But this isn't the end. It's really just the beginning.
With Whirks, you're not just switching providers. You're upgrading your entire back-office experience. With the right partner and a proven process, you can make a smooth transition and start reaping the benefits of better payroll management.
If you've already signed up for this journey with us, we can't wait to get started.
If you haven't and payroll is taking too much of your time, it might be time to rethink your provider. Why settle for a payroll vendor when you can have a payroll partner?
If you're feeling stuck with a payroll system that slows you down, let’s talk about how Whirks can simplify your process in just 90 days.
