How To Switch Payroll Services Smoothly

While stationed in 29 Palms, California, my husband and I decided to surprise our children with a short vacation to Palm Springs. We booked a small resort in Desert Springs, lured by a brochure promising beautiful rock walls, a large pool, and charming rooms. But when we arrived, we found plastic "rock" walls, a tiny pool, and bars on our windows.

This experience taught us that sometimes, the fear of the unknown can keep us from venturing out at all. The same is true when it comes to switching payroll providers—change can be daunting, and not knowing what to expect might hold you back from making a necessary move. 

You've Decided to Switch Payroll Providers—What Now?

Whether you’re looking for better service, more features, or just a better fit for your growing business, transitioning to a new payroll service provider does not have to be a mysterious and scary journey. Let’s discuss the key steps along the payroll path so you can move forward with confidence.

Step One: Bringing the Correct Documents to Your Kick-Off Call

Every journey begins with a single step. At Whirks, that first step is the Kick-Off Call (other providers may call it a 'discovery call'). This short meeting is designed to gather the details needed for the proper setup of your company in our systems.

Preparing for this meeting helps the conversion process start promptly, as a lack of information is often the biggest hurdle to getting started.

What to Bring to Your Kick-Off Call

• Bank Account Details

Confirm the accuracy of the bank account that will be used for payroll funding.

• Payroll Tax Returns

Verify your historical data against previously filed payroll returns. Typically, returns for the full previous year and any completed quarters of the current year will be needed.

• PTO Policy

If you currently offer a Paid Time Off benefit, bring a copy of your Paid Time Off policy as presented in your Employee Handbook. Mention how you currently track employees’ balances and requests.

• Current Payroll System Access

Provide the login credentials to your current payroll system to help speed up the conversion process. Make sure the account has “full administrative access.”

For QuickBooks software, you will either need to send a backup copy file (QB Desktop), or a user invitation (QB Online).

*Not all new providers will request access to your current payroll system, but at Whirks, we want to remove the burden of having to find, print, send, and resend reports as we progress through the conversion process.

• Key Contacts

Knowing who to reach out to with questions and to schedule additional meetings is an essential part of getting started on the right foot. Identify the key personnel responsible for payroll processes, along with their preferred contact methods.

• Questions and Concerns

This meeting is meant to set both parties on the same foot moving forward, so be sure to bring up anything you find odd, unclear, or concerning about your current payroll processes or what lies ahead. Ask any and all questions you have so that upon the conclusion of the meeting, you will have the confidence of knowing what is expected of you, what you can expect of your new provider, and how you can best communicate the upcoming changes to your employees. 

After your Kick-Off Call, our team will begin migrating your payroll information into our systems. Learn more about what implementation looks like with Whirks.  

Step Two: Discontinuing Services with Your Former Provider

Of course, taking a new road means leaving the old one behind. Depending on your current payroll contract, be sure to notify your former provider of your desire to terminate services within the required time frame. 

It's best to confirm the status of your conversion with your new payroll provider before notifying your current provider of your termination. When you do submit your termination request, be sure to verify the following details: 

Filing Current Quarter Payroll Returns

The provider processing the final payroll for the quarter is responsible for filing that quarter’s payroll taxes.

Filing Year-End Payroll Returns and Issuing W2s

If transitioning close to year-end, confirm who will handle the filing of your 4th Quarter payroll taxes and issuing W2s to avoid duplicate filings.

Refunding of Collected Tax Payments

Make sure that any previously collected unemployment tax payments are refunded by your current provider and transferred to your new provider.

Step Three: New Systems Training

The most challenging part of the transition process often comes just days before your first live payroll, as you leave behind the familiar and learn a whole new system. 

At Whirks, our Payroll Training meeting provides a thorough demonstration of the iSolved platform, with step-by-step instructions on how to enter, review, and submit your payroll data for processing. Here are some tips to make sure this key step in your conversion process is successful: 

Schedule Wisely

There’s one thing every payroll has in common: a deadline. Schedule your Training Meeting for a day and time that allows you to learn the new system at an unhurried pace and complete your payroll accurately.

Eliminate Distractions

The right environment is essential for gaining the full benefits of this Training time. Make sure you’re in a quiet environment, free from interruptions, and avoid using a mobile device during the training.

Raise Your Hand

As with all new experiences, you are bound to have many questions. At the beginning of the meeting, mention any questions or concerns you want to be sure are addressed. Don’t hesitate to say something if something appears missing or incorrect.

Our goal at Whirks is to help bridge the gap between “new” and “known.”

Ready to Make the Switch? Here's How to Take the Next Steps

Hopefully, these pointers help remove some of the mystery (and concern) of changing payroll service providers. 

Knowing what’s needed to get started, how and when to discontinue services, and what to expect as you learn the new processes can make the journey much smoother. While there’s no way to avoid all the bumps in the road, at least you can rest easy knowing there won’t be any cliffs—or plastic rocks!

If you’re considering switching to Whirks for your payroll needs, the best place to start is by exploring our Whirks Pricing Guide—it provides all the details you need to make an informed decision.