How to Setup Payroll for a New Business – The Ultimate Guide for First Time Employers in 2022

Payroll is vital for first time businesses because it helps keep operations running and employers need to keep their employees happy, payroll managers also have to know how to keep track of employee payroll information and communicate with employers. If you are a neophyte firm, chances are you don’t have a fully fledged payroll team yet.

To setup your payroll for a first time small business might be daunting. You could be thinking about the number employees you will get or the number of payroll officers you may need.

This article will explore your options for establishing payroll for the first time if you are just starting to run your SME.

Hopefully, these steps give you some ideas on how to establish payroll practices ahead of hiring a payroll officer to get you started.

10 Steps for Setting Up Payroll for the First Time

Payroll for new businesses can be tedious when you’re first starting out as an entrepreneur. Often, you can make the calculations yourself if you have a few employees. Later on, when tasks get more loaded and complex, that’s when you consider outsourcing your tasks to someone else.

These tips provide you insights on how to make your payroll productive:

1. Keep meticulous records

This is important for tax purposes and for your own budgeting. Knowing exactly how much you are spending on wages will help you to make informed decisions about your business finances.

2. Make use of payroll software

There are many different payroll software programs available that can make the process much simpler and more efficient. Do some research to find the one that best suits your needs.

3. Outsource your payroll

If you don’t have the time or resources to handle payroll yourself, there are plenty of companies that offer payroll services. This can be a great way to take the burden off of yourself and ensure that everything is done correctly.

4. Understand the tax implications

There are many different taxes that need to be withhold from employee paychecks. Make sure you understand all of the different tax laws so that you can comply with them and avoid any penalties.

5. Stay up to date on changes in the law

The laws surrounding payroll can change frequently. Keep up with any changes so that you can ensure you are always in compliance.

6. Communicate with your employees

Your employees need to know when they will be paid and how much they will be paid. Be sure to communicate this information clearly to avoid any confusion or frustration.

7. Use direct deposit whenever possible

Direct deposit is a convenient and safe way to pay employees. It eliminates the need to print and distribute checks and can help save you time and money.

8. Set up automatic payments for taxes

Paying taxes can be one of the most daunting aspects of payroll. To make things easier, set up automatic payments so that you never have to worry about missing a deadline or being late on a payment.

9. Keep an eye on your budget

Wages can be one of the biggest expenses for a business. Make sure you are aware of how much you are spending in terms of capital and payroll expenses too much of either can put your business in danger.

10. Seek professional help when needed

If you are ever unsure about anything related to payroll, don’t hesitate to seek out professional help. A little bit of guidance can go a long way in ensuring that your payroll process is smooth and efficient.

Pros and Cons of Inhouse vs Outsourced Payroll


PROS: You will have more control over your payroll and the ability to customize it to better suit your needs. In-house payroll also allows you to keep your employee information more secure, as you will not have to share it with an outside company.

CONS: In-house payroll can be time-consuming and expensive to set up and maintain. You will also need to train your staff on how to use the system, and keep up with changing tax laws and regulations.


PROS: Outsourcing your payroll can save you time and money. You will not have to worry about keeping up with changing tax laws and regulations, as that will be the responsibility of the company you outsource to. Outsourcing can also help to improve the accuracy of your payroll, as companies that specialize in payroll are likely to have more experience and expertise in this area.

CONS: When you outsource your payroll, you will lose some control over it. You will also have to share your employee information with the company you outsource to, which could pose a security risk.

The Benefits of Outsourcing Payroll for First Time Employers

1. Cost Efficient

You can save money by outsourcing your payroll to a payroll company because they will be able to do the job faster, more efficiently and with fewer errors than if you were to hire someone in-house.

2. Accuracy

Payroll companies have a lot of experience and are accurate when it comes to calculating payroll. This means that you can trust their numbers and you don’t have to worry about making mistakes yourself.

3. Efficiency

Payroll companies are efficient because they use the latest technology and software to calculate payroll. This means that they can do the job quickly and accurately.

4. Flexibility

Payroll companies are flexible because they can offer you a variety of services, such as direct deposit, online access to your payroll, and 24/7 customer support.

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