Choosing the best payroll software for your business

Payroll isn’t just about paying employees on time; it’s about accuracy, compliance, and making life easier for your team. But with so many payroll solutions available in New Zealand, how do you find the right one? The best payroll software should simplify your processes, help you stay compliant, and grow your business.

So, how do you choose payroll software that truly works for you? Let’s break it down.

Key features to look for in payroll software

Not all payroll systems are created equal. Whether you’re a small startup or a larger enterprise, the right software should do more than just process pay; it should make payroll stress-free. Here’s what to look for:

1. Automation & accuracy

Payroll mistakes can be a financial cost and damage employee trust. A strong payroll system should automate calculations for PAYE tax, KiwiSaver contributions, holiday pay, and deductions to ensure accuracy. iPayroll, for example, handles all calculations in real-time, reducing manual work and eliminating errors.

2. Integration with accounting & business systems

Payroll doesn’t exist in a vacuum. It should always seamlessly connect with the rest of your business. Look for payroll software that integrates with platforms like Xero, MyHR and StaffSync to keep records accurate and up to date.

3. Compliance with NZ regulations

Keeping up with payroll legislation can be challenging, but it’s non-negotiable. The best payroll systems for larger companies automatically update tax rates, holiday entitlements, and payday filing requirements, ensuring your business complies with IRD regulations. iPayroll takes care of this for you, so you don’t have to worry about missing an update or deadline.

4. Employee self-service (ESS) portal

Nobody enjoys chasing down payslips or waiting on HR for leave approvals. A self-service portal allows employees to view payslips, update personal details, and request leave without extra admin work via the web or mobile phone app.

5. Scalability for business growth

As your business expands, payroll gets more complex. Multi-user access, role-based permissions, and advanced reporting help business scale without payroll becoming a bottleneck. iPayroll is designed to grow with you, whether you have five or 500 employees.

6. Security & data protection

Payroll data is highly sensitive, so security should be a top priority. Look for encryption, secure logins, and regular backups to protect employee and business information.

7. Local customer support & expertise

Payroll can be tricky, and when you need help, local support makes a difference. iPayroll’s New Zealand-based Support Team understands the ins and outs of local payroll requirements and is ready to assist when needed.

Matching software to your business needs

Every business has different payroll needs. Whether you’re a small company or a larger enterprise, choosing a system that aligns with your operations is key.

For small businesses & startups

• Simple, automated payroll saves time and reduces admin work
• Cloud-based access means you can manage payroll from anywhere
• iPayroll offers an affordable, scalable solution designed for small business

For medium-sized & growing businesses

• Multi-user access and role-based permissions help manage a larger workforce
• Advanced reporting and compliance tracking keep payroll running smoothly
• Integration with HR and accounting tools simplifies operations

For larger enterprises

• Advanced reporting and compliance tools are essential
• Multi-location payroll management ensures smooth operations across branches
• Automated filing with the IRD reduces the risk of non-compliance

Industry specific needs

• Retail & hospitality: Roster-based payroll and casual employee support
• Construction & trades: Project-based payroll and varying pay rates
• Professional services: Salary-based payroll with seamless tax and benefit deductions

Tips for a successful payroll software rollout

Finding the right payroll software is one thing, and implementing it smoothly is another. Here’s how to facilitate a seamless transition:

• Identify your payroll challenges: Before switching systems, ask yourself: Where are the bottlenecks? Are compliance issues or manual tasks slowing things down? Identifying pain points helps you find a system that solves them.
• Involve the right people: Payroll affects more than just your HR team; it touches finance, IT, and management. Involve key decision-makers early to ensure the new system works for everyone.
• Try before you buy: Most payroll providers, including iPayroll, offer free demos. Test the software to see if it fits your workflow before committing.
• Plan your transition: Migrating payroll data requires careful planning. Work with your provider to ensure all employee records, pay history, and compliance details transfer smoothly.
• Use ongoing support: Even after setup, questions will come up. Choose a provider like iPayroll that offers ongoing customer support to help troubleshoot issues and optimise your payroll process.
• Monitor and improve: Once the system is live, track its performance. Regularly reviewing your payroll process helps ensure long-term success.

Make payroll simpler, smarter, and stress-free

Choosing the right payroll software can feel overwhelming, with so many options on the market. Make life easier for yourself and your team by identifying what type of payroll solution meets your business needs and is easiest to implement.

With over 11,000 customers across different industries, iPayroll offers a flexible, reliable payroll solution for New Zealand business. If you’re ready to streamline your payroll, try iPayroll today with a free demo and see how it can work for your business.