How to Tell if Your Payroll Provider is Still the Right Fit

As a business owner, what worked for a team of five might not cut it when you’re managing 50. A payroll system that once felt simple can quickly become a source of stress and even a business risk as your team grows. That’s why it’s important to revisit your payroll setup as you scale. Whether you’re upgrading your current system, automating more tasks, or switching providers, keeping payroll in step with your growth helps you stay efficient, compliant, and focused on what matters most — your business.

Not All Payroll Software Is Created Equal

Many small business owners assume that all payroll solutions are frustrating in one way or another. But with the right software and a reliable support system, most payroll challenges are easy to solve — and even easier to avoid.

Here’s a quick look at common payroll frustrations and how modern tools help solve them. If any of the frustrations mentioned above feel familiar, then know that it’s not just “part of payroll processes.” It may actually be time for a switch.

Is Your Provider Helping You Stay Compliant or Leaving You at Risk?

Payroll isn’t just about paying your team, it’s about staying compliant. If your provider isn’t helping you meet tax deadlines, recordkeeping requirements, or year-end reporting standards, you’re at risk.

That’s why it’s important to have the right payroll tools and sometimes, the right partner too. Wagepoint helps you run payroll accurately and stay on top of things like statutory holidays, overtime, and tax remittances. If you need extra support, a partner like Orbit Accountants can guide you through setup, troubleshoot complex scenarios, and ensure you’re staying fully compliant as rules and requirements evolve.

Support That Actually Solves Problems

We hear this often: “Our last payroll provider didn’t respond to emails.” Or worse, “I was stuck on hold for forever.” Good support shouldn’t be optional. If your provider doesn’t offer real people who can help you solve real problems, then it is time to move on.

Are You Using Tools Built for 2025 or 2005?

Technology  changes at a  fast pace. But the question is – are you still using payroll software or tools that are outdated?

As your business grows, it’s worth taking a closer look at your payroll software. Even if it seems to be working, it might not be keeping up with what your team actually needs.

Modern payroll tools should ideally be cloud-based, have a mobile-friendly interface, and should easily be able to integrate with your accounting system. If your payroll software still has issues or limitations  syncing with your current accounting system, it’s  holding you back.

Quick Fact: Automation cuts payroll errors by 80%, keeping you accurate, compliant, and stress-free.

Time to Switch Payroll Providers? 

Continued manual work, increasing fees, poor support, and outdated features. If any of this sounds familiar to you, it might be time to switch payroll providers.  Deciding to switch payroll providers can feel overwhelming, but the right solution will save you time, money, and stress.

If you’re feeling that payroll has become more stressful than it should be, you’re not alone. That’s why Orbit Accountants pairs expert support with Wagepoint’s simple, modern payroll software — built for Canadian small businesses and designed to scale as you grow. Together, we make payroll easier from day one.

Because when payroll is easy, you have more time to focus on what matters —growing your business. 

Written by Sophie Dillon, CPA, CA

Sophie is a chartered accountant with over 12 years of experience across diverse industries, including finance, healthcare, and tech. As a finance leader, she specializes in transforming complex financial landscapes into streamlined, value-driven processes.

More content from author