Why Summer is the Best Time to Switch Payroll Systems

Managing payroll for multiple clients can be time consuming — especially during certain times of the year. So, the thought of switching payroll software solutions (on top of everything else) might feel like a harder path than trying to stick it out with your current tool or solution.

But switching your payroll systems doesn’t have to be difficult. Especially if you choose the right time to minimize disruption for you, and your clients. 

A common misconception for many bookkeepers and payroll professionals is that the only time you can change payroll systems is at the beginning of the year. In reality, switching systems can happen at any time of the year. And the slower summer months offer the perfect opportunity to make the change. 

We break down the top five reasons why summer is the best time to switch payroll systems. 

1. The Summer Slowdown 

The period from January to April is one of the most demanding times, as you’re likely well aware. So, taking on the implementation of a new payroll solution at the beginning of the year would create unnecessary stress and stretch resources even thinner. 

With fewer client emergencies, a quieter inbox, and payroll cycles running on autopilot, summer offers a unique opportunity to focus on making a change. With more time available in your schedule, you can take a closer look at your current processes and identify what is or isn’t working for you and your clients. 

You’ll also have more time to evaluate the payroll solutions available, test out features, and map out a smooth transition plan. So, instead of rushing through selection, setup, and implementation under pressure, you can take your time and make the move with confidence. 

2. Get Set Before the Year End Rush

Speaking of timing; come Q4, everything gets busy again. Year-end prep, final remittances, ROEs, and T4s all hit at once. While starting on a new payroll solution on the first day of a new year seems logical from a calendar perspective, adding a solution change around this time in the year increases the risk for errors or missed deadlines. 

Beginning your transition in summer gives you several months to identify, implement, train any staff, and onboard clients before year-end processing starts. It’s also an excellent opportunity to standardize processes and eliminate inefficiencies before the busy season kicks in. 

3. Clean and Simple Transition

Making the move mid-year also means less data to move over. You won’t need to import massive amounts of historical data or reconcile an entire fiscal year. Plus, it gives you the chance to re-check year-to-date numbers. 

Starting fresh in a new quarter also means:

• Smoother audit trails 
• Simpler CRA remittance tracking
• A chance to fix any persistent issues

Many modern payroll providers offer dedicated data migration services to simplify the mid-year switch. So, confirm with your new potential provider that they have the tools and support to transfer historical records seamlessly. 

4. Smooth Client Onboarding Experience

Clients expect accurate and uninterrupted service, regardless of any internal changes you make. Taking this into account; timing your transition during a period when they’re less likely to have urgent payroll needs will help ensure they continue to get the level of service they’ve some to expect. 

The summer can also be a slower period for most small businesses, which means they’re likely to have the bandwidth to approve any new paperwork or learn new systems and processes. 

We recommend identifying a few key clients to pilot the new system. You can then leverage their feedback to refine the onboarding process and automation workflows before rolling it out to your full client base. 

Pro tip: It’s also important to create a communication plan for clients to inform them on the transition and any key migration dates they need to be aware of. 

5. Shift into an Advisory Role

For many, payroll is typically viewed as a compliance necessity — a task that must be completed accurately and on time. However, we’re seeing more and more bookkeepers leverage payroll data to deliver powerful business intelligence to their clients. 

With a more streamlined payroll system in place, you’ll be ready to offer more than just pay runs. Payroll data is a goldmine of insight that can unlock additional value and revenue streams — if it’s easy to access and interpret. 

With Wagepoint, pulling reports, tracking trends, and identifying opportunities for budgeting, hiring, or compliance becomes simple. This sets you up to easily shift into a more strategic advisory role for your clients.

Ready to Make a Change? 

Whether you’re looking to save time, improve accuracy, or deliver more value to your clients, summer is your chance to lay the groundwork — without the usual pressure. Take advantage of the calm summer months and give yourself the gift of a smoother, smarter payroll solution. 

Ready to explore how a summer transition to Wagepoint could benefit your accounting or bookkeeping firm? Schedule a no-obligation demo today to learn how we help make migration a breeze. 

Written by Vanessa Hartung

Vanessa is an experience writer, content creator and speaker. She leads the content marketing team at Wagepoint, collaborating together to ideate and create helpful, informative content on payroll for bookkeepers, accountants, and small business owners.

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