Building a Profitable Daycare Business

Top Payroll Service For a Childcare Business

Top Childcare Business Online Payroll Service

Payroll software for your daycare business can be beneficial. A report released by SCORE indicates that most small business owners spend between one and five hours every payroll to track pay, vacations, and deducting taxes. All these activities are time-consuming. Hiring a service can eliminate stress and free up time to spend with the children.

As a small childcare business owner, your plate is full of "to-dos." It can be overwhelming to manage human resources and payroll. You need time to build your brand, train your teachers, and develop long-term relationships with your parents. All these can be limited by spending lots of time processing the payroll. You'll not have time to build your brand, which translates to more sales, yet your employees need their paycheck.

Having a service manage payroll.

The good news is; you can outsource these services by enrolling in a payroll service. That number didn't include the more than 41 hours spent on year-end tax preparations. If you engage a payroll software, it will save you that and use it in other important business areas. Correct payments It's your duty as a business owner to ensure that your employees are paid on time and given the right amount. The amount includes (depending on the business location) any accrued vacation or sick time. Failure to that, your employees can sue, and it can even lead to the cancellation of your childcare license. A payroll service will help protect your business against wage complaints. It automatically and accurately pays your employees while keeping records for each payment.

Best Online Payroll Service For Your Daycare

Payroll system for daycares
An easy online payroll system for your childcare business.

The payroll service is excellent for start-ups and small daycare businesses with less than 50 employees. One of the favorite features is setting up automated paychecks. Gusto can seamlessly handle all your payroll needs online - without having to hassle with keeping up with the paperwork and government filings. You can also hire temps and contractors through with its payroll software.'s new employee onboarding is simple and easy. It's a straightforward setup process that walks you through the different payroll documents and helps with all of the necessary government filing forms for your employees.

This is a very attractive online payroll service for small businesses. It integrates with Quickbooks Online, allowing you to update company information, pay vendors, set up payroll, and more - all from within the Quickbooks system.

Getting started is easy. Click here to start simplifying your payroll. payroll pros

  • Simplify complex payroll tasks
  • Get paid weekly with Gusto
  • Go paperless with your timecard and leave no excuse for mistakes.
  • Easy access to analytics and reports
  • Manage time off and receive benefits through Gusto's easy system
  • Keep your company compliant

One advantage of GUSTO over other online payroll service providers is that it does not charge you to print checks. Another plus is the ability to customize your paychecks and forms - even add bar codes for more secure processing.

There are three types of plans available from Gusto: Gusto's current pricing can fit any budget.

Focus on Your Daycare

When you have a payroll service to streamline payroll, it means you're able to focus on improving the care of the children in your care. You need more time to brainstorm new ideas, interact with the children, figure out marketing, and bond with your teachers and other employees. Time is everything to a small business owner. 

Avoid mistakes.

From your busy schedule, you're likely to miss a deadline for either reporting or payment. It can cost you money in penalties and fines. Outsourcing payroll ensures that you avoid such mistakes, and you should consider that early in the business. Payroll errors can be time-consuming, costly to fix, and stress from the beginning to the end. Payroll companies have their systems automate tasks such as tax filings and send you an alert when you have tax deadlines to beat.

Adhering to payroll rules and regulations

One of the notable benefits of using a payroll service is that it aids you to stay on top of changing federal and state requirements. You don't have to worry about being penalized for failing to comply with the law. Keeping the right reports on file When you hire an employee, you need to fill various forms in addition to figuring out how much you owe in taxes. You need to keep these forms for future reference. Using payroll software to fill out such forms keeps them organized, and it's easy to retrieve them when the need arises.

Some of the payroll responsibilities:

  • Wages & Hours
  • Workplace Safety & Health
  • Workers' Compensation
  • Employee Benefit Security
  • Unions & Their Members
  • Employee Protection
  • Garnishment of Wages
  • The Family and Medical Leave Act
  • Require notices
  • Overtime Pay
  • Vacation Pay
  • PTO Tracking
  • Termination from Employment


You only need to call or email the payroll company, give them deductions, hours, and salary amounts for your workers, and they process the check. The majority of these services will allow you to update employee's payroll data on their websites.

Payroll Cost Savings

Outsourcing payroll can also help save costs. It eliminates the need to employ a full-time payroll officer, which is costly. More secure In-house payroll can be very risky, especially while considering all the employee information you keep: Full names, salary information, addresses, and social security numbers. If this information were to land in the wrong hands, it could be used for impersonation. With an insecure system, you're at risk of employee theft. When you use payroll software, your information is stored on secure cloud-based servers. They use modern technologies in encryption, including redundant data Backup.


As your business grows, you need additional human resource management services. In addition to payroll management, these firms also handle direct deposits and employee retirement plans. Several of them offer management reports, prepare W2 forms for their customers, and calculate employee tax obligations.

Employee morale

Taking care of children is stressful enough for your teachers, keep their payroll needs simple. Employees regularly need access to their pay and benefits records. With payroll software, you can create an employee portal, and they can access all the information they need with ease. This access can boost their morale as they can control their work lives better. It will also help you save time as your employees are empowered to access their W-2s or pay stubs on their own. Flexibility and integrations It's possible to sync your payroll software with other systems such as time-tracking and accounting software. This ability to log in will offer relief for your Director or office administrative staff. Cloud integrations help you collaborate with other members of your team.

Tips for Selecting a Payroll Service

There are many payroll service providers for small businesses. You might have problems deciding which works best for your childcare. Here are tips to help you choose the right payroll service.

Payroll Service Pricing

The rates depend on the number of employees and how often they're paid. It will cost more to handle weekly payrolls than biweekly or monthly. Some firms offer free trials for payroll software. You must utilize it to get a feel of how the software or service operates. They also have multiple tiers and plans, depending on the services you need. Most of the companies offering payroll services for small businesses also provide other HR solutions such as accounting services and onboarding help. As expected, you'll pay more for all-in-one solutions, so buy these services as a bundle only when you're planning to use everything. When researching on payroll service fees, consider the base fee, what is the minimum amount you will pay. How much will it cost to add a new employee or contractor to payroll? Another payroll providers charge a one-time setup fee. Assess what is included in these fees and whether it will reduce your internal cost, such as paying someone to move your data. Features What do you need from a payroll service? If you've got two or three employees, you might only need the basics: filling your tax forms, remitting your payroll taxes, and paying your employees.

If you have a fast-growing daycare or have dozens of employees across a chain of childcare locations, you may need additional human resources-based add-ons like onboarding support and recruitment. Although you'll pay more for the add-ons, it's a worthy investment. So, when shopping for a payroll service, consider what you need and is it in their next feature. Tax guarantee As a small business owner, one of the reasons for outsourcing payroll is to avoid any payroll tax penalties or fines. With that, some companies offer a tax guarantee. They promise that you'll not face any penalties or fines, and if you do, they'll reimburse you. However, a lack of guarantee should not be a deal-breaker. It will depend on how manual or automated the service is. If you're the one uploading and submitting, then your taxes are likely not guaranteed. Make sure the service is well-informed on the state and federal government regulations and requirements.

Easy to operate

Whether you will choose a full-service firm, a desktop application, or a mobile application, the payroll service should be easy to operate. There is no need to spend so much time learning how to use payroll software as you would have taken to do the payroll yourself. An easy to use payroll platform should include available text, an intuitive menu structure, friendly colors, clearly labeled buttons with instructions on what to do. Others are a mobile-friendly site that allows you to run payroll from wherever you are and a simple payroll process. Try a free trial, read reviews online, and check out screenshots if possible to ensure the payroll solution you're considering makes sense. You can also check for references from bankers, accountants, and clients. Integration Good payroll software should be able to integrate with data integration, attendance and time management, and many more.

Self-service access

You should choose a payroll solution that offers self-service access to your employees. They should be able to log in and view end-of-year tax forms, pay stubs, PTO balances, and some other payroll reporting features. Support Payroll services, even for a small business, can be complicated. You may want to choose a firm with multiple options for customer service in case something goes wrong. Can you reach them on the phone, over email, or do they have live chat support? Are their hours okay for your business? Have you tried getting in touch with them a few times and they were helpful? A payroll service may be excellent, but having good customer service makes it better. Who is handling your account?

Last but not least

You need to know who will be handling your payroll account. You may have met an experienced person, but the account is assigned to an inexperienced trainee. You need to be sure of the person handling your account correctly. It should be an individual you are comfortable with and encourages you to ask questions. You'll be interacting with this individual regularly, thus the need to work with a person you are comfortable with to ensure there is no room for misunderstanding.

You can take at least three quotes for in-depth comparisons before settling on a payroll service. You should also enquire from other small business owners or daycares who outsource. Find out how much they pay for the service and how satisfied they're with the service. 

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