July 14 2016 - As payroll is one of
the largest costs to employers, it is essential to have systems that
provide accurate information and payments in line with current
Your payroll and HR teams need to be on top of the accounting and IR
side of payroll, your payroll software needs to be compliant,
accurate and easy to use, as well as provide valuable reporting for
multiple stakeholders across the organisation.
A further benefit to
look for in software is having an all in one system that includes a
Workforce Management module as this results in a seamless flow of
information eliminating errors between systems.
Here’s a quick
guide to get you acquainted with all you need to know about payroll
Software as a Service (Saas), and help you to become familiar with
the terms used.
What is Software
as a Service (SaaS)?
software as a service is a tool that makes it much easier for
employees to work more efficiently. After engaging a Vendor, and all
requirements are discussed, the software can be set up in a
relatively short period of time. The process is quick and easy,
compared with on-premise applications that take weeks or even months
to configure and install. The software can be accessed from any
device as long as it is connected to a web browser and an Internet
applications are often called cloud-based software, hosted software,
or on-demand software.
What is the
origin of the SaaS?
Over a decade ago,
not everyone welcomed the idea of using what was then a new form of
centralised computing called application service provider (ASP).
Eventually, the internet gained popularity and accessibility, which
paved the way to the rise of Broadband connections and the
introduction of SaaS, which is an extension of the ASP model.
Who uses SaaS?
Now that it is more
widely accepted, various teams in the fields of human resource
management (HRM), accounting and customer relationship management
(CRM) are using SaaS. Other teams also use it as their collaboration
software and it is expected that more parties will adopt this new
What are the
benefits of using Software as a Service?
There are many
benefits of using SaaS applications. Here’s a list of reasons
why you should consider getting SaaS for your company:
- Easily accessible
mentioned, SaaS is cloud-based software that you can easily access
through devices connected to the internet. Now you can check
real-time data anywhere you are.
- Lower costs
SaaS, you only need to pay for what you need. There are no large up
front capital costs like Software and Licensing as it is Pay As You
Go. Usually your existing hardware is sufficient – the faster
your internet connection the better.
- Painless Upgrades
provider of your SaaS model is responsible for hosting the
application and for the maintenance of your software, this includes
back-ups. Note too, that there are generally no costs for upgrades.
- Uncompromised Security
people believe that using SaaS compromises data security. In reality,
your company’s data is far
more securely stored in SaaS applications compared to on-site
that data is hosted in a location that you are happy with bearing in
mind that some countries do not have our privacy laws. A high level
of encryption for passwords is also a must.
- Flawless Integration
SaaS, integrating to existing ERP or business productivity systems
will be a breeze. Your SaaS vendor can indefinitely meet your
When Choosing a Payroll SAAS Vendor
When looking for a
provider, some of the items below should be on your checklist:
- ✓ Quality of Service from
Helpdesk with quick turn-around time of calls
- ✓ Possible leave relief if your
internal Payroll Person goes on leave
- ✓ Software that is compliant with
- ✓ All-in-one system (payroll that
includes rostering, award interpretation and Time Capture)
- ✓ Reporting / historical data
that stays online for the legislative period within the application
- ✓ Ease of use
- ✓ Full end-to-end set up prior to
- ✓ Training on the application
- ✓ Online auditing
- ✓ Pay only for the modules you
- ✓ Powerful ad-hoc report writer
Using SaaS tools has
its advantages, but keep in mind that not all software is created
equal and not all providers give the same type of service. Therefore
it is important to take your time looking for the right SaaS
provider. We came across E-Payoffice
and they seem to tick all the boxes.