Payroll Software

4. Making a Purchase

Ideally, you will buy one payroll system and develop it over a period of at least ten years.

4.1 Decide your business objectives.

• Assemble a team of interested parties - not forgetting the end users - to set specific, quantified objectives.
• Ask the team to identify any current problems and shortcomings, as well as future requirements.
• Use this information to specify your requirements for the new system.

4.2 Various professional organisations can provide you with lists of suppliers.

• The HM Revenue & Customs Accreditation Scheme approves software that meets its payroll standards.
• For a comprehensive list of payroll system suppliers, visit www.paypershop.com.

4.3 Research potential suppliers by asking around, keeping an eye on articles and advertisements in business magazines, and going to trade shows. Shortlist suppliers by asking them qualifying questions.

• How many customers use their payroll systems? Products with a large number of users are generally better supported.
• Do they supply businesses similar to yours? Ask if you may call these businesses and question them about their experiences.
• Can the supplier give you a list of recommended 'third-party developers' to customise the software for you? A lack of third-party developers means that you cannot choose where to purchase the support you need.

4.4 Ask selected suppliers how their products can meet your needs.

• Does the system have to be modified to meet your specific needs? Do not ask for a system to be customised for you unless you are sure that the benefits will outweigh the costs.
• What additional features are there? You may not need many of these features, especially if your payroll rarely changes and you pay few benefits. But the number of features is a fair indication of how flexible a system is.
• Do they have other suggestions as to how their systems can benefit your company? Their suggestions may indicate how well they understand your business.