First Look Friday: OnPay

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OnPay is more than just 'online payroll.' OnPay offers everything a business needs in a modern online payroll-related platform. While OnPay’s easy-to-use payroll is the perfect solution for small and growing businesses, they have been improving their client experience by expanding into HR and benefits, and also giving both employers and employees tremendous support along the way, all for extremely low prices. Of course, we here at Insightful Accountant rarely get 'specific' when it comes to comparison price shopping, but we can tell you that you definitely need to check OnPay's service offerings and pricing against all the competition.

OnPay was created by combining over 30 years of payroll experience with the latest technology to develop payroll software that is fast, intuitive, and designed to help accountants, bookkeepers and small business owners do what they do best. OnPay understands that you want to spend your time on something other than 'payroll,' so they give you an easy-to-use payroll software along with OnPay's accuracy guarantee for all your payroll tax filings and payments.

OnPay provides a payroll solution for small-to-medium businesses that works in all 50 states to effectively manage their employee and payroll needs. From the easy 'self on-boarding' to running payroll effortlessly, OnPay's Certified Payroll Professionals are available with unlimited customer service to ensure a successful and compliant payroll experience if you ever need assistance or simply have a question.

Personnel management is easier than ever- through a robust portal (similar to the ones shown in the screen shots below). You will invite your employees to complete their I-9, W-4, and direct deposit information online in just a few clicks.

You actual payroll is processed in four simple steps - (1) Select the Employees you want to run Payroll for.  (2) Enter the Hours for the selected Employees in the hours field (as shown in the screen shot below). 

Of course, there will be those employees who have had 'time-off' during the pay-period and OnPay easily handles that (as shown in the screen shot below). So that information will already be incorporated into your 'time' during the actual payroll time entry.

Back in our Payroll Processing, we are now at step (3) Review Payroll before Approving it, and (4) Approve Your Payroll. Once completed, you are finished. OnPay does the rest!

OnPay calculates all applicable federal and state employee and employer taxes, drafts these taxes for the business, remits them to the appropriate agencies, and makes the filings in a timely manner with a tax accuracy guarantee. Transparent pricing means that not only is tax remittance and filing included, employers have unlimited pay runs. With OnPay, it is just that simple to have your 'payroll' completed.

You can easily see your completed payroll and your related payroll costs from a large number of payroll reports that OnPay includes, in addition to dashboard displays (like those shown in the screen shot below) of the most common payroll information like paid wages, total wages, etc.

Your Employees can access their own paystubs and even year-end filings. Just think of how much time this will save you as the employer in answering questions like 'can you reprint me a copy of my last paystub?'

When it comes to the accounting integration, OnPay provides tremendous flexibility in customizing how the payroll data is added to QuickBooks (as can be seen in the 'integration settings' between OnPay and QuickBooks Online shown in the screen shot below). For example, wage expenses can be tracked by Department, Pay Type, Class or Location. Payroll items such as taxes, wages, and deductions can also be mapped to sub-accounts. These advanced expense tracking features allow the user to view their finances in the way that makes the most sense for their business. OnPay provides direct integration with QuickBooks Online even though they are finalizing their 'Developer Program' Intuit App Center listing (at the time of this publication).

For users of QuickBooks Desktop products (Pro, Premier and Enterprise), OnPay makes it easy to produce an export file that can then be imported into QuickBooks Desktop. This saves the user time when reconciling payroll records. The integration gives OnPay users a better view of their finances, lets them avoid duplicate data entry, and helps cut down on mistakes. 

But as I mentioned earlier, OnPay offers more than just payroll, they have HR and Benefits too. Their 'insurance agency' serves as a broker to allow you to choose employee benefit coverages including health, dental, life, vision, short-term and long-term disability for all 50 states based upon your employee census information within your payroll data. They can shop for plans from Aetna, UnitedHealthcare, Guardian, Humana, Anthem and BlueCross/BlueShield. They can also provide 'automated' pay-as-you-go Workers' Compensation coverage with premiums automatically calculated based upon each payday's actual payroll, providing seamless premium payment processing. This significantly streamlines the work that employers must do in not only securing coverages, but in handling the complexity of day-to-day administration work; as well as premium management of such coverages.

When it boils down to it, OnPay offers affordable Payroll, HR and Benefit options that you should consider whether you are using QuickBooks Online, QuickBooks Desktop or even another G/L (they also integrate with 'Xero'). So why not at least check them out.

By the way, OnPay has a great 'Partner Program' too which they announced during QuickBooks Connect last fall and we featured in an article on November 6th (2018). It not only includes special benefits and pricing for accountants, bookkeepers and QuickBooks ProAdvisors, but provides pricing incentives for your clients as well.