Spotting Top Timesheet-Based Payroll Automation Tools
Published: 20/02/2023
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The market for timesheet-based payroll automation tools is extensive. As a result, navigating it and finding the best solution for your business can be challenging. In this article, we aim to assist you in making a wise choice. We will examine common decision-making errors and lesser-known factors to consider.
There is an undeniable link between timesheets and payroll, with the latter directly depending on the former. The figures recorded in timesheets form the basis for the payroll process, which is quite straightforward. In theory, at least. In practice, it presents a multitude of challenges. Additionally, with the increasing demands and rapid pace of today, simplicity isn’t easily achieved. Instead, it must be actively pursued.
Innovation-driven challenges demand innovative solutions. While the rapid modernisation of our lives is the main cause of chaotic demands, it also presents opportunities to address them. However, digital solutions are increasing in number every second, making the search and implementation of one a challenge in itself. But don’t worry. After reading this article, you will find it easier to navigate the market and make the best decision for you.
The simple answer is that you multiply the hours logged on a timesheet by the employee’s pay rate. The theory makes it sound easy, but in reality, there are several intricacies involved that complicate the process, such as differentiating rates or dealing with a large number of employees.
That’s exactly why you need timesheet-based payroll automation tools. They perform these calculations for you, compile them into reports, and unlock a range of procedures you can complete within minutes.
Most of us have witnessed the rapid growth of digital technology over the past few decades. We therefore remember the fascination with all the different capabilities programs can offer. The more - the better! However, it is about time we moved away from that mindset. Today, we are flooded with all kinds of innovative features. It is therefore best to focus on quality rather than quantity.
We’ve talked a lot about how lengthy lists of features are not a clear sign of a top-tier tool. Naturally, we always want more for less, but don’t fall into this trap. Vendors are aware of this, which is why they often include elaborate lists of features. Sometimes, this also serves to mask a lack of core functionality. The best time-sheet-based payroll automation tools mainly focus on essential features, with additional features offered as extras. That said, we are by no means suggesting you should avoid software with extra modules, especially if they directly meet your needs. What we mean is that these should be considered secondary.
For example, if the tool you are interested in offers a very powerful holiday management module, an in-depth client management tool, and a top-notch timesheet design builder - that’s excellent. However, if it has a clunky integration with your chosen accounting software and you can only customise the timesheets’ design… Those otherwise impressive features aren’t of much use to you. Although, admittedly, they sound great. Sometimes what is written doesn’t reflect reality. Therefore, it’s best to either get a free trial to explore the tool’s capabilities yourself or book a demo. Keep in mind, in the latter case, while you will be shown around the software by a specialist, their primary aim is to sell. Be mindful of that.
Another measure software developers sometimes take to make their product appear more powerful is over-complicating the interface. If there are no significant flaws to hide, effort is usually directed towards simplifying the interface. There are many reasons why top timesheet-based payroll automation tools do this. First of all, it’s to make the most important features easily accessible for the end users. They understand you’re busy and have better things to do than trying to figure out where things are. Sure, depending on how detailed the features are, there are likely to be extra steps to reach specific functionality at times. The basic level, however, should be just a click away.
Secondly, it’s important to recognise that not everyone adapts quickly to the fast-paced technological landscape. Older workers can often be less tech-savvy, and you don’t want to jeopardise their performance by confusing them with an overly hi-tech innovative tool. Anything too complicated will either deter them from using the tool altogether or make them more prone to errors. Overall, while powerful-looking software may seem more impressive, it’s the functionality and usability that truly matter.
Just as the genuinely wealthy prefer remaining humble, truly good tools won’t be pushy or force themselves on you. The best software usually has advocates to vouch for them. Additionally, you’ll find them more than willing to assist and guide you in ways other than sales calls. But let’s explore these elements in more depth.
Nothing demonstrates the quality of a tool better than the success it delivers to its users. Most websites are eager to showcase their positive reviews and the names of the companies they have collaborated with. Some even publish case studies outlining what has been achieved. However, it’s important to remember that the vendor will always be biased. Naturally, they want to emphasise the positives and will tend to highlight the most successful, well-known businesses they have worked with. Even if the work was minor, straightforward, or short-term.
The first step is to check the listed companies. By browsing their websites, you can gain a clearer understanding of their potential challenges. It can also help you estimate the scope. If you want to go a bit further, try contacting relevant executives from the company on LinkedIn. They might be happy to answer your questions. Additionally, review feedback on the company from software comparison websites like Capterra. Users are usually allowed to leave reviews, which often provide more realistic insights by highlighting both pros and cons. Finally, look into which companies’ executives follow the vendor’s LinkedIn account (if applicable). These individuals are often existing clients or interested in the tool.
A diverse database of industry-specific content indicates that your chosen vendor has broad knowledge of the challenges and solutions you might encounter. However, don’t judge this solely by the number of blog posts. Take the time to read them too. Are they comprehensive and informative, or are they brief and only share well-known facts? Companies often hire marketing agencies to produce their content, but you can usually tell this by how detailed the articles are.
It’s also important to remember that blog posts are not the only content to analyse. Check the other resources they provide, compare how they relate to what you’re trying to achieve. Don’t forget to visit their social media accounts too: is their tone consistent with the website? Do they still discuss similar topics and share relevant information on them? Overall, the quality and diversity of content, along with its consistency, should give you a good idea of whether the tool is genuinely designed to help. All these factors indicate the developer’s understanding of the industry, needs, and challenges. And that’s the critical component needed to create a top timesheet-based payroll automation tool.
Finally, before making a decision based on your tech requirements, you should consider the human factor. When you commit to a SaaS tool, you’re not just signing a contract; you’re beginning a professional relationship that can either contribute to or hinder your success. That’s why it’s crucial that you and the software provider share common values.
No matter how great the solution is or how perfectly it fits your business, you need to get to know your vendor. We aren’t talking about connecting with all the company’s employees on LinkedIn, of course. (Although it might be a good idea to establish a relationship with the customer success representative if you are allocated one.) The aspect we are encouraging you to explore is how the software provider will communicate with you after the purchase. Naturally, every company is on its best behaviour and most attentive when they are trying to sell. But what can you expect afterwards?
Investigate the legal aspects of the website, such as the privacy policy and T&Cs. Additionally, try to find out more about the SLA. Keep in mind, not every company makes them publicly accessible for various reasons. If you are already in touch with the sales representative, ask them to send it over. If not, you can always contact the vendor privately through the ‘contact us’ section. Finally, don’t overlook the importance of the ‘about us’ section. It will not only give you insights into the provider’s values but also tell their story and potentially showcase their expertise. There will also be useful information such as locations, which is essential to consider to avoid time zone issues.
With millions of timesheet and payroll solutions available, it’s very easy to pick a tool that won’t meet your expectations. Alternatively, once you understand all common selling tactics and key features to focus on - it’s not as daunting. Remember, often less is more. And in this case, that’s a saying to follow.
The best timesheet and payroll automation tools shouldn’t come with pages of features. Nor should they impress you with complex user interfaces packed with functions you might never use. Usually, the best solutions aren’t flashy or loud in the marketplace. They allow their clients to speak for them. You’ll also find that they try to add value by sharing their expertise in the field free of charge. Finally, before making a commitment, ensure that you and the vendor share similar values. This will help you manage expectations.
Interested in finding out if we’re compatible? Reach out.