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In the face of numerous payroll providers, how to pick the most suitable one? 

If you’re reading this blog, you understand the importance of keeping your HR team focused on people and the organization’s strategic goals, right? To make sure we’re on the same page, let’s recap: payroll outsourcing, among many benefits, allows your company to have access to cutting-edge technology to minimize errors and meet deadlines, as well as direct contact with specialists without an employment relationship, significantly reducing the cost of retraining and updates.  

These are just a few advantages of outsourcing, there are many others, but we already know them. The question that probably brought you to this article is: how to choose the partner that will best serve me? 

It’s a great question! Gone are the days when we thought payroll was just a monthly obligation. For a long time, we’ve understood that we could extract valuable insights from it that would help us in other more strategic issues. In addition, this is an area that works directly with sensitive data, which forces us to reinforce security so that our work is aligned with the GDPR (General Data Protection Law).  

So, without further ado, this is a path for you to get the most out of it and have a reference of what to look for in your future provider. Remember, if you prefer, you can send us a message on our social networks! 

Alignment with the sheet partner  

We underestimate the power of affinity in business, and here we create a space for it to emerge. Finding the ideal partner goes far beyond simply choosing a company with good numbers and a competitive price. Your next payroll partner needs to be aligned with your business goals. It’s no use just providing a service if your partner is not interested in the path you intend to take.  

Partnering with a company that aligns with your business values and goals fosters seamless communication, collaboration, and tailored solutions to address your unique needs.  

Bringing the topic to real-world scenarios, we will cite some examples that you can think about how your payroll provider should be in tune with you. The first one is to have a customer success team available; they are the ones who will best understand your needs and goals and work proactively to achieve them. Through this team, it is possible to carry out regular performance check-ins, monitor key indicators, establish a strong relationship between operation and company and identify opportunities that enhance the defined purpose.  

Adaptability is an important affinity to observe. If we can give you a tip, ask if that potential company has enough resources to adjust to the unpredictability. Let’s explain better, there are schedules to be met monthly, understanding that there are situations where the deadline needs to be followed even if you do not meet a certain demand / delivery, what can your potential payroll provider do to help? This question remains.  

Therefore, when looking for the best payroll provider, do not underestimate the importance of affinity. Look for a company that is not only technically competent, but that also shares your values and goals. This connection can make all the difference for the success of both. 

Read more: Accounting for foreign companies in Brazil: 10 points to consider!

Customization, communication, and support.   

Company history and cost-benefit are common indicators that should be considered when choosing a payroll provider, but you should already have an idea of what your company needs to know about these two aspects. Now, these three points [customization, communication, and support] are often different among different payroll providers and are often the reason for switching providers.  

Each company is unique, with its own policies, procedures, and requirements. So, while payroll itself is a standard obligation, the way it is done can be customized to meet your specific needs. Finding a partner who understands and can handle this uniqueness makes all the difference.  

Tailored payroll services ensure you get exactly what you need, eliminating the clutter of unnecessary or irrelevant features for your business. This not only enhances the efficiency and precision of your payroll process but also saves time and resources, as you won’t have to constantly adjust or adapt.  

Given the ever-changing nature of the universe involving employees, laws, and obligations, flexibility becomes a key topic in this debate. Knowing how to quickly and proactively deal with the inevitable changes that occur, whether in labor legislation, an internal restructuring, or the need to adopt new technologies, is an essential role of your payroll provider. 

This concern also extends to support. Here at Bernhoeft, it is common for us to meet with companies that are trying out a new payroll provider because their current partner cannot provide them with quick service. We know how frustrating it is to have a question and not have someone to turn to, or even to have someone to turn to, but to know that that contact will take a long time. There is nothing worse.  

Being aware of this bottleneck that some payroll providers face, it’s great that you’re paying attention when looking for yours. Notice how communication is handled, whether it’s through a ticket system, if you’ll have access to the specialist responsible for your account, if you can contact them by email, phone or WhatsApp, what facilities this company offers you when things get tough.  

As we’ve discussed before, we often receive inquiries from companies with similar concerns. Therefore, we believe it’s important to clarify that our approach differs from the standard industry practices. Our core mission is to deliver value in a straightforward and humanized manner. This means you’ll never be left alone, regardless of the challenge, whether simple or complex. You’ll have direct access to the dedicated expert assigned to your business, via your preferred communication channel.  

By adopting this approach, we foster an active partnership built on the understanding that we’re allies of your business. You can always count on us for support whenever you need it 

Read more: Are you ready for the economic recovery? Learn how to calculate the cost of an employee!
 

Available technology and resources  

We have reached the third and final topic of this text, which aims to train your eye to find the best payroll partner. When we talk about technology and resources offered, we tend to think about which programs will directly benefit your company.  

What software does the supplier use, and what programs will you have access to? And, understand, this is essential to know. But, there are other resources that should be on your radar when choosing, which are: how does your supplier guarantee information security? What technologies differentiate them from the market? When can I benefit from them?  

At Bernhoeft, for instance, you have access to technologies that bring routine-boosting benefits. We can mention a personalized admission workflow integrated with the payroll system, dashboards with management data such as turnover, percentage of active women and men in the institution, an environment for registering and updating information such as vacations, absences, allowances and timekeeping in real time. In addition, of course, platforms that contain digital signature, bank file with bank transfer and encrypted.  

We also take data security very seriously. To ensure that everything is complying, we have a dedicated team that oversees the actions that ensure compliance with the GDPR and the standards, policies and procedures that meet international standards on three levels of security: the organizational level, the physical and technological level and the company’s cultural level. 

Hello, we are Bernhoeft! 

In case you haven’t met us yet, we are Bernhoeft! A Brazilian company with over 27 years of experience serving domestic and international businesses of all sizes and industries. We foster an environment where you can focus on the present while embracing the world’s vast possibilities and connections.  

We provide comprehensive consulting services in BPO, Judicial Calculations, Vendor Risk Management, and Tax Consulting. Our ultimate goal across all our business lines is your success  

At Bernhoeft, we believe that the combination of a strategic HR team and our expertise creates an unbeatable duo. We operate with the highest standards of quality and efficiency to meet all labor law requirements, ensuring your company’s complete compliance. 

The core of our project lies in BPO, timekeeping, and benefits. Your role is to keep us informed, while we handle the rest to ensure everything runs smoothly. We offer 100% outsourcing, 100% dedication, and guaranteed results.