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Managing payroll is an essential process for all businesses, regardless of their size. However, this task can quickly become complex, due to tax rules and regulations that vary by province or country. To simplify this process, many businesses choose to use providers that specialize in payroll management. But with so many options available on the market, how do you choose the right provider to meet your business’s specific needs?

In this blog, we present the key criteria to consider when choosing the payroll vendor that best suits your needs.

1. Understand Your Business Needs
Before you begin evaluating different payroll providers, it is essential to understand your business’s specific needs. Here are some questions to ask yourself:

• What is the size of your business and how many employees do you manage?
• Are your employees spread across multiple provinces or countries, requiring more complex tax and contribution management?
• Do you have freelancers or part-time employees with specific employment contracts?
• Do you want additional services, such as benefits management, records of employment (ROE), or tax forms (T4, Relevé 1)?

The answers to these questions will help you better identify the must-have features for your payroll system.

2. Check Legal Compliance
One of the most important aspects of payroll management is compliance with tax laws and employment regulations. Your service provider should be up to date on the laws in force in the jurisdictions where you employ staff. A reliable provider should be able to:

• Correctly calculate withholding taxes, taxes and social contributions.
• Manage legal obligations related to tax returns (T4, Relevé 1, etc.).
• Produce records of employment in the event of end of employment.

Make sure that the payroll provider you choose complies with the tax requirements of the Canada Revenue Agency (CRA), Revenu Québec and any other relevant regulatory body.

3. Ease of Use
A good payroll software or service should be intuitive and easy to use. This is especially important if you do not have a dedicated HR or accounting department. The interface should allow you to:

• Easily add and modify employee information.
• Automate repetitive processes such as salary calculations, tax deductions and bank transfers.
• Generate detailed reports on payroll, taxes and labor costs.

Choose a solution that offers a demo or free trial to test its ease of use before committing.

4. Features and Services Offered
Payroll management needs vary from one company to another. It is therefore important to choose a provider that offers the features and services you really need. Here are some common features to consider:

• Payment automation: The ability to schedule and automate payments to your employees.
• Benefits management: Integrate insurance and retirement plan management services.
• Tax form production: Generation of T4s, Relevé 1s, and other required forms.
• Employee portal: Allow your employees to view their pay stubs, download their tax statements, and manage their personal information.
• Customer Support: Look for a provider that offers responsive, multilingual customer support, especially if you manage teams in multiple regions.

5. Cost and Pricing Structure
Cost is obviously a big factor. Payroll providers offer different pricing structures. Some platforms charge a flat fee per month, while others charge per employee or per payroll processed. It’s important to understand exactly what’s included in the price, and whether there are additional costs for services like ROEs, T4s, or year-end reports.

Request customized quotes based on your business size and needs and compare offers to see which provider offers the best value.

6. Data Security
Payroll involves handling sensitive data, including banking information, social security numbers, and tax details. Make sure the provider you choose has security protocols in place to protect this data. This includes data encryption, access management, and regular backups.

Keeping your employees’ and company’s information secure should be a top priority.

7. Integrations with Your Existing Systems
If your company already uses HR, accounting, or project management systems, it’s crucial to choose a payroll provider that can integrate with these tools. Integration helps centralize information and avoid double data entry.

Check to see if the provider offers integrations with software like QuickBooks, Xero, or HR platforms like BambooHR or ADP.

8. Reputation and User Reviews
Finally, do some research on the reputation of the payroll provider you’re considering. Check reviews from other companies, look at testimonials, and ask for references if necessary. A provider with a good reputation will provide greater peace of mind.

Conclusion
Choosing a payroll management provider is a crucial decision for the smooth running of your business. By considering factors such as your specific needs, legal compliance, ease of use, and cost, you can make an informed choice that will optimize payroll management while reducing errors and risks.

Take the time to evaluate your options and ask the right questions, because effective payroll management directly contributes to the satisfaction of your employees and the financial health of your company.

Ready to simplify your payroll management? Discover how Innovations Nubis can help you automate and facilitate your payroll processes today!

Managing a company’s payroll is an essential task, but one that can quickly become costly and complex. For decades, businesses have relied on accountants to ensure accurate payroll management. However, with the advent of online payroll software like Nubis, a new era of simplification and efficiency is opening to them. So, what makes Nubis so attractive compared to a traditional accountant? We will discover it together in the following points.


1. Reducing costs
Hiring an accountant, especially for small businesses, can be a significant financial investment. In fact, the costs can add up quickly, especially if the business has many employees or if constant adjustments are required.

Nubis, on the other hand, offers flexible pricing plans, tailored to the size and needs of each business. As an online solution, it eliminates unexpected fees or costly add-ons, allowing you to control your budget with transparency. In short, Nubis offers you professional payroll management at a fraction of the cost.


2. Automation and saving time
One of the great advantages of Nubis is its automation principle. Unlike an accountant who must manually perform each payroll task, Nubis automatically manages essential aspects, such as:

• Updates of tax rates,
• Calculation of salary deductions,
• Issuance of pay slips by electronic means.

These automated processes not only minimize errors but also significantly speed up payroll management. You can accomplish in a few clicks what would take an accountant hours, while also reducing the risk of human errors.


3. Real-time access and total control
With an accountant, it can be difficult to have immediate access to your payroll data or to make real-time adjustments. You often must wait for responses by phone or email, which can lead to delays in payroll management.

With Nubis, everything is at your fingertips via an online accessible platform. You can view your data at any time, modify employee information, generate financial reports instantly, and even access detailed analytics. This level of real-time control is impossible to achieve with a traditional accountant.


4. Legal conformity and peace of mind
Payroll management is not limited to paying salaries; it also involves compliance with tax laws and current regulations. This can be complex, especially if you are not an expert in taxation. An accountant can provide this service, but it can become costly depending on the complexity of legislative changes

Nubis, on the other hand, ensures that your payroll is always compliant with the latest regulations through automatic updates of tax tables and deductions. This means that you no longer have to worry about staying up to date with the latest laws—Nubis does it for you.


5. Reinforced data security
Payroll data is sensitive and must be protected at all costs. Nubis offers some of the highest data security standards on the market, such as encryption of information, to ensure that your financial and personal data remains confidential. Unlike manual handling of information by an accountant, a secure online system like Nubis is less likely to cause human error or accidental data leaks.


6. Easy integration with your existing software
Nubis integrates easily with leading accounting software. This means you can effortlessly sync your payroll data with your financial accounts, reducing the risk of errors and simplifying the overall management of your business. Accountants can work with these systems too, but Nubis offers a fluidity and speed of integration that few human professionals can match.

Conclusion: Nubis, the modern solution for small and medium-sized businesses

In conclusion, Nubis offers businesses an affordable, fast and reliable alternative to outsourcing payroll to an accountant. With its pricing flexibility, advanced automation, automatic legal compliance and enhanced data security, Nubis is the ideal solution for businesses looking to simplify their payroll management while reducing costs.

If you are looking for a modern, efficient and intuitive solution to manage your company’s payroll, Nubis is the tool you need.

At Nubis, we emphasize the importance of satisfying our present and future customers. We therefore have the tools to help you in the event of a problem or to answer questions. Here are our different contact methods:

• By phone: You can contact us at 514.868.2224 or 1.877.460.2224
• By chat: You can access our chat system on our main site or on our application by clicking the chat bubble at the bottom right on your web browser and a technician will answer you as soon as possible.
• By email: You can email us for less urgent questions from support@nubis.ca and we will respond as soon as possible.
• We can also assist you remotely with our LogMeIn remote assistance system. You can access it by clicking the link in the footer of our web application: Remote Support (LogMeIn). Our support technician will generate a code for you, which you must enter in the web page, and click on “Start download”. A small application will be downloaded, which you must run so that the technician can attend the remote session. We only do this during phone calls requesting more technical investigation, or to guide you in setting up your new company.
• Quick Start Guide: Our guide is a great tool for those beginning to set up their company. It gives a general explanation of the software on the basic configuration (Company, payroll items, etc.). You can find our guide in the footer of our web application, or in the support section of our web page.

Nubis, Fast, Simple and Affordable Canadian payroll software!

“The FTQ solidarity funds are the largest development capital investment network in Quebec. »FTQ’s official website

Interesting facts regarding FTQ:

• Quebec Federation of Workers
• Founded in 1983
• Aims to invest in sustainable development, encourage retirement savings and support businesses in all sectors of activity in all regions in order to contribute to the socio-economic growth of Quebec
• Finances also in business projects

Offers 30% savings on tax credits (15% at the provincial level and 15% at the federal level)
You can, as an employer, pay the FTQ contribution for your employee or have the employee pay it on each paycheck.

FTQ payroll items in Nubis
If you pay the FTQ contribution for your employee, you must create a benefit with the pay element “Advantage – Employer contribution to Fonds de solidarité FTQ” and assign it to the employee benefiting from the FTQ contribution.

For deductions, there are only taxes from Quebec and Canada; entries will be in boxes 14 and 40 of the T4 and boxes A and L of the R1. Otherwise, you create a deduction with the payroll item: “Deduction – Fonds de solidarité FTQ”.

For withholdings, there are only Quebec and Canadian taxes and no entries in the tax reports.

Nubis now enables automatic calculation of vacation for its payment on each payroll. To take advantage of this new feature, you need to create a payroll item of category “Income – Vacation Per Pay” from the “Configuration” tab of the Payroll Items screen. Once this payroll item has been created, you need to add it to employees you wish to pay the vacation on each payroll. This is done from the Employees List screen by clicking the “Payroll Items” link.

On Generating Payroll, the amount “Income – Vacation Per Pay” will be calculated automatically from the income total of the current payroll multiplied by the vacation rate defined for the employee. There won’t be any hours or rate defined for this payroll item. If you modify the income of the current payroll, click the “Refresh” button to recalculate the vacation amount.
Note: Did you know that it is forbidden to pay vacations on each payroll in some provinces? Please verify with the corresponding revenue agencies you are using on your payroll.