With so much talk about accounting professionals upgrading their tech stack — from AI to billing tools — standardizing payroll needs to be part of the conversation. As an accounting professional who manages payroll for multiple business clients, you probably spend a good chunk of your week inside different systems. Maybe you have longtime clients still on the payroll platform you started with years ago, while newer clients are using the software you’ve recently adopted. Over time, it adds up — each platform has its own quirks, tools, and setup process. Individually, they all get the job done. But together? They make payroll take longer than it should.
If that sounds familiar, you’re not alone. Many practices are realizing that simplifying their tech stack begins with streamlining payroll and running every client on a single platform.
Why payroll is where you’ll feel the difference first
Payroll is likely one of the most valuable services you offer clients. When we surveyed accounting professionals, 33% rated it as extremely important, and 48% said it was a very important part of the equation when taking care of the small businesses they work with.
But here’s the issue: working across multiple systems means every pay run feels a little different. Reports look different. Imports behave differently. Even handling filings or support questions can take extra steps.
By moving your clients onto a single platform, you create a streamlined, repeatable process that saves time, reduces errors, and makes it easier to consistently deliver great service — for one of the most important parts of your practice. It’s the same logic behind simplifying any part of your tech stack; payroll just happens to be where the benefits are felt the most.
What standardization looks like
Standardizing payroll doesn’t mean forcing each client into the same workflow. It’s about creating a system that works the same way across clients while still allowing for flexibility when needed.
That might include:
- Using consistent templates for collecting hours or salary updates
- Setting clear expectations for when and how clients send payroll data
- Running all clients through one trusted platform that handles filings, reports, and compliance reliably
With one set of steps leading the way, you get more time to focus on accuracy, service, and client communication. It can also create opportunities to discuss new advisory services you offer and bill for.
Making the switch without getting overwhelmed
If the idea of switching systems for multiple clients is making you feel anxious, start small.
- Map your current setup. Write down which clients are on which systems and what’s working (or not) with each.
- Pick your best-fit platform. Look for one that’s easy to use, integrates with your GL, automates filings, and offers partner support.
- Test the process. Choose one or two clients who’ll benefit most from the change and run a pilot.
- Build your process. Create standard templates and checklists based on what works.
- Expand gradually. Once you’ve seen the time savings firsthand, moving the rest will feel natural.
And keep in mind that modern payroll platforms, like OnPay, will handle most of the migration work for you, helping to set things up and managing the transition behind the scenes. Right from the start, you have a partner invested in your success.
The tangible benefits: time, accuracy, and insight
Here’s what changes when you move managing payroll to one payroll software:
- Save time on every pay run. One login, one process, and no more toggling between systems.
- Reduce errors and rework. Familiar workflows mean fewer missed steps or manual fixes.
- Train and delegate with confidence. If you have a team, everyone follows the same playbook, with less time spent tracking down information and clearer communication.
- Deliver a better client experience. Questions get answered faster, deadlines are easier to meet, and clients notice the consistency.
- Get a clearer view of client data. When all your clients are on one payroll system, you can spot insights about headcount trends, cash flow, or tax planning opportunities that help you expand your advisory work.
Time savings matter, and they’re clearly a priority that firms have on their list. OnPay’s research found that 38% of accounting professionals rank efficiency improvements at the very top of their to-do list as the year comes to a close. Standardizing payroll is one of the fastest ways to deliver on that goal.
Get support that actually knows your practice
Here’s a benefit that often gets overlooked: when all your clients are on one platform, you work with a single support team that’s familiar with your practice and how you operate. No more juggling multiple support phone numbers, email addresses, or chat tools. Instead, with providers like OnPay, you get one dedicated Partner team contact who knows your workflow, is familiar with your client base, and can proactively help when issues arise.
Unlock service offerings
OnPay survey data shows that 40% of accounting professionals want to expand client advisory services, often referred to as CAS. To provide proactive services, such as cash flow forecasting, KPI tracking, or virtual CFO support, you need clean and easily accessible data. Having payroll scattered across different systems makes it harder.
When everything’s in one place:
- Building service packages is easier because you’re not pulling data from multiple sources
- You can quickly identify which clients would benefit from additional services
- Clients see you as a strategic partner, not just a payroll processor
Streamlining payroll puts your practice ahead
Streamlining might feel like a heavy lift at first. But over time, it changes how your firm operates. You’ll spend less time managing exceptions and more time strengthening client relationships and expanding your advisory role. By simplifying the systems behind payroll, you position yourself as the trusted advisor your clients rely on — year after year.
