Still managing payroll manually? It’s costing your business more than just time. A smart, cloud payroll software solution doesn’t just streamline the payroll process—it helps you stay compliant with Inland Revenue, save money, and pay employees accurately every time.
This guide walks you through how to review payroll software for your small business or growing organisation—so you can choose a system that simplifies payday, empowers your team, and sets your business up for long-term success.
1. Start by understanding your payroll needs
Before diving into payroll plans, take time to pin down exactly what your business needs. Choosing the best payroll software for small businesses means finding one that fits your structure, industry, and growth stage to avoid frustration down the track.
Match your payroll software to your business size
Small businesses benefit from intuitive online payroll solutions with automated features and flexible pricing. Larger organisations may need to track hours across multiple locations and users, with more robust reporting and compliance controls.
Consider your industry
Different industries have unique payroll needs, from retail and hospitality to healthcare and construction. Cloud payroll software that supports flexible rostering, leave requests, public holiday detection, and contractor pay is essential across many sectors.
Assess complexity early
Do you pay contractors? Manage shift workers? Need automated payday filing or GST-inclusive payments? More complex pay structures are best served with software that delivers accurate calculations and time-saving automation.
2. Look for must-have payroll features
Not all payroll platforms offer the same value. Focus on features that cut down admin time, improve accuracy, and provide easy access to tools used by your payroll staff and employees .
Automated payday filing and tax compliance
Your payroll software should automatically handle PAYE intermediary tasks, tax calculations and deductions, and file directly with Inland Revenue via the IRD Gateway. BizEx takes care of all this, helping Kiwi businesses stay compliant with ease.
Track time and empower employees with self-service
Modern payroll software should make it easy for employees to manage their own time and pay, while saving your payroll staff hours of admin.
With BizEx, employees can clock in and out, submit timesheets, request leave, and view payslips through the mobile app. Approved hours and leave sync directly into payroll, reducing manual entry and eliminating delays on payday.
Reporting that helps you stay in control
Review costs, track expenses by department, and meet reporting obligations. BizEx facilitates cost centre tracking and makes exporting reports to your accounting system easy, giving you visibility and control over your payroll expenses.
Built-in data security
Protect sensitive payroll data by choosing a solution with secure cloud storage, user permissions, and regular backups. BizEx is a fully cloud-based payroll software solution built to keep your data safe while your team gets on with the job.
3. Why cloud payroll is the smarter choice
Online payroll software gives your business flexibility, reliability, and control—all without the maintenance headaches of traditional systems.
- Run payroll from anywhere—perfect for hybrid or remote teams
- Get real-time syncing with accounting tools and reporting platforms
- No installations or manual updates
- Scales with your business as you grow
BizEx is a true online payroll solution with no limit on the number of employees, designed specifically for New Zealand businesses.
4. Make sure it integrates smoothly
Payroll doesn’t operate in isolation. A good payroll system should integrate with your existing tools to improve efficiency across your entire organisation.
- Sync employee timesheets from rosters directly into the payroll system
- Push payroll data to your accounting software for better reporting
- Track leave, hours worked, and payroll costs without double entry
- Reduce manual errors and save time across departments
5. Evaluate payroll software usability and support
Even the most feature-rich software is only helpful if your team can use it. Great payroll software should feel intuitive for admins and employees and be backed by responsive support.
User-friendly experience
Look for simple, modern interfaces with straightforward navigation and mobile accessibility. With BizEx, payroll admins and employees benefit from a clean experience that makes managing pay and leave easy from the first pay run.
Dedicated support and training
Choose providers that offer help with implementation, including data import and your first pay run. BizEx provides personalised support, training resources, and regular updates to help Kiwi businesses get the most from their payroll service.
6. Know the costs and the value
Understanding the whole cost structure helps you compare payroll plans and calculate the long-term return on investment.
What to compare:
- Per-employee or per-month subscription pricing
- Setup and training costs
- Premium features (e.g. additional reports or integrations)
- Support fees (if applicable)
Calculate the value
The benefits of accurate, automated payroll add up fast:
- Time saved on admin
- Fewer payroll errors
- Improved compliance
- Happier, informed employees with self-service access
7. Plan for a smooth payroll software implementation
Rolling out new online payroll software doesn’t have to be stressful. With a clear plan and the right support, your transition can be seamless.
Get your data ready
Revise and update employee records to ensure names, tax codes, KiwiSaver details, leave balances, and hours worked are accurate and complete before importing them into your new system.
Create an implementation timeline
Choose a low-stress time in your payroll calendar, map key setup stages (like data import and testing), and assign responsibilities to avoid last-minute scrambles.
Train your staff
Offer hands-on training for payroll admins and walk-throughs for employees using self-service tools, so everyone’s confident on day one.
Test before going live
Process one full payroll in your new system while still using the old one—then compare results side-by-side to ensure accuracy before your first live pay.
One of the biggest payroll decisions you’ll face is whether to handle payroll in-house or outsource it. Each approach has benefits and drawbacks, depending on your business’s size, structure, and needs.
How BizEx payroll solutions help Kiwi Businesses succeed
BizEx’s cloud payroll software simplifies payroll management for small businesses and growing organisations. With intuitive, all-in-one payroll features, our payroll solution frees your staff to focus on what matters most.
Ready to simplify payday and start seeing the benefits of smarter payroll? Book a free demo with BizEx today.