Payroll that agrees with the bank
The step that quietly does not get done
Payroll usually runs on time. Somebody enters the hours, the provider processes the run, the staff are paid, and the remittance leaves the account. What often has no owner is the step after that: checking that what the provider says it did is what the bank shows, line for line, and that both of them landed in the books in the right place.
Skipping it is invisible for a while. A run entered against the wrong account, a remittance recorded gross where it should have been split, a statutory holiday paid twice — none of these stop anything. They sit in the books until a year-end or an audit of some kind finds them, eleven months of pay periods later, at which point correcting one means correcting all of them.
What coordination actually covers
Your payroll provider processes each run and makes the remittances. What we carry is everything around it:
- The calendar. Pay period end dates, the cut-off for hours, and the remittance dates, kept in one place so nobody is chasing a deadline they found out about that morning.
- The inputs. Hours, salaried exceptions, overtime, vacation taken, statutory holidays, new hires and departures — collected before the cut-off and confirmed back to you before the run goes.
- The recording. Every run entered in QuickBooks Online as wages, source deductions and employer costs, split the way your accountant expects to see them rather than as one lump.
- The reconciliation. The provider's report, the bank, and the books compared after every run. Differences are found in the week they happen, when somebody still remembers the pay period.
- The employer accounts. Workplace insurance and the employer side of each remittance recorded as the run is recorded, so the quarterly figures are already there when they are asked for.
What stays with your provider, and what stays with you
Your payroll provider runs the payroll, produces the pay statements, and makes the remittances in your name. You approve each run before it goes. What arrives from us is the confirmed input, the recorded result, and the reconciliation afterwards.
Employee personal data stays where it already lives. Pay statements, social insurance numbers and banking details belong in the provider's system and in your own records; the reconciliation is done from totals and from the provider's summary reports.
Scope
Up to twenty employees and up to two runs in a month is the normal shape of this work. Above that, or where there is more than one payroll provider or more than one legal entity, the scope is looked at first and the answer comes before anything starts.
Questions we are asked
We already have a payroll provider. Does this replace them?
It sits beside them. They process and remit; we make sure the calendar is kept, the inputs are right before the run rather than after it, and the books and the bank agree with what they produced.
Our payroll has not been reconciled in a year. Is that a problem?
It is the ordinary starting point. Bringing the past periods into agreement is clean-up work, quoted after a read-only look, and the monthly rhythm starts once the books and the provider's records agree.
Can you handle staff paid in two provinces?
That depends on how your provider is set up and on what your accountant has already decided about it. Bring the question to the fifteen-minute call and it gets a straight answer, including where the answer is somebody else's to give.
One next step
A fifteen-minute call about your month, at no cost. Ask for a call.