💰 Payroll: Configure processes in TaxDome

Here we will tell you how to set up your payroll workflow in TaxDome: how to deal with recurring tasks, automate routines, set up schedules for recurring jobs, onboard new clients with ease and work with clients who have different pay schedules.

Tip: Download this Simple Checklist to track your progress in setting up TaxDome for Payroll and save time!

Covered here:

Automate routine tasks
Use pipelines to automate recurring workflow

Set up a payroll pipeline
Set up schedules for recurring jobs
Handle clients with different pay schedules

Onboard new payroll clients

Automate routine tasks

We strongly recommend you use pipelines as the most productive feature to automate recurring workflow. However, for payroll processing, you can also confine yourself to using recurring tasks.

TaxDome offers three options for recurring tasks. Choose the most that works best for you:

Create blank recurring tasks — the assigned team member will have to add to-do items for each new task.
Create recurring tasks with all the possible steps for completion — the assigned team member will be able to remove unnecessary steps once they start working on the task.
Create recurring tasks based on a template — similar to the second option but more convenient for the firm owner, since task templates could also be used in pipelines (watch this video to learn more).

You can also check some task templates in our library:

Weekly payroll processing
Bi-weekly payroll
Quarterly payroll filings
Year-end payroll

Use pipelines to automate recurring workflow

A pipeline is the most productive feature for recurring payroll processes. Here's how to use it for your payroll practice:

Set up a payroll pipeline
Set up schedules for recurring jobs
Work with clients who have different pay schedules or specific tasks

Set up a payroll pipeline

Explore our basic Weekly Payroll (Extended) pipeline template from the library.

Or, set up a template using the following features to automate your workflow:

Use automations for creating and sending:

Organizers with data and document requests
Messages and emails to your clients on their payroll status
Automatically assigned tasks for your team members
Invoices for your clients
And more

Link data to jobs (such as invoices, timesheets, instructions for your employees, or any other docs, so your team always have it all in one place).
Use separate tasks outside pipelines for specific processes, such as internal audits or regular to-do items for the client that aren’t a part of their regular workflow.
View tasks inside the pipeline to see the whole workflow, manage and optimize it to your needs.
View tasks inside the calendar.

Want to see how you can convert your payroll processes into pipelines? Here we go:

Set up schedules for recurring jobs

If you decided to use pipelines for your payroll processes, you can set up schedules for recurring jobs for each client individually or for a group of clients at once. As the start date comes, the pipeline will automatically create jobs for everyone you added to the recurrence list.

To set up schedules, follow these steps:

Create a job template. Add shortcodes into the job name to automatically input specific information (i.e. payroll type and job creation date) and link guidelines for your team.
Add client accounts to the recurrence schedule.

Here we show you how to set up a schedule for recurring payroll jobs:

Work with clients who have different pay schedules or specific tasks

You may have payroll clients with different pay schedules (weekly, biweekly, semi-monthly or monthly). If you need to make one-off changes for some of them, use a flexible setup for all your clients in one pipeline. Here's how:

Use different recurrence settings for separate client groups (weekly, quarterly, etc.).
Use different recurrence settings for a single client (the client pays on Friday, not on Wednesday).
Temporarily change recurrence settings (weekly clients submitting hours earlier because of the holiday).

Watch how you can handle payroll clients with different pay schedules:

Adjust your processes for exceptional client types:

Create the task templates for a particular client group (or copy templates from the library)
Add conditional automations to the In preparation stage and set them up to create different tasks for particular clients.

This video will help you gain a better understanding of how to create a different set of tasks for clients with different pay schedules:

Onboarding new payroll clients

No matter what payroll processes you have, all new clients are onboarded similarly. Perfectly automated onboarding facilitates your payroll workflow.

You need to collect some general information about their company, prepare a proposal based on their needs, get the first payment, and then add them to your main payroll pipeline.