Getting Started With PayNW

What to Expect Before, During, and After Implementation

Thank you for considering PayNW as your payroll and Human Capital Management (HCM) partner. This guide is designed to provide a clear understanding of how we can support your business, from the moment you decide to get started to the ongoing partnership that ensures your success.

Our hands-on, structured approach to implementation and onboarding delivers a positive experience from day one for each of our clients. And our personalized service model shows our commitment to our partnerships; each client has a single point of contact for ongoing support whenever they need it most. 

Throughout this guide, you will find everything you need to know about working with PayNW; our support, our flexible solutions, and how we simplify payroll and HCM for you.

When you are ready, we will be here to help you take the next step toward a smoother, more efficient payroll and HCM experience.

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pinwheel-logo How Long Does It Take to Be Up and Running?

Getting started with PayNW is a smooth process, usually taking around 6–8 weeks. During that time, we will collaborate with you to gather the necessary details, configure the system to fit your needs, and make sure everything runs like clockwork before we go live.

In some cases, the timeline may stretch a bit longer - up to three months or more - if your business has more complex needs. But, if you are already using a fully integrated system, the good news is a lot of the info we need may already be organized and ready to go, which could make the transition a lot faster.

Here is a look at what can impact your timeline:

What Helps Speed Things Up?

  • Data Readiness: If your current system makes it easy to export data, we can quickly transfer and validate everything  we need, such as employee info, payroll history, and benefits settings.
  • Pre-Built Templates: Our ready-made company templates cover 30–70% of standard configurations upfront, saving time even for businesses with more complex setups.
  • Dedicated Team Members: With a team member from PayNW dedicated to your success, you’ll have someone to answer questions, approve decisions, and help with training, keeping things moving smoothly.
  • Simpler Business Structures: If you are a single-location business or do not have specialized tax setups, you may need less custom configuration, making the process quicker.

What Can Cause Delays?

  • Disorganized or Missing Data: If your records are not well-organized or need to be compiled manually, it can take longer to gather and validate everything.
  • Manual or Disconnected Systems: If you are switching from in-house processes or using multiple disconnected tools, it may take extra effort to integrate everything and reconcile your data.
  • Tax or Compliance Issues: If your current tax setup has errors or is not compliant, we may need to schedule the transition with a clean quarter or year to ensure everything is reported accurately.
  • Phased Rollouts: Some businesses like to roll out features in stages, including starting with payroll and adding tools such as timekeeping or onboarding later, so they can manage internal changes more easily.

How PayNW Supports You Along the Way

  • Flexible Rollouts: We can prioritize key features, such as payroll, to get you up and processing quickly while we introduce other tools as needed. 
  • Guided Weekly Checkpoints: Regular check-ins with you help us stay on track and catch any potential roadblocks early.
  • Expert Guidance: We provide easy-to-follow instructions and helpful templates, so you can efficiently prepare your historical data with confidence, ensuring a smooth transition to PayNW.

At PayNW, we understand that every business is unique. Whether it takes six weeks or a full quarter, we will be with you every step of the way, making sure your transition is seamless and successful.

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pinwheel-logoWhat Do I Need to Provide to Get Started?

Getting started with PayNW is simple, but we know gathering all the details can feel like a big task. Don’t worry. We are here to guide you through every step of the process. To set up your account and ensure a smooth transition, we just need a few key pieces of information from you.

What Information Do You Need?

  • Employee Records
    • Basic info, including names, job titles, and contact details.
    • Payroll data, including pay rates, deductions, and tax withholdings.
    • Benefits details, including healthcare, retirement, or any other programs employees are enrolled in.
    • Employment history, if needed, to ensure accuracy from day one.
  • Onboarding Documents
    • Forms you currently use, including I-9s, W-4s, or direct deposit forms.
    • Employee training materials, if applicable, so we can integrate them into the system.
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  • Company Details
    • Tax IDs for federal, state, and local filings.
    • Bank account details for setting up direct deposit for payroll.
    • Company policies, such as PTO accrual rules, benefit waiting periods, and anything else that impacts employee management.
  • Payroll History (If Applicable)
    • Recent payroll reports, including pay dates and year-to-date totals.
    • Tax filing details to make sure everything transitions smoothly and stays compliant.

How Does PayNW Help?

We understand that every business is different, and not everyone has all their information meticulously organized. That is why we are here to make this process as easy as possible:

  • Templates to Simplify the Process: You will get pre-formatted templates and Excel workbooks to make compiling and sharing your data a breeze.
  • Step-by-Step Guidance: Our team will work closely with you to clarify what is needed. Whether you are pulling info from your current system or gathering records manually, we have your back.
  • Flexibility for Gaps in Data: If there is missing info or something is tricky to find, we will help you fill in the gaps with our structured workflows and prebuilt templates.

Starting something new might feel overwhelming, but with PayNW, you will have all the tools and support you need to get things done smoothly. From templates to guidance, we will be with you every step of the way.

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pinwheel-logoWho on My Team Needs to Be Involved?

Getting started with PayNW is a team effort, but don’t worry, it does not mean involving your entire organization. Typically, we will work with just a couple of key people during the onboarding process to keep things streamlined and efficient.

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Key Roles

1. Primary Contact (Payroll or HR Administrator):

This person is our main point of contact and handles:

  • Providing employee and company data, payroll records and benefits info.
  • Answering questions about your current payroll, HR, or compliance processes.
  • Coordinating internally with other team members, if needed.

2. Supervisor or Decision-Maker

This person helps ensure everything aligns with your company’s goals and priorities. They are responsible for:

  • Approving key decisions on processes, tax filings, and workflow configurations.
  • Offering leadership support to address any challenges that come up during onboarding.

Other Roles That Might Be Involved:

Depending on your company’s size and complexity, a few other team members may be needed:

  • IT or Technical Support Staff: If you need integration with existing software or infrastructure, we may work with your tech team to ensure everything connects seamlessly.
  • Finance or Accounting Personnel: For questions about budgets, reporting, or payroll alignment, your finance team might provide input.
  • Department Managers: If you need to fine-tune workflows for timekeeping or scheduling, managers can offer valuable insight into day-to-day operations.

What’s Most Important?

The key people involved in onboarding should:

  • Have access to the right data, such as payroll history and employee records.
  • Be able to make decisions about processes and configurations.

We work flexibly to meet your needs, whether your team is large or small. Our goal is to include all the right perspectives without overcomplicating the process. Together, we will make sure the transition is smooth and successful.

Download the Buyer's Guide Everything you need to  know about working with PayNW, in PDF form.  

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pinwheel-logoHow Do I Know Which Modules I Need?

It can definitely feel overwhelming trying to figure out exactly which tools you need, especially since every business is different. That is why we take a collaborative approach to help you make the right choice. Our process ensures you get the features that matter most to you right now, while also keeping things flexible for the future.

To make sure you're comfortable and have a solid understanding of which features would best suit your business, we'll guide you through a structured but individualized orientation process with three main steps: 

1: Discovery Call

2: Demo session

3: Configuration

Share your priorities and ask questions.
See features in action.
Build and roll out your setup at your own pace.

How we proceed after the final step is up to you and your comfort level.

Getting Started is Easy

Step 1: Discovery Call

We will kick things off with a conversation to get a clear understanding of your business. During this call, we will dive into:

  • Your current systems and workflows, what is working and what is not.
  • Pain points or inefficiencies you want to fix, such as reducing manual processes or improving compliance.
  • Your short-term priorities and long-term goals, so we can focus on what matters most for you right now.

By the end of this step, we will have a solid idea of which features will give you the most value right away, and which ones can be rolled out later.

Step 2: Demo Session

Next, we will walk you through an interactive demo of the system. During the session, you will see:

  • Features and modules that match the needs we discussed during the discovery call.
  • Real-world examples of how those tools can streamline your processes, tailored to your industry and structure.
  • Other modules you might want to consider, so you can see all the possibilities.
This is your chance to explore the system and ask as many questions as you like, so you feel confident about your decisions.

Step 3: Scalable Configuration

You do not have to adopt everything all at once. Whether you are ready to expand quickly or prefer to take things one step at a time, we have you covered. Here is how we can scale to your pace:

  • If you’re ready to expand quickly, we’ll configure everything from the start. We build the full suite of modules you need right away—payroll, time tracking, onboarding, benefits, and more—so your system is optimized from day one to support your processes and deliver a smooth, intuitive experience for your team.
  • If you are not ready for that level of change, you can start with a few modules that address your current priorities and expand gradually. No pressure, this is all about working at a pace that fits your team’s capacity.

Our system is designed to grow with you, whether you are adding more features quickly or taking a slower, more measured approach. Adding new tools will not require reconfiguring everything from scratch, so you can always build at the right pace for your business.

Focused on Your Needs, Not Ours

At PayNW, we believe in keeping things simple. We will guide you toward the right tools for your business without pushing unnecessary features. If you are unsure about what is best, our open-ended conversations during discovery and demo sessions will help uncover opportunities to save time, reduce costs, and support your growth.

Making these decisions can feel overwhelming, but we are here to make it easy, and to ensure that every tool you adopt truly works for you.

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pinwheel-logoWhat Happens if I Need Additional Modules Later?

At PayNW, we understand that businesses evolve, and so do their payroll and HR needs. That is why our system is designed to be flexible and scalable, ensuring you can easily add or remove modules as your requirements change without disruption or complexity.

How We Recommend the Right Modules for You

 From the very beginning, we focus on understanding your unique business needs to ensure that the system supports your goals. We work with you to identify the features that will deliver the most value to your team.

  • Discovery Phase: We start by conducting an in-depth conversation about your operations, challenges, and priorities. Whether you are looking to reduce manual tasks, improve compliance, or streamline processes, we identify the features that will have the greatest impact.
  • Personalized Recommendations: Our team recommends the right suite of modules based on what will best suit your industry, business size, and goals.
  • Scalable Strategy: We guide you to begin with the essentials, leaving room for expansion as your needs grow. This ensures you are not paying for unnecessary features while staying ready for the future.
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Adding Modules Later

  • Assessing Your Needs: When you are ready to expand functionality, whether that is adding time tracking, onboarding, or benefits administration, we will work with you to evaluate how the new module fits into your current workflows and objectives.
  • Seamless Integration: Adding new modules is simple. Our platform includes pre-built templates and configurations that ensure quick setup, keeping everything aligned with your existing system.
  • Guided Training and Support: We provide tailored training sessions for your administrators and team members to ensure they get the most out of the new tools. Our support team is always available to assist with any questions or adjustments.

Removing Modules

  • Easy Adjustments: If a module is no longer necessary, we will guide you through the process, ensuring no disruption to the remaining system or data. Our team handles it all, keeping your business running smoothly.

Built for Scalability

  • Flexible for Your Growth: Whether you are scaling up due to expansion or refining processes for greater efficiency, PayNW’s platform grows with your business. It is designed to handle increased complexity without overwhelming your team.
  • Cost-Efficient Flexibility: You only pay for the modules you actively use, making it easy to scale your services up or down while staying within budget.

Future-Proof Without Hassle

PayNW’s modular system ensures you can adapt as your business grows or priorities shift. Whether you are adding new capabilities or simplifying processes, we are here to make the transition seamless and support your success.

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pinwheel-logoHow Does the System Integrate with My Accounting Software?

We know how important it is for your payroll and accounting systems to work together smoothly. That is why PayNW offers flexible integration options to fit a variety of needs, whether you  are using a popular accounting platform or something more specialized.

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Integration Options

Open API Integration:
  • PayNW’s system includes an open API, which allows for real-time data transfer between PayNW and your accounting software.
  • This option is perfect for businesses with  sophisticated systems that need seamless, automated connections.
Third-Party Integration Support:
  • For custom integration needs, we partner with specialists who know our system inside and out. They can build tailored solutions to connect PayNW with your specific accounting software.
File Export Options:

  • If you do not need full API integration, we have you covered with file export options. You can easily export data in formats including:

    • CSV (Comma-Separated Values)

    • Excel spreadsheets

    • XML or text files

  • These files can be uploaded into most accounting platforms that support data imports.

Why it Matters

  • Save Time and Reduce Errors: Automating the data flow between systems eliminates the need for manual entry, saving your team time and reducing the risk of mistakes.
  • Flexible and Customizable: Whether you need a real-time connection via API or simple file exports, we have options that fit your business’s unique setup.
  • Built to Scale: As your business grows, our integration capabilities grow with you, so adapting to new needs is seamless. No need to start from scratch.

How PayNW Supports Your Integration

  • Step-by-Step Guidance: We provide clear instructions and documentation to help you set up API integrations or configure data exports.
  • Access to Trusted Specialists: For more complex integration needs, we will connect you with trusted third-party partners who are experts with both PayNW and the most used accounting tools.

Looking Ahead

We are actively working on expanding our list of supported accounting platforms to make it even easier for clients to  explore integration options.

Whether you need a simple file export or a fully automated connection, PayNW is here to help you bridge the gap between payroll and accounting.

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pinwheel-logoDo I Need to Run Parallel Payrolls?

It’s completely up to you. We understand that switching systems can feel overwhelming, and running full parallel payrolls can add to that stress. That’s why most of our clients choose our smoother alternative: a short dual-maintenance period that gives you the confidence everything is accurate, without doubling your workload. And if running a full parallel payroll feels right for your team, we’ll support you every step of the way and make the process as smooth and stress-free as possible.

What Is the Dual-Maintenance Period?

Think of this as your safety net during the transition. For a brief time, you will maintain some data in your current system while also entering it into PayNW’s platform. This way, you can be sure your payroll records are spot-on before we process your first payroll with PayNW.

First Pay Period:
  • Employees will continue clocking in or recording hours in your current system while we finalize configurations and test
    PayNW’s setup.
  • We will mimic those entries in PayNW to verify that everything, such as taxes and deductions, calculates as expected.
Second Pay Period:
  • Employees will start using PayNW’s system for clocking in, recording hours, and payroll processing.
  • Your old system will act as a backup to double-check that everything is running smoothly.
Full Transition:
  • After successfully processing your first payroll with PayNW, you can retire your old system. No more double updates.

What is a Parallel Payroll?

A parallel payroll is when you process payroll in both your old system and your new one at the same time, typically for one or two pay periods, to compare results and confirm everything is accurate before fully transitioning.

While some businesses choose this route for added peace of mind, it can be time-consuming and create extra work. That’s why most of our clients opt for our dual-maintenance approach instead. It’s a smoother alternative that validates accuracy without doubling your efforts. If you prefer to run a full parallel payroll, no problem. We’ll support you every step of the way and ensure the process is as stress-free as possible.

How PayNW Supports You During This Phase

  • Hands-On Guidance: We will help you set up and configure your employee data, so it is accurate from the start.
  • Ongoing Check-Ins: Regular check-ins keep everything on track and help us resolve any issues quickly.
  • Accuracy Assurance: We double-check payroll calculations to make sure everything is correct before we process it.

We know transitioning payroll can feel overwhelming, but with PayNW’s process and support, you can count on a smooth switch without disruptions.

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pinwheel-logoWhat Will My Payroll Process Look Like?

Payroll processing with PayNW is designed to reduce manual effort, streamline workflows, and ensure compliance, all while keeping you in control of your payroll.

Here is an overview of how the process works.

Client Responsibilities

Verifying Employee Data:
  • Clients are responsible for ensuring that all time entries, employee records, and payroll-related  updates (such as deductions or tax changes) are accurate before submission.
Submitting Payroll:
  • Once the data is verified, clients process and submit payroll through PayNW’s platform.
  • The system makes this step easier by flagging  potential errors, such as unusual payment amounts or missing details, to help catch mistakes early.
Monitoring Changes:
  • Clients oversee any changes initiated by employees (such as updates to direct deposit information or W-4 changes) and approve them in the system, reducing manual data entry.
Approving Key Adjustments:
  • For payrolls that exceed standard thresholds (for example, unusually high pay amounts), additional client approval may be required before processing. This extra step ensures added control over critical transactions.

PayNW’s Role

Processing Paychecks:
  • PayNW generates direct deposit files and schedules payments for employees. If paper checks are required, PayNW also handles the printing and shipping of those checks to you for distribution to your employees.
Handling Taxes:
  • PayNW takes care of calculating, filing, and paying payroll taxes on the client’s behalf, ensuring they are submitted accurately and on time.
Tax Compliance Audits:
  • Processed payrolls are audited for tax calculation and compliance to ensure accurate filings and payments to appropriate agencies.

Automation and Efficiency

System Notifications:
  • The platform sends proactive alerts for critical actions, including missing punches, overtime risks, or incomplete employee records. These notifications help reduce errors and improve payroll accuracy before submission.
Self-Service for Employees:
  • Employees can update personal details, such as direct deposit information and tax withholdings, directly through the system. This reduces administrative overhead and speeds up the approval process.
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pinwheel-logoWhat Ongoing Support Will I Receive?

At PayNW, we believe support does not end after implementation, it is the foundation of an ongoing partnership. Our goal is to make sure your payroll and HR processes run smoothly,
no matter what challenges arise.

Here is what you can count on:

Dedicated Account Representatives

Every client is paired with a dedicated account representative who becomes your go-to person for all questions and support needs. Your rep takes the time to understand your business, workflows, and unique requirements, ensuring you get personalized, tailored assistance.

Team Backups for Uninterrupted Support

In addition to your primary rep, you will have access to a backup team who’s familiar with your account. This ensures that even during vacations, holidays, or unexpected absences, you’ll always have someone ready to help, no interruptions to your support.

ongoing-support

Fast and Reliable Response Times:

  • All requests are responded to within 4 business hours, with high-priority payroll-related issues addressed within 2 business hours.

Emergency Payroll Support

For issues outside of regular business hours, PayNW offers a 24-hour emergency payroll line. Critical concerns get a callback within 2 hours, even on weekends or holidays, so you can have peace of mind during emergencies.

Proactive and Ongoing Support:

  • Regular System Updates: You will not have to worry about software updates. We handle all updates seamlessly.
  • Change Management Assistance: Whether you are adding new modules, adjusting workflows, or scaling your system, we will guide you through every step of the process.
  • Educational Resources: From webinars to helpful guides, we offer ongoing training to help you and your team make the most of PayNW’s features.

By combining this comprehensive support model with proactive communication and dedicated resources, PayNW makes sure you feel confident and prepared to manage your payroll and HR processes effectively.

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pinwheel-logoHow Do You Support My Employees?

At PayNW, we empower your employees with the tools they need to manage their payroll, HR tasks, and personal information independently. While we do not communicate directly with your employees, we provide them with easy-to-use self-service tools, allowing them to access valuable information and make updates without relying on HR or managers.

Employee Self-Service Tools

Access to Critical Information:

Employees can securely log in to view and download:

  • Pay statements and W-2s.
  • PTO balances and accrual details.
  • Company policies, handbooks, and other important documents.
Self-Service Requests and Updates:

Employees can:

  • Request time off and track approvals.
  • Update their direct deposit details.
  • Adjust their tax withholdings (e.g., W-4 changes).
  • Complete onboarding forms digitally, no paper required.

Keeping Everyone Informed

PayNW’s system sends automated notifications to both employees and managers, ensuring everyone stays in the loop with minimal effort:

  • Alerts for missing punches or approaching overtime thresholds.
  • Reminders for upcoming certification renewals or other key dates.

This automated communication reduces the workload for managers and HR teams while ensuring employees stay informed.

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Supporting Your HR and Management Teams

We do not just set up the system and leave it at that. We ensure your team is fully equipped to help employees get the most out of the platform.

  • Train-the-Trainer Approach: We provide guidance for managers and HR teams on how to assist employees with using the system, making sure they can troubleshoot and offer support effectively.
  • Automation for Routine Tasks: We handle routine reminders and alerts, such as those for certification expirations or time-off balances, so your HR team can focus on more strategic priorities.
  • Backup Support When Needed: If an issue arises that needs additional attention, PayNW’s support team is always ready to step in and resolve it quickly and securely.
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pinwheel-logoWhat is Included in Your Implementation Support?

Personalized, Hands-On Assistance:

  • We work closely with you to address your unique needs, going beyond cookie-cutter solutions.

Scalable and Flexible for Every Business:

  • Whether you are a growing company or managing complex operations, our implementation approach adapts to your situation.

Minimized Disruptions:

  • Our proactive approach ensures that the transition is smooth, minimizing disruptions so you can continue running your business.
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At PayNW, we are here to make the transition easier so you can focus on what matters most, growing your business. Let us help you start on the right foot.

Making the Transition Easy for You and Your Team

At PayNW, we understand that transitioning to a new platform can feel overwhelming. That is why we are here to guide you on every step of the way. From gathering data to configuring workflows, we tailor our support to ensure the implementation process is as seamless and efficient as possible.

1. Data Gathering and Preparation

Clear Guidance for Historical Data:
  • We provide easy-to-follow instructions and helpful templates, so you can efficiently prepare your historical data with confidence, whether from another system or paper file.
Templates for Easy Data Import:

You will receive pre-formatted Excel workbooks to make data entry simple. These workbooks include:

  • Employee details, including roles, pay rates, and tax  information.
  • Payroll history, including year-to-date totals and past tax filings.
  • Company policies, such as PTO accrual rules and benefits eligibility.

2. System Configuration

Custom Workflows to Match Your Needs:
  • Together, we will configure workflows, including time-off requests, benefit enrollments, and payroll approvals to fit the way your business operates.
Pre-Built Templates for Faster Setup:
  • Our platform includes pre-built templates that cover 30–70% of standard configurations, helping speed up the setup while leaving room for customization.

3. Training and Support

Train-the-Trainer Approach:
  • We ensure your HR and payroll administrators are fully confident using the system so they can train managers and employees effectively.
Weekly Check-Ins:
  • Regular meetings keep the process on track and address any challenges that come up quickly.
Thorough Testing and Validation:
  • Before going live, we conduct extensive testing to confirm that workflows, data, and calculations are accurate and ready to use.

4. Flexible Implementation Timeline

Phased Rollouts at Your Pace:
  • Start with core functions such as payroll, and add other modules (e.g., timekeeping or benefits) as your team becomes ready.
Guidance for Managing Change:
  • Transitioning to a new system can be a big
    adjustment. We provide tools and advice to help secure buy-in from both stakeholders and employees, ensuring a smooth process.
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pinwheel-logoDo I Have to Start at the Beginning of a Quarter, or Can I Start Mid-Quarter?

At PayNW, we understand that starting payroll at the beginning of a quarter is not always
necessary. In fact, you can start mid-quarter, as long as your first live payroll falls within the quarter. There is no need to wait until the beginning of a new year or quarter to begin. It is up to what works best for your business.

What is a Mid-Quarter Start?

A mid-quarter start means that your first live payroll occurs within the quarter, not at the start of a new quarter. This allows you to begin the transition at a time that works for your business, without waiting for a fresh quarter to begin.

Mid-Quarter Start Process:

  • The Two-Payroll Rule for Quarter-End: To ensure accurate tax reporting, we require processing at least two payrolls in the system before the quarter ends. This helps minimize tax liability and simplifies the transition. If running two  payrolls within the current quarter is not feasible, we will work with you to coordinate the first payroll to align with the start of the next quarter.
  • Managing Tax and Reporting: We manage all the tax liabilities from your previous system, ensuring that no vital details are missed. All necessary historical payroll data is expertly imported and audited, so your quarterly and year-end filings remain accurate.
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Why Do Mid-Quarter Starts Work Seamlessly?

PayNW’s platform is flexible, and we make the transition simple, regardless of when you start. Using pre-built templates and configurations, we can ensure that everything integrates smoothly into your system, without disrupting your payroll processes.

Client Support Every Step of the Way

  • Weekly Check-Ins: Regular updates and check-ins ensure that your transition stays on track, and we are quick to resolve any challenges.
  • Comprehensive Tax Management: We handle all tax data transitions, ensuring your filings and payments are accurate and on time.

Benefits of Starting Mid-Quarter

  • Flexibility: There is no need to wait for the beginning of a new year or quarter. You can start at a time that best suits your business and payroll schedule.
  • Operational Continuity: We work to ensure that your payroll and HR functions keep running smoothly, even during the transition.
  • Compliance Confidence: From taxes to reporting, we manage the technical details to ensure compliance every step of the way.

With PayNW, starting mid-quarter isn’t a challenge, it’s an opportunity to begin using a more efficient, reliable system on your schedule.

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pinwheel-logoWhat Should I Do Next?

We’re excited that you’re considering PayNW for your payroll and HCM needs!

The next step is simple:  let’s have a conversation to explore how we can best support your business.

Reach out to us to schedule a discovery call with one of our experts. During this call, we’ll take the time to learn more about your business, your goals, and the challenges you’re facing. We’ll discuss how PayNW can support your specific needs and ensure a smooth transition.

Book a Discovery Call

Wondering if our solutions would be a fit?

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