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The Annual Performance Review of Your Payroll Provider: A Small Business Imperative

Running a small business comes with its fair share of challenges, and one of the critical tasks that often goes under the radar is the annual performance review of your payroll provider. However, this seemingly mundane task is far from inconsequential. It can significantly impact your business’s financial health, compliance, and overall efficiency. In this article, we’ll explore why an annual performance review is essential, what key indicators small business owners should look for, and how to know when it’s time to make a change. We’ll also acknowledge the challenges of transitioning to a new payroll provider and highlight the invaluable support a reliable partner can offer throughout the process.

The Importance of an Annual Performance Review

Annual performance reviews of your payroll provider may not be as thrilling as strategic planning or marketing initiatives, but they are undeniably crucial. Here’s why:

  1. Financial Health: Accurate and on-time payroll processing is vital for the financial stability of your business. Errors or delays can lead to disgruntled employees and potential legal complications.
  2. Compliance: Tax laws and regulations are ever evolving. A competent payroll provider should ensure that your business stays compliant with these changes. Failure to do so can result in fines, penalties, and legal issues.
  3. Operational Efficiency: Your payroll provider should streamline your payroll process, saving you time and resources. An inefficient system can lead to unnecessary overhead and resource drain.
  4. Data Security: Payroll providers handle sensitive employee information. It’s essential that they have robust data security measures in place to protect this information from breaches.

Key Indicators to Look For

During your annual performance review, consider these key indicators:

  1. Accuracy: Check for errors or discrepancies in employee payments and tax calculations. Even a small error can have significant consequences.
  2. Timeliness: Late paychecks or tax filings can create unnecessary stress for both you and your employees.
  3. Transparency: Assess how well your provider communicates about fees, processes, and any issues that may arise.
  4. Compliance: Ensure that your provider is up to date with tax laws and regulations to prevent compliance issues.
  5. Technology: Review the technology and tools your provider uses. Outdated systems can lead to inefficiencies and potential security vulnerabilities.

Knowing When It’s Time to Make a Change

Sometimes, despite your provider’s history, it may be time to consider a change. You should consider making a switch when you notice:

  1. Repetitive Issues: If the same problems persist despite addressing them with your provider, it may be time for a change.
  2. Lack of Support: If your provider is unresponsive or unable to address your concerns adequately, it’s a sign they may not be the right fit.
  3. Growing Business Needs: As your business evolves and grows, your payroll requirements may change. A provider unable to adapt can hinder your progress.
  4. Better Alternatives: If you discover a local or specialized payroll provider that offers a better fit for your needs, it might be time to explore this opportunity.

Challenges of Changing Payroll Providers

Changing payroll providers can seem daunting, but with the right partner, it can be a seamless transition. Challenges may include data migration, employee training, and adapting to new systems. However, many providers offer support to help mitigate these challenges.

A reliable partner will assist with the transition process, ensuring your data is safely transferred, training your team on the new system, and providing ongoing support to address any questions or issues that arise. They should work closely with you to make the transition as smooth as possible.

In conclusion, the annual performance review of your payroll provider is not a mere formality; it’s a vital process to ensure your business’s financial health, compliance, and efficiency. Small business owners should continuously assess their payroll providers, looking for key indicators that signal whether a change is needed. Don’t fear the transition; with the right partner, it can be a step toward improving your business operations and employee satisfaction.


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Emily Gooding

Payroll Specialist

Emily is graduating in May with a BA in Business Administration from Lander University. She has gained valuable experience as a payroll intern for BMW. We are so excited to have her on the team and  to see her excel in her role as a Payroll Specialist.

Madison Capps​

Payroll Specialist

Madison received a BS in Psychology from Southern Illinois University in 2019. Since then, she has been working as a supervisor at Starbucks and earning her second degree, a BA in Administration and Accounting, from USC Aiken in the fall. She will be joining us as a Payroll Specialist and a valuable addition to our Paysmart team.

Kristen Wilby

Payroll Specialist

Before moving to South Carolina with her husband, Kristen worked as a Sales & Marketing Specialist for Premium King in Feasterville, PA, where she gained valuable experience in strengthening the brand and generating new business. Kristen also brings to our team several years of professional experience as an Executive Assistant and as an Office Manager, where she was first introduced to payroll. Kristen’s knowledge and her innate ability to establish genuine relationships contribute greatly to the team as we continue to grow and serve our clients.

Meg Whitaker

Payroll Specialist

Meg brings nearly twenty years of professional experience to the team. Most recently, she worked as a Payroll & Benefits Specialist in Centennial, Colorado. She and her husband recently moved back to the Carolinas for his job, and we were fortunate to find her! Before Colorado, Meg worked at CPI Security Systems in Charlotte, NC, for twelve years as a Billing Coordinator and Senior Administrative Assistant. She also gained three years of experience as an HR Assistant for a law firm in Fayetteville, NC. Her expertise significantly adds to our team and benefits our clients as we continue to grow!

Rachel McClaran, EA


Rachel plays a crucial role in developing Paysmart’s core processes and procedures, as well as overall strategy within the company. Rachel graduated from Bob Jones University and is an active member of the Junior League of Greenville and the South Carolina Association of CPAs. Her desire to serve her community has led her to become involved with several nonprofit organizations and to serve as the past Vice President of Finance for the Junior League of Greenville. Outside of the office,Rachel enjoys spending time on the water and traveling with her husband and their two children.

Hina Rogers

Payroll Specialist

Hina joined the Paysmart team in August 2022. She grew up in Portland, Oregon, before moving to Greenville, SC. She earned both a bachelor’s and a master’s degree in education. After college, she represented her alma mater as an enrollment counselor in the Southeast and Western states. She enjoys traveling, road trips, cooking, and quality time with her family. Hina looks forward to serving your company’s needs! 

Sharon Quantrille

Payroll Specialist

Sharon has spent several years in the accounting industry and has completed courses to hone her skills as a Payroll Specialist. Her background as an educator, professional musician, and Human Resources Generalist has contributed to her communication skills, commitment to professionalism, and organizational skills that make her a tremendous benefit to her Paysmart clients and colleagues. A graduate of Bob Jones University with a B.S. degree in Music Education, a Master of Music degree in Piano Performance and a Human Resources Generalist Certificate, Sharon spends her free time gardening, hiking, playing the piano, and spending time with her four adult children.

Haleigh Bates

Payroll Specialist

Haleigh joined our team in May of 2022 as a payroll specialist. Haleigh has over eight years of experience helping personal and small business clients with their financial needs. She received her Bachelor’s Degree from Georgia Southern University. She enjoys spending time with her husband and their three children, Caden, Addie, and Mason.  She likes to go hiking, spend time at the beach, and volunteer at her church in the children’s ministry. 

Courtney Rossello

Payroll Tax Manager

Courtney joined the team at Paysmart Payroll Services in September 2020.  She was raised in Simpsonville, SC, and graduated from Clemson University in 2009 with a bachelor’s degree in political science and a concentration in public administration.  Courtney began her payroll career in 2011 and currently works in the payroll tax department at Paysmart.  She strives to make every client feel comfortable knowing their payroll taxes and tax returns are handled accurately and efficiently.  Courtney is also a volunteer Treasurer for a local middle school in Greenville County.  In her spare time, she enjoys volunteering with special needs children, road trips, and spending time with her two daughters. 

Emily Hargrave

Senior Payroll Specialist

Emily received her bachelor’s degree in music from West Coast Baptist College. Since her college days, Emily has gained nearly 18 years of experience in office operations and project management. Emily joined Paysmart in 2017 and enjoys using her skills to support clients and the Paysmart team.

 At heart, Emily is a small-town country girl from the Midwest but is happy now to call the Upstate home, where she doesn’t have to endure harsh winters. Emily’s favorite ways to spend her free time are reading a good book, challenging herself with puzzles, and doing her best not to kill the plants in her garden.

Julie Shull

Client Success Specialist

Julie is the Client Success Specialist for Paysmart Payroll.  She joined the team as a Payroll Specialist in March of 2020. She received her Bachelor of Science degree from NC State University and earned an MBA from Gardner-Webb University while playing on the GWU women’s tennis team. After starting her career with Wilson Sporting Goods as a Financial Analyst, she took a few years off to raise twin boys until she began working for Greenville County Schools in 2014.  Julie enjoys spending time with her family and outdoor activities.

Brad Detandt

Payroll Administrator

A graduate of Northland International University with a BA in Counseling, Brad Detandt leads the day-to-day operations of the Paysmart team. He is eager to grow the firm’s client portfolio. He brings a diverse employment background in retail, manufacturing, nonprofit ministries, and business development, with
a specialized focus on team development and process improvement. Brad’s professional – and personal – mission is to “Be Great. Serve!” Brad enjoys spontaneous activities and weekend trips to state parks with his wife Miranda and his three children.

Stephen C. Stokes

Managing Partner

Stephen has more than 14 years’ experience working with individuals and businesses to meet their tax, accounting, and payroll needs. He has been the managing partner of Paysmart Payroll Services since January 2009. He is a licensed certified public accountant in South Carolina and Georgia. Stephen is also a member of the South Carolina Association of CPAs, the Georgia Society of CPAs, the American Institute of CPAs, and the Professional Association of Small Business Accountants. He has a bachelor’s degree from Bob Jones University and a master’s degree from Georgia State University. Stephen was born and raised near Atlanta, Georgia and moved to Greenville, South Carolina, several years ago. He enjoys spending time with his wife, Tiffani, and daughters, Madeline and Julianna. He is actively involved in his church and enjoys reading, sports, and other outdoor activities.