Questions firms actually ask

Including the ones with uncomfortable answers.

Which states can PayrollPro run payroll for?

North Carolina, Virginia and Maryland. Each state's own withholding formula is implemented, including Maryland's county rates and the reciprocity rules that decide which state withholds when someone lives in one and works in another. Other states are not supported today.

Who moves the money?

The employer's own bank. PayrollPro builds the NACHA file for net pay and the CCD+ files with TXP addenda for tax deposits, and the employer originates them from its own account. We never hold client funds, which keeps the firm and the platform out of money transmission entirely.

Are Forms 941 and 940 really filed electronically, or is it a PDF?

They are transmitted to the IRS through Modernized e-File as a Reporting Agent, which requires a signed Form 8655 per employer. The platform also generates the official PDFs, but the filing itself is electronic. A submission ID means the IRS received it; the quarter is only closed when the acknowledgement comes back Accepted, and the platform waits for that.

What happens with W-2s?

The platform produces the EFW2 file the Social Security Administration specifies, and one file can carry every employer the firm serves instead of one upload per client. Uploading it to the SSA's Business Services Online is still done by a person: SSA's web service is closed to new submitters, so there is no API to use.

A client is switching to us in the middle of the year. What breaks?

Annual caps. Social Security, FUTA and state unemployment are per employee per year, not per provider, so a new system that starts counting from zero over-collects and issues a short W-2. PayrollPro records what the previous provider already paid per employee and applies it to every cap. The one decision it cannot make for you is who issues the consolidated W-2 — if both providers issue one under the same EIN, the SSA flags it.

Can I give an assistant access to only some clients?

Yes, and it is enforced by database policies rather than by hiding buttons. The assistant sees only the employers you assign, and can create new ones that are added to their own list. Filing to the IRS is not delegated: signing as Reporting Agent uses the firm's own credential and stays with whoever holds it.

Is it really white-label, or is there a 'powered by' somewhere?

Your logo, your colours and your own domain, including in the emails the platform sends to employees. The footer of the public product site carries our company name; the client-facing application carries yours.

What still takes a person?

Uploading the W-2 file to the SSA, uploading state wage reports and reconciliations to each agency's portal, and the employer sending the payment files through its bank. Those are agency and banking constraints, not gaps we are hiding — the Features page marks each one.

Do you handle Forms 1099 for contractors?

No. Contractor filing moved to a separate product and is not part of PayrollPro or of this subscription.

Is there a free trial?

No self-serve trial. Payroll touches real wages and real filings, so we start with a walkthrough using one of your clients' actual payrolls and set the firm up with you.