Frequently Asked Questions (FAQs)

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

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.

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.

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.

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.

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.

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.

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

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.

PayNW is ideal for small to mid-sized businesses, where the value of our service and scalability truly shine.

Typical Pricing Range:
Most clients find that costs generally fall between $18 and $25 per employee per month, though the exact figure depends on your specific needs and choices. Whether you are adding timekeeping, payroll, or HR modules, the flexibility of our system ensures that you are only paying for what you truly 
need.

PayNW stands out from larger payroll and HCM providers by offering a highly personalized, hands-on approach to service and support. Clients who value relationship-based interactions over impersonal, high-volume systems particularly appreciate this difference.

PayNW specializes in serving organizations that are navigating growth, complexity, or transitions in their payroll and HR systems. These clients benefit most from PayNW’s high-touch support, robust features, and scalable platform.

Organizations with 50+ Employees:
• Businesses of this size often face new challenges, such as meeting ACA (Affordable Care Act) requirements, managing growing headcounts, and handling increasingly complex payroll and HR needs.
• PayNW’s solutions are designed to reduce the strain on lean HR teams by streamlining processes that might otherwise require additional headcount.
• Clients also benefit from tailored support that evolves as their organizations grow, ensuring the system remains an effective solution over time.

Businesses with Fewer than 50 Employees:
• Small businesses (under 50 employees) also benefit from the same personalized, scalable service. A key consideration for businesses under 50 is ensuring that someone, often not the owner, handles payroll. PayNW supports this by offering a system that makes payroll processing easier, even with smaller teams. Clients in this category can still expect the flexibility of PayNW’s system, as it grows with their business needs.

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.

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.

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.

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. Here’s what you can do next:

• Schedule a Discovery Call: 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.

• Get Answers to Your Questions: Have more questions? Our team is here to help. We’ll provide you with additional information, clarify any details, and make sure you feel confident moving forward.

At PayNW, we believe in making payroll and HCM Management easy for you, so you can focus on growing your business. Let us take the next step together.

The first step is to have a conversation with one of our advisors. We’ll take the time to understand your business needs, challenges, and goals. This helps us identify the right solutions for your business, and we’ll provide a personalized demo to show you exactly how PayNW can help.

The demo is personalized for your business. After discussing your needs, we’ll show you how PayNW’s solutions will work for you. 

You’ll get a live walk-through of the platform, with a focus on the features that matter most to your business. We’ll show you how PayNW simplifies processes, saves time, and ensures compliance. You’ll have the chance to ask questions and discuss any specific needs you have, and walk away with an understanding of how partnering with PayNW can make your life easier.

Most demos last between 30 and 60 minutes, depending on your questions and the specifics of your business. We happily set more time, if needed, to ensure make all your questions are answered.

We welcome anyone from your organization that would benefit from being part of the demo to complete your decision making process. During the demo, a PayNW Advisor and a Product Specialist will guide you through the platform. The Advisor will discuss your business needs, while the Product Specialist will demonstrate how PayNW can meet those needs. 

During the demo, we’ll focus on your business’s specific challenges and goals. We’re confident that our personalized service, combined with powerful features, will align with your needs. If you have questions, we’ll work together to make sure PayNW is the right solution for your business.

After the demo, we’ll address any additional questions you have and discuss the next steps. This includes follow up demos and finalizing pricing to moving forward with the implementation process, so you can start seeing the benefits of PayNW for your business.