How On-Time Payroll Transformed Payroll Efficiency and Compliance 

At On-Time Payroll, getting payroll right isn’t just about crunching numbers—it's about accuracy, compliance and keeping things running smoothly for clients. 

In a recent webinar, we spoke with Zoe Zou, COO of On-Time Payroll, about the challenges of managing payroll at scale and how automation has helped the company stay compliant, reduce errors and streamline operations. More than just adopting new technology, On-Time Payroll’s journey highlights the value of finding a payroll partner that actively helps businesses grow. 

Finding the Right Payroll Solution 

"Payroll is what we do, so we needed software that made our job easier while ensuring we follow all legal requirement," Zoe shared. 

Like any payroll service bureau, efficiency, compliance, and scalability were non-negotiable for On-Time Payroll. The team needed a solution that could: 

• Automate payroll processing so employees were paid accurately and on time. 
• Keep up with evolving tax laws across multiple states. 
• Seamlessly integrate with accounting, benefits, and HR systems to avoid manual data entry. 
• Offer custom reporting to provide insights for clients. 
• Give employees access to self-service payroll tools to reduce admin workload. 

"We’re handling payroll across multiple states, so scalability was a major factor. We needed something that could grow with us without adding complexity," Zoe explained. 

These weren’t just wish list features—they were essential for staying competitive in a fast-moving industry. 

From Manual Work to Automation—The Business Impact 

"Before we upgraded, we spent way too much time on manual tasks," Zoe recalled. "Payroll processing involved data entry, double-checking figures, and fixing mistakes." 

Switching to an automated system delivered immediate results: 

• Tax filings became seamless. Compliance monitoring meant fewer errors and no missed deadlines. 
• Batch processing sped up payroll for multiple clients. What used to take hours could now be done in minutes. 
• Custom reports gave clearer insights. The Payroll Wage, Tax, and Deduction Report helped spot discrepancies before they became issues. 
• Security measures improved. With multi-factor authentication and proactive fraud detection, client payroll data was safer than ever. 

Fraud prevention was particularly important for On-Time Payroll.  

“Last year, we noticed an uptick in fraudulent direct deposit changes,” Zoe shared. “IRIS responded immediately by adding temporary restrictions on suspicious bank accounts, making it easier to catch and prevent fraud before it became a problem.” 

How Automation Transformed Daily Operations 

For On-Time Payroll, one of the biggest wins was reducing manual data entry. 

“One client had multiple locations, and every new hire meant stacks of paperwork,” Zoe said. "It was frustrating for both our team and the employees.” 

Now, with employee self-onboarding, new hires enter their information directly into the system. This has: 

• Eliminated errors from manual data entry. 
• Saved hours of administrative work. 
• Created a better experience for clients and their employees. 

Scaling and Staying Compliant with Ease 

As On-Time Payroll grew, compliance became more complex. 

“Tax laws change all the time, and keeping up with them manually just wasn’t an option,” Zoe explained. 

With real-time compliance monitoring, the team could stay ahead of: 

• Wage law updates
• Unemployment tax changes 
• New federal and state requirements 

“When the MA PFML program rolled out, we didn’t have time to scramble,” Zoe explained. “Our system adapted right away, and we were able to process contributions and tax filings correctly from day one.” 

Scalability was another major factor. Onboarding large clients used to be a painstaking process.  

“One client needed us to import five years of payroll records across multiple FEINs,” said Zoe. “That wouldn’t been a daunting process before, but now it’s streamlined, accurate and efficient.” 

Why Clients (and the On-Time Payroll Team) Love the Upgrade 

Since upgrading to IRIS Payroll software, clients have noticed the difference. 

“The feedback has been really positive,” Zoe shared. “Clients are drawn to the reliability and simplicity of the system. They love the fact that we can offer both a hands-off and a hands-on approach, depending on what they need. 

The employee self-service portal has also been a game-changer. Employees no longer need to ask HR for pay stubs, tax forms, or benefits information—they can access everything themselves. 

Internally, the impact has been just as big. 

“We aren’t drowning in repetitive tasks anymore,” Zoe said. “Instead of spending all day processing payroll, our team can focus on client service and strategic initiatives.” 

This shift has led to: 

• Higher job satisfaction. Less busywork means more meaningful work. 
• Better work-life balance. Fewer late nights spent fixing errors. 
• A stronger team. When operations run smoothly, everyone wins. 

Lessons for Payroll Professionals 

Reflecting on On-Time Payroll’s journey, Zoe offered advice for others looking to upgrade their payroll systems. 

“It’s not just about processing paychecks. It’s about making payroll work for your business—not the other way around.” 

Here’s what she recommends: 

• Prioritize automation and compliance management. Staying ahead of tax laws saves time and stress. 
• Make security a priority. Payroll fraud is real—invest in fraud prevention and strong authentication. 
• Choose a system that scales with you. Your needs today won’t be the same five years from now. 
• Find a provider that’s proactive, not reactive. Support matters. 

“The Right system doesn’t just make things easier—it changes the way you work,” she said. 

Final Reflections 

For On-Time Payroll, upgrading payroll technology wasn’t just a way to boost efficiency. It transformed the way the business operates. 

Zoe and her team no longer spend time worrying about errors, delays or compliance surprises. With automation in place and a strong partner supporting them, payroll has become something they can trust to run smoothly in the background. 

Looking back, Zoe sees the transition as a turning point for the business: “IRIS Payroll has been a key partner in helping us provide reliable, compliant, efficient payroll services to our clients.” 

For other payroll professionals, her advice is clear: Don’t wait until inefficiencies pile up. The right payroll technology partner can do more than streamline tasks—it can redefine how your team works, bringing greater ease, security and success to every part of the payroll operation. 

Learn more about the software platform that transformed On-Time Payroll's operations here.