6 Reasons Why Spreadsheets are not Ideal for Managing Payroll?

The business world is progressing remarkably; however, many businesses still rely on excel sheets to manage their payroll. Payroll management is a critical function for companies and its timely and accurate processing is more than just employee satisfaction. To do such crucial and complex tasks, are excel sheets efficient and effective? The answer is no. Companies must shift their focus from boring, tedious, and manual excel sheets to smart solutions. SkizzleHR is one such intuitive HRMS software solution that offers payroll management software to businesses and helps them to streamline their business operations. 

Payroll Management Software

Did you know that 60% of organisations that use Microsoft Excel take seven days or longer to process payroll? Payroll processing is a demanding job as it requires dedicated efforts and collaboration between the HR and finance department. In such a scenario, using spreadsheets to manage wouldn’t be a wise decision and especially when the company is growing. Spreadsheets are hardscale as the company begins to expand its horizon with payroll data increasing its volume. The surging employee base makes its imperative for businesses to shift to payroll management software and reduce errors that may become expensive penalties. 

While spreadsheets have long been used for a variety of business tasks, they are not the ideal choice for managing payroll. In this blog, we will explore six compelling reasons why spreadsheets fall short in this crucial area of business operations. 

Drawbacks of Using Spreadsheets for Payroll Management

While spreadsheets have long been used for a variety of business tasks, they are not the ideal choice for managing payroll. In this blog, we will explore six compelling reasons why spreadsheets fall short in this crucial area of business operations. 

1.Spreadsheets Lead to Time Waste 

People using excel for payroll related work tend to invest a lot of valuable time in adding rows and columns and creating formulas. And any misplacement or wrong formula can blow up the entire process. The HRs would again have to redo everything from the scratch, therefore, its high time they consider better options, such as SkizzleHR that offers payroll management systems to automate and centralize payroll processes. 

2.Excel Sheets Cause Data Breach

Payroll data is highly sensitive, containing information, such as Pan Card number, Aadhar Card, and other bank details. Using spreadsheets to calculate payroll means exposing the crucial information with hackers. Therefore, implementing a payroll management system in the business model is the best way to prevent data breaches. The advanced solutions offer robust security features required to protect the data.

3.Excel May Lead to Mistakes in Compliance 

Calculating payroll doesn’t only mean salary credit but its more about compliance and ensuring its adherence. Payroll involves compliance with various tax laws, labour regulations, and employee benefit programs. Excel sheets can’t keep up with the constant changes in the regulations. However, a payroll management system comes with a built-in compliance feature or it could be manually added by the HR department. The dedicated payroll software reduces the risks of penalties, fines, and legal complications. 

4.Spreadsheets Require Expert Opinions

Calculating Payroll through excel can require an expert. It is not easy for anyone to learn excel sheets and learn the functionalities of VLOOKUPS and others. Even if the employee is well-trained in Excel, they spend valuable time computing salaries. However, if the company had a payroll management system in place, they would have put the same resource to a better task. 

5.Spreadsheets Can’t Meet Dynamic Requirements

Every business person wants their company to scale and as they grow, the complexity also increases. Excel sheets are not designed to align with the complexity of a rising company and can’t handle a payroll that includes various types of compensation, benefits, and deductions. Scaling up a spreadsheet-based payroll system can quickly become unwieldy and inefficient. Switch to a payroll management system that can scale up and be agile as you continue to expand your horizons. 

6.Excel Sheets Lead to Bigger Mistakes 

For businesses to thrive in the market, they must promote transparency and be accountable for their actions. On many occasions, they might also lack a comprehensive audit trail that makes it challenging to track changes in the pay scale or expenses of a company. Spreadsheets often lack this feature, making it difficult to track changes, verify calculations, and maintain a history of payroll data modifications. Without a clear audit trail, your business may struggle to meet regulatory requirements and internal record-keeping standards. However, with a payroll management system, companies can avoid these mistakes and take a sit back and relax.

Conclusion

Spreadsheets have their uses in many aspects of businesses; however, managing payroll is not one of them. The critical aspect of payroll is all about accurate and compliant payroll processing, combined with the risks associated with errors, security breaches, and compliance violations. The excel sheets are not the ideal choices to be used in such scenarios. To address the challenges aforementioned, companies must turn to a dedicated payroll software. SkizzleHR, is one of the leading names in the HR technology offering payroll management system that automates, secures data, and ensures scalability. Its built-in compliance features help companies to reduce the risks associated with using spreadsheets. Ultimately, the decision to move away from spreadsheet-based payroll management can lead to a more efficient, accurate, and compliant payroll system that benefits both employees and the organization as a whole. 

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