New Employer Setup
- 1Client signs engagement letter via portal
- 2System sends secure request for EIN and tax history
- 3Automated daily reminders sent for missing documents
- 4Staff receives notification when file is complete for review
Systems for Payroll Providers
Streamline Your Payroll Firm with Intelligent Client Management
Payroll companies make money through recurring processing fees and administrative charges for compliance filing. Profitability leaks occur during manual data entry, missed filing deadlines, and uncollected employer liabilities that require labor intensive corrections.
Accounting, Finance & Insurance
- Automated Onboarding Portals
- Filing Deadline Alerts
- Insufficient Funds Alerts
- Direct Deposit Verification
- AI Receptionist for Payday
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective clients request a quote for payroll and tax administration services.
- 02
Needs Assessment
Analyzing employee counts, filing frequencies, and multi-state tax requirements.
- 03
Onboarding
Collecting EINs, state unemployment insurance rates, and employee direct deposit authorizations.
- 04
Processing Cycle
Managing the window between timesheet submission and payroll funding.
- 05
Tax Filing
Coordinating quarterly and annual filings including 940, 941, and W-2 distributions.
- 06
Reporting
Providing labor distribution and workers compensation reports to the business owner.
- 07
Compliance Audit
Reviewing records for state and federal labor law adherence.
- 08
Renewal
Evaluating service levels and adjusting fees for the new fiscal year.
Where it leaks
Common problems for payroll companies.
01
Onboarding Bottlenecks
Missing voided checks or tax IDs delays first runs and creates immediate friction. Manual follow up for missing forms consumes hours of administrative time.
02
Tax Liability Risks
Failure to notify clients of insufficient funds for tax impounds leads to late penalties. Tracking these communications is essential for professional liability protection.
03
Data Entry Errors
Manually transcribing hours from paper or static files introduces costly mistakes. These errors require manual reversals and re-issuances that erode profit margins.
04
Communication Volume
Payday often brings a surge of basic questions regarding check stubs or garnishments. Answering these calls individually prevents staff from focusing on critical filing tasks.
05
Document Collection
Collecting year end adjustment data or new hire paperwork via email is insecure and disorganized. Without a central portal, documents get lost in fragmented threads.
What LATTICE can build
Systems built around how you work.
Automated Onboarding Portals
Digital collection of tax forms, bank authorizations, and prior period wages through secure links.
Filing Deadline Alerts
Automated internal and external reminders for quarterly tax deadlines and year end reporting.
Insufficient Funds Alerts
Immediate SMS and email notifications to clients when payroll funding is not detected.
Direct Deposit Verification
Workflow steps that require client confirmation of banking details before the first live run.
AI Receptionist for Payday
Handling common inquiries about year end forms or login resets via automated voice and chat.
Document Follow Up
Systematic reminders to clients who have not yet uploaded their workers compensation audit files.
Payment Recovery Workflows
Automated sequences to resolve declined administrative fees or NSF payroll funding.
Example systems
What it looks like in practice.
Quarterly Filing Notice
- 1Workflow triggers 15 days before tax filing deadline
- 2Client receives request to approve wage summaries
- 3Follow up sent if approval is not received within 48 hours
- 4Receipt of filing is automatically uploaded to client portal
Employee Data Request
- 1Client triggers a new hire workflow
- 2SMS sent to the new employee for personal info and W-4
- 3Data is encrypted and stored for payroll clerk entry
- 4Confirmation sent to employer once employee is active
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from payroll companies
How do you handle sensitive data like Social Security numbers?
The system uses secure portals and encrypted fields to ensure that sensitive tax identifiers and banking information are never transmitted through plain text. Access is restricted to authorized users within your firm.
Can the system help us manage different filing frequencies for different clients?
Yes, workflows are customized based on the client profile, whether they file monthly, quarterly, or annually. Reminders and tasks trigger according to the specific tax calendar assigned to that employer.
We spend too much time chasing clients for payroll approval. Can this be automated?
The platform can send automated sequences via SMS and email that require the client to click a link and verify their payroll totals. This creates a digital audit trail of their approval before you process the funds.
Can I automate the collection of year end adjustment data?
You can deploy a year end workflow that asks clients to submit fringe benefits, third party sick pay, or officer health insurance data through a structured form. This ensures you have all data before W-2 production.
Will this replace my existing payroll processing engine?
This system acts as the management and communication layer that sits around your processing software. It handles the client interactions, document collection, and administrative tasks that your core engine does not perform.