As businesses navigate an increasingly complex employment landscape, many are reassessing their operational models in light of rising employment costs. The 2024 Autumn Budget, which included increases to employer National Insurance contributions, coupled with the annual uplift in National Minimum and Living Wages, has left many organisations facing unanticipated financial pressures.
For businesses that typically plan three years ahead, a six-month notice period for such significant changes can be disruptive. Add to this the ongoing debate around the Employment Rights Bill - particularly proposed changes to Statutory Sick Pay - and it’s no surprise that many employers are exploring alternatives such as outsourcing or automation to manage risk and maintain agility.
Why outsourcing is high on the strategic agenda
Outsourcing is not a new concept, but its relevance is growing. Whether it’s payroll, finance, or other back-office functions, outsourcing can offer both financial and operational advantages. In the context of payroll, there are a number of potential benefits and considerations to take into account.
Payroll is often one of the largest overheads for any business with employees. It’s also one of the most regulated, with more than 160 pieces of legislation to comply with and more on the horizon. Mistakes can be costly, both financially and reputationally.
A well-run payroll function requires more than just software. It demands skilled professionals who are up-to-date with legislation, robust systems, and contingency planning. Salaries for experienced payroll administrators can range from £28,000 to £45,000, and software costs vary widely depending on business size and complexity. Add in costs of IT infrastructure, training, and succession planning, and the case for outsourcing becomes clearer.
The case for payroll outsourcing
Outsourcing payroll can reduce internal costs, improve compliance, and free up internal resources. While there is a cost associated with outsourcing, typically based on payslip volume and or service level, it can be more predictable and scalable than maintaining an in-house team.
A good payroll provider acts as an extension of your business, handling compliance, reporting, and employee payments. However, employers remain responsible for providing accurate gross pay data and any variable inputs. Increasingly, providers are moving to cloud-based systems, improving security and efficiency while phasing out email and shared drives in favour of secure portals.
Shared responsibility for compliance
Outsourcing doesn’t absolve employers of all responsibilities. For example, compliance with National Minimum Wage regulations still requires collaboration. Software can flag issues based on age and hours worked, but employers must ensure that deductions (e.g., for uniforms or accommodation) are visible and correctly handled.
Pensions are another area where expertise is essential. Salary sacrifice arrangements, auto-enrolment, and scheme administration can be complex, and errors can be common when onboarding new clients. This highlights the importance of working with a provider that understands the full scope of payroll and benefits compliance.
Strategic staffing considerations
Outsourcing can also raise questions around staffing, especially if it involves replacing long-standing team members. Businesses must weigh the benefits, cost savings, improved technology, and risk mitigation against the potential impact on staff and internal dynamics.
Ultimately, outsourcing should be viewed as a strategic partnership. It’s not about replacing your HR, payroll or finance department, but about enhancing your capabilities and focusing internal resources where they add the most value.
Outsourcing beyond payroll
Payroll is just one part of the outsourcing equation. Financial outsourcing can range from day-to-day bookkeeping to acting as a virtual finance director. Armstrong Watson’s outsourcing team works with businesses to tailor solutions that support growth, improve decision-making, and provide continuity during periods of change.
If you would like to discuss how outsourcing could support your business's payroll function, please call 0808144 5575 or email help@armstrongwatson.co.uk.
