Contact Us

[FREE WEBINAR] ‘Employee Benefits Planning for the New Year’ on 27th Mar’24. Register here.

What is Third party payroll? Difference Between Company Payroll VS Third Party payroll?


Bonjour to the Third Party payroll versus Company Payroll arena. In this article, we delve into the intricacies of payroll management, demystifying the differences between handling payroll internally versus outsourcing it to a third-party service provider. From the nitty-gritty details of payroll processing to the broader implications for businesses, we’ll explore how these two approaches differ and the unique advantages and challenges they present. Regardless of why you reached here, be it because you’re a business owner seeking clarity or an employee curious about the inner workings of payroll, we at Paybooks are here to shed light on this vital aspect of business operations.

Introduction to Third party payroll

Of late, managing payroll has become quite the juggling act. That’s why many companies, big and small, has turned to outside help for a smoother ride. It’s called Third-Party Payroll, and it’s like having a reliable co-pilot on board.

Here’s how it works: instead of handling all the payroll stuff themselves, employers team up with a third-party service provider. They hand over the cash, and the provider takes care of the rest—making sure everyone gets paid on time without any hiccups. This frees up the bosses to focus on running the show without stressing over spreadsheets and pay stubs.

For us regular folks, Third-Party Payroll means peace of mind. We can count on our paychecks showing up like clockwork, thanks to these payroll pros. And these services often throw in extras like sorting out taxes and keeping track of our work records. It’s like having a personal assistant for all things payroll-related.

Who Hires Third Party Payroll?

When it comes to who hires third-party payroll, this goes beyond just about outsourcing tasks! It becomes about finding solutions that fit the unique needs of businesses. Companies turn to third-party payroll services for a range of reasons, all aimed at making their operations run smoother and more efficiently.

First off, there are those companies grappling with the complexities of managing payroll in-house. Whether it’s sorting out salaries, employee benefits, or dealing with the tax man, it can be a real headache. So, they hand over the reins to third-party experts who know the ins and outs of payroll like the back of their hand.

Then, there are businesses that simply do not have the resources or infrastructure to handle payroll internally. They recognize that outsourcing to a third party is practical and also cost-effective. By doing so, they can allocate their resources where they’re needed most, whether that’s expanding their business or investing in other areas.

Another key reason for hiring third-party payroll is the flexibility it offers. Regardless of the fact that it’s temporary workers or those seeking contract positions, third-party payroll services cater to a diverse range of employment needs. This flexibility not only benefits businesses but also provides opportunities for individuals looking to gain experience or work for reputable companies. More over, certain industries, such as IT, banking, hospitality, and retail, heavily rely on third-party payroll services.

Benefits of Using Third Party Payroll

Using a third-party payroll will introduce your firm to numerous advantages that includes (but not limiting to):

  • When you team up with a third-party payroll service, it’s like lightening the load on your shoulders. They handle salaries & they take care of screening and recruiting new talent, managing terminations, and even bringing in temporary staff. It’s like having a reliable partner to share the burdens.
  • Sometimes, we get stuck in our old ways, especially when it comes to using outdated software. But with a third-party payroll provider, you get access to the latest and greatest technology.
  • Let’s talk about savings! Outsourcing to a third party can actually save your company a pretty penny—studies have shown it can slash costs by up to 20%. That extra cash can be put to good use elsewhere.
  • Say goodbye to tedious, time-consuming tasks! With a third-party payroll team on your side, you can kiss all those monitoring duties goodbye. They handle all the nitty-gritty details, leaving you with more time to focus on the stuff that really matters, like growing your business.
  • When you hire a third-party payroll service, you’re getting the cream of the crop. Their team of experts knows their stuff inside and out, from the latest software to government regulations. Plus, they’ve got top-notch security measures in place to keep your data safe and sound.
  • Let’s not forget about the folks who keep the wheels turning—your employees. Working with a third-party agency can mean better pay and even more opportunities for permanent employment. It’s a win-win for everyone involved.

Difference between Company Payroll VS Third Party payroll

The polarity observed between handling payroll in-house and entrusting it to a third party is enunciated in the following section. This section involves the area of factors that induces the differences b/w the two modes:

Control and Customization

Company Payroll: When you handle payroll in-house, you’re the captain of the ship. You get to customize everything according to your company’s unique needs; whether it’s tweaking software, setting up pay cycles, or fine-tuning workflows.

Third-Party Payroll: On the other hand, when you outsource to a third party, you’re more like a passenger following someone else’s lead. While you can make some adjustments, you’re mostly bound by their rules and procedures for payroll processing.

Internal Resources and Infrastructure

Company Payroll: Managing payroll internally means having your own crew—dedicated staff who know the ins and outs of payroll regulations and have the tools and technology to get the job done.

Third-Party Payroll: But when you partner with a third-party provider, you’re essentially hiring an external crew. They bring their own expertise and resources to the table, saving you the hassle of hiring and investing in technology.

Cost Considerations

Company Payroll: Running payroll in-house comes with its own set of costs; like paying salaries, investing in technology, and maintaining infrastructure.

Third-Party Payroll: Outsourcing payroll can be a cheaper option, especially for smaller businesses, as you only pay for the services you use. However, larger companies might find it more cost-effective to keep things in-house.


Company Payroll: With in-house payroll, you’re solely responsible for making sure you’re playing by the rules. Any slip-ups or errors fall on your shoulders.

Third-Party Payroll: But with a third-party provider, you have a partner to share the load with. They have dedicated teams to ensure compliance and take on some of the liability.

Focus on Core Operations

Company Payroll: Juggling payroll internally can sometimes distract you from focusing on what really matters—growing your business and serving your customers.

Third-Party Payroll: By outsourcing payroll, you free up valuable time and resources to concentrate on your core operations, driving growth and innovation.

Data Security

Company Payroll: Keeping payroll data safe and secure is your responsibility when you handle it internally. You need to have the right safeguards in place to protect sensitive information.

Third-Party Payroll: Entrusting payroll to a third party means putting your data in their hands. But reputable providers have robust security measures in place to keep your information safe from harm.

Possible Demerits of Third Party Payrolls

Even after pointing out multiple goodies, there are some possible drawbacks of relying on third-party payrolls:

  • Opting a third-party payroll means the company has to shell out extra cash in the form of fees to the external service provider. These additional costs can strain the company’s finances and impact its overall budget.
  • Introducing a third party into the mix can sometimes create tension between the company’s own HR team and the outsourced agency. Sharing responsibilities and decision-making authority may lead to disagreements, particularly if there’s a lack of mutual understanding or alignment.
  • Outsourcing payroll management can result in a bit of a disconnect between the company and its newly hired employees. Without direct involvement in the hiring process, newcomers might feel like strangers on their first day, which could dampen their enthusiasm and sense of belonging.
  • Maintaining effective communication with the third-party payroll provider can be challenging. Issues like insufficient feedback, poor communication practices, or slow responsiveness may arise, causing frustration for both the company and the service provider and potentially affecting the efficiency of the payroll process.

Final words

In wrapping up, choosing a Third-Party payroll service can truly be a strategic boost for businesses aiming to streamline their workload and refocus on what truly matters. Then, a well-organized Third Party payroll partner such as Paybooks is about being a sign of support and insight. Staying in the loop with the latest updates and helpful articles covering a range of business topics from managing small to medium enterprises (MSMEs) to navigating tax laws and ensuring employee happiness is key to staying ahead in today’s fast-paced world.

For those seeking guidance and reliable resources, platforms like Paybooks stand ready to lend a helping hand. With a wealth of tailored advice and practical tips, Paybooks equips businesses with the knowledge they need to make informed decisions and drive success.

“Outsourcing payroll is forging a partnership. A trusted ally to lean on, someone who handles the numbers and also shares in the journey towards long-term success.”

Table of Contents