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Payroll Outsourcing Case Study

How we streamlined multi-state payroll & compliance for a growing US healthcare services provider with 120+ employees.

Client Overview

The client is a US-based healthcare services provider with operations across multiple states. The organization employs 120+ full-time and part-time staff, including administrative, clinical support, and contract workers. Due to rapid growth, the client required a scalable, compliant, and cost-effective payroll solution.

Client Profile

Industry: Healthcare Services

Location: United States (Multi-State)

Employee Size: 120+ (W-2 & 1099)

Staff Type: Administrative, Clinical Support, Contract Workers

Challenges Faced

  • Frequent payroll errors due to multi-state compliance
  • Manual payroll processing leading to delays
  • Incorrect tax calculations and late filings
  • Difficulty managing contractor (1099) payroll
  • High cost of maintaining an in-house payroll team
  • Limited visibility into payroll reports

Our Payroll Outsourcing Solution

As an India-based payroll outsourcing partner, we provided end-to-end payroll management aligned with US payroll laws and timelines.

Scope of Services

  • Weekly & bi-weekly payroll processing
  • Multi-state payroll compliance
  • Employee (W-2) and contractor (1099) payroll
  • Federal, State & Local tax calculations
  • Payroll tax filings & payment coordination
  • New hire setup & employee termination processing
  • PTO, overtime & benefits integration
  • Year-end payroll support (W-2, 1099, Form 941, 940)

Payroll Software & Tools Used

We worked on the client’s existing payroll ecosystem and ensured seamless integration:

ADP Workforce Now Gusto QuickBooks Online TSheets / QuickBooks Time Microsoft Excel Secure Cloud File Sharing

We also support Paychex, Rippling, OnPay, SurePayroll, and Zenefits.

Implementation Approach

1. Payroll Data Review & Cleanup

Audited historical payroll data and corrected discrepancies.

2. Process Standardization

Defined payroll calendars, approval workflows, and cut-off times.

3. Compliance Alignment

Reviewed state-wise payroll laws, tax rates, and filing requirements.

4. Parallel Payroll Run

Conducted two parallel payroll cycles to ensure accuracy.

5. Go-Live & Ongoing Support

Dedicated payroll specialist assigned for continuous support.

Results & Business Impact

100% On-Time Payroll Processing
Zero Compliance Penalties
99.8% Payroll Accuracy Rate
40% Reduction in Processing Cost
High Employee Satisfaction
Real-Time Payroll & Tax Reporting