Online Payroll
Services for Small Businesses in Canada
Send us your approved hours, salaries, and pay changes. Paperless Books helps run payroll, track source deductions, and reconcile payroll in QuickBooks Online or Xero so you can see what was paid and what’s still owed.
Hamilton, Ontario · Remote payroll support across Canada
Know what’s due before payday.
Outsourced payroll for Canadian small businesses
Get help setting up payroll, running regular pay cycles, and keeping the records your business needs at month-end and year-end.
What Gets Complicated Between Paydays
Catch changes before the run
An employee works overtime, another takes vacation, and a new hire starts halfway through the period. We review the changes you approve before payroll is processed.
Know what left the bank and what’s still due
Employee deposits cover net pay. Your books also need to show gross wages, employer contributions, and deductions still payable. We compare the payroll register with bank activity so those amounts are accounted for.
Know when to send payroll changes, who approves each run, and who handles remittances and year-end filings.
What Our Payroll Services Cover
We agree on the pay schedule, software, and responsibilities before the first run. Here’s what we can include in your payroll scope.
Payroll setup and onboarding
Set up your pay calendar, employee records, and earning and deduction categories. If you switch midyear, we review opening year-to-date balances against the prior provider’s records.
Regular pay runs and pay statements
Use approved hours, salaries, overtime, bonuses, and other changes to prepare payroll. We agree on who submits the run and how employees receive their pay statements.
CRA source deductions and remittances
Track income tax, CPP and EI where applicable, along with employer contributions. We confirm the remittance schedule and who submits payments under your agreed scope.
Vacation pay and other adjustments
Track vacation pay, paid time off, and other approved changes using the setup agreed for your business. We flag unclear items before they are processed.
Year-end T4 and T4A slips and summaries
Compare annual payroll totals with your records and help prepare T4 slips and the T4 Summary when year-end work is in scope.
Record of Employment support
If a departure or other interruption of earnings may require a Record of Employment, we gather the payroll details and confirm who prepares and submits the ROE to Service Canada.
Payroll and bank reconciliation
Match net pay and remittance payments to the bank, then compare payroll liabilities with the register. This helps catch duplicate entries or balances carried forward in error.
Payroll software transitions
Review the last pay run, year-to-date totals, vacation balances, and remittance history before switching. We agree on a cutover date so each pay period is handled once.
Payroll records for your accountant
Keep pay registers, remittance confirmations, and year-end records together so payroll balances can be traced when your accountant reviews the books.
What You Get
What you can expect from your outsourced payroll service.
A clear payroll calendar
Know when to submit hours, when approvals are due, and when the run is scheduled. We agree on how to handle late changes or off-cycle requests.
A review before payroll is submitted
Check approved hours and pay changes against the draft register. If a rate or amount looks off, we flag it for review before the agreed submission cutoff.
Payroll that ties to your books
For example, if $4,000 in gross wages results in $3,200 in net pay, the $800 difference needs to be explained by the deductions in the register. Employer contributions are tracked separately.
Records ready for year-end
When year-end support is included, we review payroll totals, address outstanding differences, and confirm who prepares and files the slips.
Payroll Tools and Records We Work With
Paperless Books offers Wagepoint payroll support and works with QuickBooks Online or Xero for the bookkeeping. If you already use another payroll provider, we review the available reports and agree on what we can support before you switch or hand over the books.
Payroll Software
Wagepoint QuickBooks Payroll ADP Jane Payroll
Who We Help With Payroll
We work with Canadian small businesses, from employers making their first hire to teams with regular payroll.
We Work With
- First-time employers
- Established small businesses
- Hourly teams
- Salaried teams
- Owner-managed businesses
- Businesses with commissions
- Businesses hiring part-time staff
- Businesses switching payroll providers
- Teams adding payroll to bookkeeping
Industries We Support
E-commerce
- Online retailers
Services and Project-Based Businesses
- Production teams
- Creative agencies
- Design studios
- Technology firms
- Marketing agencies
- Consulting firms
- Service businesses
Wellness & Fitness Studios
- Yoga studios
- Pilates studios
- Fitness studios and gyms
Health and Wellness Professionals
- Wellness practices
- Health clinics
- Massage therapy practices
- Dental hygiene practices
- Physiotherapy clinics
- Counselling practices
- Multidisciplinary clinics
Creators, Artists, and Influencers
- Creator-led businesses
- Content production teams
- Music businesses
- Arts organizations
- Photography businesses
- Photography studios
Salons and Barbershops
- Hair braiding businesses
- Hairdressing businesses
- Salons
- Barbershops
- Multi-location shops
We scope payroll around how your team is paid, how often you run payroll, and what you need recorded in the books.
Why Paperless Books?
Our work draws on more than seven years of accounting and bookkeeping experience. We connect payroll reports to your books so you can see both what employees received and what the business owes.
One point of contact for payroll questions
Know where to send approved hours and pay changes, and who will flag questions before the submission deadline.
Payroll connected to your accounting records
We review the payroll register, bank activity, and amounts payable together. You can see how wages, employer contributions, and payments appear in your books.
Payroll responsibilities in writing
We confirm who approves pay, submits the run, handles remittances, and prepares year-end records before the first pay cycle.
What Clients Say About Our Bookkeeping
★★★★★
A bookkeeping client said they got answers to their questions and would use the service again.
Bookkeeping Client
★★★★★
A client said that after getting help with their QuickBooks workflow, they spent about one hour a month on bookkeeping.
QuickBooks Workflow Client
★★★★★
A client said Paperless Books helped fix their QuickBooks records and bring their books up to date.
Bookkeeping Cleanup Client
How Online Payroll Services Works
Start with a free payroll consultation. You approve the scope before work starts.
Step 1 – Book a Free Consult
Tell us how you pay your team. Share your employee count, pay frequency, provinces of employment, current software, and next payday. We confirm pricing and responsibilities before work starts.
Step 2 – Review Your Setup
Set the approval and submission schedule. We review your payroll records and agree on what you’ll send each pay period. If you’re moving from another provider, we check the opening balances before the first run.
Step 3 – Run and Reconcile Payroll
Review the run and keep the records current. Send approved changes by the cutoff. We prepare payroll, follow the agreed approval and submission process, and reconcile the payroll records when bookkeeping is in scope.
Online Payroll Services Across Canada
Paperless Books is based in Hamilton, Ontario, and works remotely with small businesses in Toronto and across Canada. Tell us where your employees work so we can confirm what your payroll setup requires.
Frequently Asked Questions
What information do you need to start payroll?
We need your pay schedule, payroll account details, employee setup records, and prior payroll reports if you already run payroll. We agree on how to share sensitive records during onboarding.
How much does outsourced payroll cost?
Pricing depends on employee count, pay frequency, software, and work such as setup, reconciliations, or year-end support. We confirm what’s included and any separate fees in writing. See our bookkeeping and payroll plans.
Can you work with my current payroll software?
We can review your provider’s payroll register, remittance history, and year-to-date balances. We’ll confirm whether we can work with your current setup or help move it to Wagepoint.
Do you handle CRA remittances and T4 slips?
We agree in writing who handles remittances and what year-end support is included. Your CRA remittance schedule depends on your remitter type. T4 slips and summaries can be included in your scope.
Can you set up payroll for my first employee?
Yes. We can discuss payroll setup for your first employee, including the pay calendar, records needed for onboarding, and what must be ready before the first pay date.
How do we share employee information?
We agree on access permissions and a secure way to share records before onboarding. We request the payroll information needed for the work in your scope.
Can you help with Records of Employment?
We can help prepare ROE information when an interruption of earnings requires one. We agree on who submits it to Service Canada and flag missing hours or earnings records.
Can you reconcile payroll with my bookkeeping?
Yes. We can record payroll in QuickBooks Online or Xero, match net pay and remittances to the bank, and review amounts still payable at month-end.