CPA vs. Payroll Software: What Oklahoma Businesses Should Consider Before Choosing
Choosing the right payroll solution is one of the most important decisions a small business owner in Oklahoma can make. While platforms like Gusto, QuickBooks Payroll, or Paychex promise convenience and automation, many employers are left wondering: Is software enough, or do I need a CPA-led payroll service?
In this article, we break down the key differences between CPA-backed payroll providers and self-service payroll software, specifically for Oklahoma employers. We’ll also help you determine which is right for your business, your growth stage, and your risk tolerance.
What Is Payroll Software?
Payroll software platforms are designed to automate basic payroll tasks like:
- Calculating paychecks
- Withholding taxes
- Filing federal payroll forms (Forms 941, 940)
- Issuing W-2s and 1099s
- Processing direct deposit
Popular options include:
- Gusto
- QuickBooks Payroll
- ADP Run
- Paychex Flex
These tools are generally inexpensive and user-friendly. But they come with serious limitations — especially when it comes to support, strategy, and compliance.
What Is CPA-Led Payroll?
CPA-led payroll providers like Boulanger CPA offer full-service payroll — but with the added benefit of:
- Licensed CPA oversight
- Integrated tax strategy
- Real human support
- Compliance auditing
- Help with IRS and Oklahoma Tax Commission notices
We also use the iSolved HCM system to offer PTO tracking, onboarding, benefits management, and more — features most software platforms only offer at enterprise pricing tiers.
Key Differences: CPA Payroll vs. Payroll Software
| Feature | Payroll Software | CPA-Led Payroll |
|---|---|---|
| Federal tax filings | âś… Often included | âś… Fully handled & reviewed |
| Oklahoma tax filings (OTC, OESC) | ❌ Often missing | ✅ Always included |
| W-2s and 1099s | âś… Auto-generated | âś… Prepared, filed, and corrected if needed |
| Customer support | ❌ Ticket-based | ✅ Human, local, responsive |
| Tax strategy | ❌ None | ✅ Integrated with business planning |
| Audit support | ❌ Not included | ✅ CPA support for IRS/OTC/OESC issues |
| Pricing | âś… Appears cheap | âś… Predictable per-employee pricing |
| Risk management | ❌ You’re liable | âś… We guide and protect you |
See our transparent pricing here.
When Payroll Software Falls Short
We frequently help businesses in Oklahoma switch to CPA-led payroll after:
- Receiving penalty letters for missed filings
- Discovering misclassified workers (1099 vs. W-2)
- Realizing they can’t reconcile payroll with their books
- Needing more support for growing teams and benefits
Read: 5 Reasons Oklahoma Businesses Switch From Gusto to a CPA Payroll Team
Why CPA-Led Payroll Reduces Risk
A licensed CPA firm has legal, ethical, and regulatory responsibilities that software providers do not. That means:
- We are accountable for filings
- We are trained in tax law and IRS compliance
- We monitor Oklahoma-specific rules (OTC, OESC, pay frequency laws)
You’re not just buying a system — you’re getting an expert with skin in the game.
See What to Ask Before Switching Payroll Providers in Oklahoma
CPA Payroll Scales With You
As your business grows, payroll becomes more complex. That’s when most owners outgrow basic software.
CPA-led payroll supports:
- Health benefits and retirement plans
- Owner compensation structuring for S corps
- Multi-location/multi-state employees
- Labor law compliance
- HCM integration for recruiting, onboarding, PTO, and performance reviews
Oklahoma-Specific Payroll Compliance Issues
Most software does not keep up with:
- Oklahoma withholding tables and quarterly reports
- OESC filings and due dates
- New hire reporting rules
- Final paycheck laws
We built our Oklahoma payroll checklist to help small business owners avoid mistakes — but we can also handle it all for you.
Ready to Make the Right Choice for Payroll?
If you’re ready to move beyond software and get real support for your payroll, taxes, and compliance — we’re here to help.
View Our Payroll Pricing Per Employee 
Schedule a Free Payroll Consultation
Boulanger CPA serves payroll clients in Oklahoma City, Tulsa, Norman, Moore, Edmond, and across Oklahoma — with CPA-led support and full-service filing.
Frequently Asked Questions
Isn’t software more affordable?
Not always. Once you add per-run fees, filing support, W-2 prep, and support, many software systems cost the same — or more — than per-employee CPA pricing.
What if I want to keep my accountant but switch payroll?
No problem. Our payroll system is standalone and integrates with any bookkeeping setup.
Do I need to switch at year-end?
No — mid-year switching is easy. We onboard new clients all year.
Will a CPA help with IRS or OTC payroll notices?
Yes — we handle audit letters, corrections, and penalty responses on your behalf.
Do you offer time tracking and PTO?
Yes. We use iSolved, a full HCM platform with time, PTO, onboarding, and HR tools.
Marc Boulanger
Marc views his accounting business as an extension of his family. And while he holds a Bachelor of Arts in Business Administration and Accounting and a Masters of Science in Accounting, he values traveling around the country with his wife of 30 years and 5 kids, Marc learned that communication is the key to effective team work.
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