What to Ask Before Switching Payroll Providers in Oklahoma

If you’re reading this, there’s a good chance you’re not thrilled with your current payroll provider. Maybe you’re frustrated with poor customer service, hidden fees, or compliance concerns. Or maybe you’ve outgrown DIY software like Gusto or QuickBooks Payroll and need more support.

Whatever your reason, switching payroll providers is a big step — and asking the right questions before you make the move can save you from future headaches, penalties, and wasted time.

In this guide, we outline the top questions Oklahoma employers should ask before switching payroll services, especially if you’re moving from a national provider to a CPA-led local solution like Boulanger CPA.

1. Will the New Provider Handle All Federal and State Filings?

Many payroll services only handle federal filings (like Forms 941 and 940), but Oklahoma employers must also file with the OTC and OESC.

Ask:

• Do you file OTC withholding returns?
• Do you file Oklahoma unemployment insurance reports (OESC)?
• Can you provide quarterly proof of filing?

Why It Matters: Late or missed state filings are one of the most common reasons businesses switch providers.

Learn more in our Oklahoma Payroll Compliance Guide.

2. Can You Help Me Transition Mid-Year Without Losing Data?

If you’re switching providers mid-year, your new provider should:

• Import prior payroll records
• Reconcile year-to-date totals with previous 941s and W-2s
• Coordinate with your outgoing provider

Ask:

• Will you handle communication with my old provider?
• How will you validate my YTD payroll info?
• How long will it take to get set up?

At Boulanger CPA, we specialize in mid-year payroll transitions.

3. Will I Work With a Real Person (or a Chatbot)?

Gusto, Paychex, and QuickBooks offer sleek tools — but when something goes wrong, you’re often left dealing with a help desk or support queue.

Ask:

• Who will I talk to if I have a question?
• Will I have a dedicated point of contact?
• Do I have access to a licensed CPA if tax issues come up?

We believe payroll should come with real support, not canned responses.

4. How Transparent Is the Pricing?

Many providers advertise low base fees, but then charge extra for:

• Additional payroll runs
• Year-end W-2/1099 processing
• Direct deposit
• Filing corrected returns

Ask:

• Is your pricing per employee or per payroll run?
• Are year-end filings included?
• Do you charge for onboarding or terminations?

See our simple per-employee monthly pricing here.

5. Does the System Integrate With My HR and Time Tracking Tools?

If you plan to scale, your payroll system should grow with you — ideally as part of a full Human Capital Management (HCM) system.

Ask:

• Can I track PTO, onboarding, and employee documents?
• Does your platform integrate with benefits or 401(k)?
• What’s included with your HCM tools?

We use iSolved HCM — a full-featured payroll, time, and HR platform backed by CPA oversight.

6. Can You Help Clean Up Past Payroll Problems?

Many business owners switch providers after:

• Missed 941/940 filings
• Employee misclassification
• Penalty letters from the IRS or Oklahoma Tax Commission

Ask:

• Can you review and fix errors from my previous provider?
• Will you handle notices I’ve already received?
• Do you offer support if I’m audited?

We do — and we’ve helped dozens of Oklahoma businesses clean up old payroll messes.

7. What Does Ongoing Support Actually Look Like?

Ongoing support is more than a help article — it means having someone to:

• Answer employee paycheck questions
• Run custom reports
• Help with tax planning and year-end filings

Ask:

• Can I get help with onboarding and payroll adjustments?
• Will you prepare W-2s and 1099s for me?
• Do I have direct access to a CPA if issues arise?

Ready to Ask the Right Questions — and Get the Right Answers?

Switching payroll providers doesn’t have to be scary. With the right questions (and the right partner), you’ll gain peace of mind, better support, and fewer compliance worries.

See Our Payroll Pricing Per Employee
Schedule a Free Payroll Consultation

Boulanger CPA proudly serves small businesses in Oklahoma City, Tulsa, Norman, Moore, Edmond, and across the state of Oklahoma.

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