Bookkeeping & Accounting
Monthly reconciliations, AP/AR, and financial statements in QuickBooks, Xero, Sage 50 or Zoho Books, reviewed by a US-based manager.
Payroll done right, every pay period.
Payroll done right, every pay period
We run payroll, file the quarterly returns, prepare W-2s and 1099s, and keep multi-state withholding correct. In Gusto, ADP, or whichever platform you already use.
Outsourced payroll means an external team runs your pay cycle end to end: calculating gross-to-net, processing direct deposits, filing quarterly payroll tax returns, and preparing year-end W-2s and 1099s. Veris Financials does this through Gusto, ADP or whichever platform you already use, for employers from 2 to 200+ staff.
What's included
The full scope of payroll management
Everything below is in the standard engagement. If something you need is not here, say so on the call and we will price it in or tell you it is out of scope.
- Payroll runsWeekly, bi-weekly, semi-monthly or monthly. Gross-to-net calculation, direct deposit, and pay stubs out on time.
- W-2 and 1099 preparationYear-end forms prepared, filed and distributed, including 1099-NEC for contractors.
- Quarterly filingsForm 941, FUTA (Form 940), and state unemployment insurance returns filed on the deadline.
- Gusto and ADP administrationEmployee onboarding, benefit and garnishment deductions, PTO accrual and platform housekeeping.
- Multi-state payrollWithholding registration and compliance across every state your employees actually work in, including remote staff.
- Payroll reportingPayroll journals posted to your ledger, labor cost reports and departmental breakdowns.
How it works
The process, start to finish
- Send the changesHours, salary changes, new hires, terminations. A short form or a spreadsheet, whichever you prefer.
- We process and checkTaxes calculated, deductions applied, and a variance check against last period so an extra zero never leaves the building.
- Approve and payYou approve the register, then direct deposits go out on schedule with a summary and the journal entry for your books.
What you receive
- Direct deposits on schedule, every period
- Payroll register and summary report
- Journal entries posted to your ledger
- Quarterly Forms 941, 940 and state UI returns
- Year-end W-2s and 1099s, filed and distributed
Who this is for
- Businesses from 2 to 200+ employees
- Companies with staff in more than one state
- CPA firms offering payroll under their own brand
- US, UK and Canadian employers
Before you send us anything
How we handle your data
The same controls apply to every engagement, whether you are a sole trader or a 40-partner firm.
- Encrypted file transferClient files move over encrypted channels. Nothing sensitive travels as an email attachment.
- Role-based accessStaff see only the engagements they are assigned to. Access is revoked the day it is no longer needed.
- NDAs and DPAs as standardA mutual NDA and a data processing agreement are signed before the first file moves, not after the pilot goes well.
- US-managed reviewA US-based manager reviews work before it reaches you. The review layer is the product, not a courtesy.
What does multi-state payroll actually require?
If an employee performs work in a state, you generally have to register with that state for income tax withholding and unemployment insurance, and file returns there, even if your business has no office in it.
This is the single thing that catches employers out most often, and remote hiring made it routine rather than rare. One engineer moving from Ohio to Colorado creates a Colorado withholding registration, a Colorado unemployment account, a new quarterly filing, and in some cities a local tax obligation on top. Reciprocity agreements between neighbouring states change the answer again, and so do the rules for an employee who lives in one state and physically works in another.
Tracking that is part of the service, not an add-on. When you tell us someone has moved, the registration is our job to open.
Which payroll tax returns are filed, and when?
Four recurring federal and state filings, plus year-end forms. The table below is the standard US cycle for a calendar-quarter employer.
| Filing | What it covers | Frequency |
|---|---|---|
| Form 941 | Federal income tax withheld, plus Social Security and Medicare | Quarterly |
| Form 940 | Federal unemployment tax (FUTA) | Annually, with quarterly deposits where due |
| State UI return | State unemployment insurance, per state you employ in | Quarterly, per state |
| State withholding return | State income tax withheld, per state | Monthly or quarterly, varies by state |
| Form W-2 | Employee wage and tax statement | Annually, due 31 January |
| Form 1099-NEC | Payments to non-employee contractors | Annually, due 31 January |
Who is liable if a payroll filing is late?
The employer. Legal liability to the IRS and to state agencies sits with the employer of record, and no provider can contract that away.
Any payroll company that tells you otherwise is being loose with the truth, so it is worth knowing what you are actually buying. What we own is the calendar and the filing itself. If a penalty arises because we made an error or missed a deadline, we handle the abatement request and we cover the cost. That is a commitment we can make and you can hold us to; taking on your statutory liability is not.
Primary sources referenced on this page
Payroll Management: questions we get asked
Do we have to move to Gusto or ADP?
No. We administer whichever platform you are already on. We know Gusto and ADP best, so if you have not chosen yet we will point you at one of those and say why, but there is no migration requirement.
Can you handle employees in multiple states?
Yes, including registering you for withholding in a new state when someone moves. Remote teams create state registration obligations that catch employers out constantly; tracking that is part of the service, not an add-on.
Who is liable if a payroll tax filing is late?
The employer of record is always legally liable to the tax authority, which is you, and any provider that tells you otherwise is being loose with the truth. What we do is own the calendar and the filing, and if we cause a penalty through our error we deal with the abatement and the cost.
Related
What usually goes with this
Tax Preparation
US (IRS) and UK (HMRC) return preparation across every entity type, plus Canadian GST/HST filings and CPA white-label prep.
Year-End Reporting
Closing entries, general ledger reconciliation, annual financial statements and a handoff package your tax preparer can file from.
Get a fixed quote for payroll management
Book a free 30-minute call. We will scope the work, quote a fixed fee, and tell you honestly if a different service is the better fit.
- +1 (929) 600-0884
- info@verisfinancials.com
- We reply within one business day