FAQs
Answers to your payroll questions
Everything employers actually ask us: the services we offer, how our fixed-fee engagements work, payroll-tax notices, multi-state filing, and how to get started. Written the way we'd explain it on a call.
Before you browse
Straight answers, no jargon
We've organized the questions we hear most below, grouped by theme, from processing and switching providers to payroll-tax defense and how our engagements work. Each answer is written the way we'd explain it on a call, not the way a compliance team would draft it.
Can't find your question? Every submission on our contact form is read by a real member of the team, a payroll specialist, Enrolled Agent, or HR compliance expert, and answered within one business day.
How we answer
Response time
< 1 business day
Answered by
Payroll specialists & EAs
Cost to ask
Always free
Obligation
None to engage further
Getting started
The questions we hear most often
Services, pricing, working with us remotely, and what to do about a payroll-tax notice. The essentials, first.
What services does SMAART Payroll offer?
Payroll processing, federal and state payroll tax filing (941/940), year-end W-2 and 1099 filing, HR compliance, HR services, and staffing. One team handles everything from your first payroll run to a multi-state HR compliance audit.
How much do your services cost?
We quote a fixed engagement fee up front. Most payroll engagements run $50–$150/month base plus $8–$18 per employee per month, depending on pay frequency, employee count, and states. No hourly meter, no surprise invoice at year-end.
I just started a business. When should I set up payroll?
Before your first hire's first paycheck. Getting your EIN, state tax IDs, and pay schedule right from day one avoids a costly correction later. Engaging us at the start lets us set it up correctly the first time.
Do you work with employers outside of Florida?
Yes. We're headquartered in Fort Lauderdale, but we run payroll and handle HR compliance for employers in all 50 states, including multi-state and fully remote teams.
Can you help if we already have an IRS or state payroll-tax notice?
Yes. Enrolled Agents on our team are licensed to represent you before the IRS and state agencies. We handle every communication so you don't have to.
How do I get started?
Book a free consultation. We'll review your current payroll and filings, quote a fixed fee, and show you exactly what we'd do differently, no pressure and no obligation.
Processing & switching
Accurate payroll, zero downtime
How processing and filing work together, and how a clean provider switch actually happens.
What's the difference between running payroll and payroll tax filing?
Running payroll is calculating and distributing what employees are owed each pay period: gross pay, deductions, net pay. Payroll tax filing is the separate, deadline-driven work of remitting withheld taxes and filing Form 941, 940, and state returns. We do both, on the same schedule, so nothing drifts between the two.
How much does switching payroll providers actually cost me in downtime?
None, if it's done right. We pull your prior provider's data, configure your pay schedules, load employee W-4s and direct deposits, and run a parallel test cycle before going live, so there is zero gap in employee pay.
I just started a business. When should I set up payroll?
Before your first hire's first paycheck. The EIN, state tax IDs, and pay schedule you set up in week one shape your compliance posture for years. Engaging us at the start lets us set it up correctly and start filing on schedule, not scramble to fix it after a missed deadline.
Do you handle complex payroll: multi-state, tipped employees, contractors?
Yes. Multi-state withholding, tipped-employee wage reporting, and 1099 contractor classification are exactly the situations generic payroll software gets wrong. Every filing is prepared and reviewed by a real payroll specialist or Enrolled Agent who owns the outcome.
Payroll-tax defense & resolution
We stand between you and the IRS
Audits, notices, back taxes and penalties, handled by credentialed professionals so you never face the agency alone.
Can you help if we're being audited over payroll taxes?
Yes. We provide full IRS and state representation: we become your single point of contact, handle every communication with the examiner, and fight to reverse penalties. You never have to speak with the agency directly. That's what our credentialed representation is for.
We owe back payroll taxes we can't pay. What are our options?
More than you'd think. Installment agreements, penalty abatement, and negotiated payment plans are all on the table depending on your situation. We assess which path realistically reduces what you owe and negotiate it with the IRS or Florida Department of Revenue on your behalf.
We got an IRS or state payroll-tax notice. Should we be worried?
Don't panic, and don't respond on your own. Many notices are routine, but the wording and the deadline both matter. Send it to us before you reply. We'll tell you exactly what it means, what's actually at stake, and handle the response so a small issue doesn't become a large one.
Working with us
Fees, reach & how it works
Fixed-fee pricing, multi-state filing, and what sets SMAART Payroll apart.
How much do your services cost?
We quote a fixed engagement fee up front, based on employee count, pay frequency and states of operation, no hourly meter and no per-run upcharge. The initial consultation is free, and you'll have a transparent quote before any work begins.
Do you work with employers outside of Florida?
Yes. We're headquartered in Fort Lauderdale, FL, but run payroll and handle HR compliance for employers in all 50 states, fully remote through our encrypted client portal, or in person by appointment.
Can you file multi-state payroll taxes?
Yes. Multi-state withholding registration, unemployment insurance filings, and new-hire reporting are a core part of what we do. One team handles the federal, state and HR compliance pieces together, so nothing falls between the cracks.
What makes SMAART Payroll different from other providers?
98% client retention, $50M+ in client savings identified across the SMAART Company client base, and a team of payroll specialists, Enrolled Agents and HR compliance experts, all under one roof. We review every run before it transmits instead of running it unattended, quote fixed fees up front, and stand between you and the IRS. That's a breadth of expertise most payroll vendors simply can't match.
How do I get started?
Book a free consultation. We'll review your current payroll and filings, quote a fixed fee, and show you exactly what we'd do differently, no pressure and no obligation.
Ready for payroll that runs right?
Book a free consultation. We'll review your current payroll and filings, quote a fixed fee, and show you exactly what we'd do differently: no pressure.