Full-Service Payroll
We run payroll every pay period, handle the tax deposits, file the quarterly returns, and produce year-end W-2s. You approve the numbers and we take care of everything else.
What We Handle
Every pay period, we calculate gross pay, withhold the correct taxes, process deductions, and deliver net pay to your employees through direct deposit. We then deposit the withheld taxes with the IRS and New York State on your behalf based on the required deposit schedule. At the end of each quarter we file your federal 941 and your NYS-45 with the state. At year-end we prepare and distribute W-2s to every employee.
Running payroll in New York involves more layers than most states. You have federal income tax, Social Security, and Medicare on the federal side. Then New York State income tax, NY Paid Family Leave, and NY disability insurance on the state side. If any of your employees live in New York City or Yonkers, there are additional local withholdings to calculate. We track all of it so you do not have to think about which rate applies to which employee.
Every Pay Period
Every Pay Period
You send us the hours or confirm salaries. We calculate everything, apply the correct withholdings, and run the payments. Your employees receive direct deposits on time. You get a summary showing exactly what was paid and what was withheld. That is the extent of your involvement.
Taxes and Filings
Taxes and Filings
We deposit federal payroll taxes on your required schedule, whether that is semi-weekly or monthly. We file your quarterly 941 with the IRS and your NYS-45 with New York. We handle the annual W-2 preparation and distribution. Every filing is done electronically and on time.
Why This Matters
Payroll taxes are not like other business obligations. The IRS treats withheld payroll taxes as trust fund taxes. The moment you withhold money from an employee’s paycheck, that money belongs to the government. If you fail to deposit it, the IRS does not just send a letter. They assess the Trust Fund Recovery Penalty, and they can hold you personally liable as a business owner. The corporate structure of your business will not protect you from this.
New York adds its own layer of urgency. The state requires quarterly wage reporting through the NYS-45, and the penalties for late or incorrect filings are automatic. Unemployment insurance rates are tied to your filing history, so mistakes now can mean higher rates for years. If you have employees in New York City, the withholding calculations become even more specific. Getting any piece of this wrong creates problems that compound over time.
The Personal Risk
The Personal Risk
Most business debts stay with the business. Payroll taxes are different. The IRS and New York State can pursue the individual who was responsible for making the deposits. That means you, the business owner. This is not a theoretical risk. It happens to small businesses regularly when payroll taxes fall behind.
The Employee Side
The Employee Side
Your employees depend on getting paid correctly and on time. A wrong paycheck damages trust immediately. A late paycheck can violate New York labor law. The NY Wage Theft Prevention Act has strict requirements around pay notices and frequency. Payroll is not something you want to get mostly right. It needs to be exactly right every time.
What You Get Back
You stop spending hours every pay period double-checking tax tables and hoping the math is correct. You stop worrying about whether you deposited the right amount with the IRS or filed your NYS-45 before the deadline. The entire process becomes something you approve rather than something you build from scratch every two weeks.
We have processed payroll in real-world settings ranging from weekly runs for a waste management company with hourly crews to corporate payroll entries at one of the largest shipping companies in the world. That experience means we understand the practical side of running payroll for businesses where the hours change every week, where employees come and go, and where the rules are always getting updated. You get a consistent, reliable process without needing to become a payroll expert yourself.
Consistent and Accurate
Consistent and Accurate
Every payrun follows the same process. Hours are verified, taxes are calculated at the current rates, deductions are applied, and payments go out on schedule. Your employees see the same reliability every pay period. You see a clean summary and move on with your day.
Full Compliance
Full Compliance
When New York updates its Paid Family Leave rate or the state adjusts unemployment thresholds, we update the calculations before your next payrun. You do not need to monitor legislative changes or figure out how they affect your withholdings. Staying compliant is part of the service, not an add-on.
Your NYC Small Business Bookkeeper
The Next Step:
A Short Conversation
Tell us about your business and what you need help with. We'll ask a few questions, walk you through how we work, and give you an exact quote.
