Who Should Be Involved in a Payroll Demo?

Choosing the right payroll software is critical in any business. Whether you’re starting a new business or you’re already a business owner switching to a new payroll system, you need to demo any options you’re considering to ensure you choose one that serves your needs. You must also consider how your payroll needs may change as your business grows.

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This isn’t meant to intimidate you. Selecting the right payroll software doesn’t need to be challenging. 

That’s true in part because choosing a new payroll system isn’t something you need to do on your own. Nor should it be. Because payroll impacts many aspects and departments of a business, various other team members should be involved when you demo a new payroll solution. The following are a few noteworthy examples:


Your chief human resources officer should absolutely be involved in a payroll software demo. That’s because payroll tasks often overlap with HR tasks.

For instance, because motivating employees is one of HR’s key responsibilities, HR teams are often tasked with developing appropriate employee compensation packages. This involves determining how much an employee may be paid when they’re first hired, the degree to which an employee’s pay should increase when they receive a raise, how much employees may be paid for overtime, and more. 

That’s merely one example. Essentially, because HR and payroll departments are so closely linked at times, HR decision-makers should contribute their thoughts when you’re choosing a new payroll solution.


You almost certainly already understand that the head of your payroll department should also be involved in a payroll software demo. However, it’s a good idea to include your chief financial officer as well.

It’s easy to understand why. How you pay employees is directly related to your business’s overall finances. Your CFO may have thoughts regarding how a given payroll solution could (or couldn’t) protect your business’s financial interests.

Your CFO may also have opinions on how you can avoid spending too much when choosing a payroll services provider. For example, after reviewing your options, they may feel the best choice for your business is a payroll company that offers a range of products and services from which you can pick and choose. This ensures your business needs are met without excessive spending.

Project managers

Depending on the size of your business, you may not be able to include all project managers in payroll software demos. That said, to the best of your ability, you should include the managers who work with the most employees.

The right payroll system isn’t merely one that’s convenient to set up and use on your end. It’s also one that satisfies the needs and preferences of your employees. Project managers who supervise numerous employees will often have a strong understanding of what your workforce generally wants in regard to a payroll system.

Perhaps some employees prefer to receive physical checks while others prefer direct deposit. This may not be something you were fully aware of given the nature of your role. However, it might be something project managers are aware of. They can share with you their observations, improving your chances of selecting a payroll solution that everyone is happy with.

Essentially, the business owner or CEO is not the only person affected by a payroll system. Literally, every single team member is impacted by your choice of payroll software. Knowing that, when you’re demoing a payroll solution, you should involve others. Doing so will help you more easily make the right decision.

Interesting Related Article: “3 Signs it’s Time to Upgrade Your Business’ Payroll System