Payroll Services for Small Businesses Across Canada
Processing, compliance, and software support, handled so you never miss a remittance or a T4 deadline
Payroll looks simple until you’re the one responsible for it: correct deductions, on-time remittances, and T4s that match what employees actually earned, all while staying current with CRA rules that change. Get it wrong and the cost isn’t just a fix, it’s penalties and interest. We handle payroll for small businesses across Canada, as part of our broader bookkeeping services and financial accounting services, so you don’t have to become a payroll administrator on top of running your business.
How Payroll Processing Actually Works
The steps stay the same whether you do this yourself or hand it to us.
1. Initial Steps
Register for a payroll program account, set your pay schedule, and collect employee information: SIN, tax-filing status, and banking details for direct deposit.
2. Per Pay Cycle
Collect timesheets, calculate deductions and net pay, submit for processing, and issue payment by direct deposit or cheque.
3. At Year-End
Issue T4 slips to employees and file your T4 Summary with the CRA, by the last day of February following the calendar year.
Doing Payroll In-House
Means staying current on CPP, EI, and tax rate changes yourself, and absorbing the cost if a remittance is late or a deduction is wrong.
Outsourcing Payroll
Means the calculations, remittances, and filings are handled by people who do this daily, with the compliance risk sitting with us, not you.
How Payroll Remittances Work
Your remittance frequency depends on your average monthly withholding amount (AMWA) from two years prior. Most small businesses remit monthly. Once your AMWA reaches $25,000, you become an accelerated remitter and file more often; at $100,000 or more, remittances are due up to four times a month. New employers with a monthly withholding amount under $1,000 and a clean compliance record may qualify to remit quarterly instead.
Payroll Software Support
QuickBooks Online payroll lets you track hours, manage taxes, and generate pay stubs and payroll forms in one place. We set it up and configure it correctly for your business, then keep it running.
Xero’s payroll module integrates directly with its accounting platform, generating pay stubs and payroll records automatically. Since it’s tied into your books, getting the setup right matters. We handle that configuration.
What You Get
Accurate Deductions
CPP, EI, and tax withheld correctly every pay cycle, calculated against current CRA rates.
On-Time Remittances
We track your remittance threshold and file on schedule, every time.
Cloud Access
Payroll data available whenever you need it, from any device.
Multi-Platform Support
Whether you’re on QuickBooks, Xero, or switching between them, we work inside the software you already use.
Payroll Software Alone vs. Ghumans
Tools like Wagepoint, ADP, and QuickBooks Payroll calculate deductions and print pay stubs. They do not review your remittance schedule, catch a CRA notice before it becomes a problem, or answer for you when something looks off.
| What You Need | Software Alone | Ghumans |
|---|---|---|
| Calculating deductions and running pay | Handled by the software | Handled by the software, managed by our team |
| Tracking your CRA remittance schedule | Your responsibility to monitor | We track it and flag changes as your average withholding shifts |
| T4s and ROEs | Software generates the forms | We prepare and review them before filing |
| A CRA letter or reassessment on payroll | Not included | A CPA reviews it with you |
| Employee vs. contractor classification | Not addressed by the software | We help you classify correctly before it becomes a CRA issue |
A Common Scenario: Construction and Trucking Payroll
A construction subcontractor with a small crew of hourly employees, plus a few owner-operators who invoice separately, is a common setup we see in the Fraser Valley. The two groups need to be paid differently: employees go through payroll with deductions withheld, while owner-operators are usually contractors paid on invoice, not payroll.
Getting that classification wrong is one of the more expensive payroll mistakes in construction and trucking specifically, since misclassifying a contractor as an employee (or the reverse) can trigger CRA penalties well after the fact, once several years of payments have already gone through. Part of setting up payroll correctly for these industries is making that classification call up front and documenting it, not just running the numbers each pay cycle.
Frequently Asked Questions
When do I need to register for a payroll account?
Before your first remittance is due, which is the 15th of the month after you first withhold deductions from an employee’s pay.
How often do I need to remit payroll deductions?
It depends on your average monthly withholding amount from two years prior. Most small businesses remit monthly; higher average withholding amounts require remitting more frequently, up to four times a month at $100,000 or more.
When are T4 slips due?
T4 slips must go to employees, and the T4 Summary filed with the CRA, by the last day of February following the calendar year. Late filing costs $25 per slip per day, with a minimum penalty of $100 and a maximum of $2,500.
Can I do payroll myself instead of outsourcing it?
Yes, and for a single-employee business it’s often manageable. The complexity, and the cost of a mistake, both grow as your team does.
Do you work with QuickBooks and Xero payroll?
Yes, we set up and manage payroll inside whichever platform you’re already using, or help you choose one if you’re starting fresh.
Does payroll connect to my corporate tax filing?
Yes. Payroll remittances and T4s feed directly into your year-end numbers, which is why we handle payroll alongside corporate tax return services for many clients rather than as a separate, disconnected task.
Top-Quality and Budget-Friendly Bookkeeping Tailored to Your Needs
SILVER
For self-employed and freelancers, we handle all your tax issues and take care of the tasks you dread, so you don’t have to.
GOLD
For SMEs and mid-sized businesses, we provide quality accounting services that add real value to your company.
DIAMOND
Offering personalized solutions because your success is our priority. Just give us a call, and we’ll handle the rest