How Do I Choose the Right Bookkeeping and Payroll Services for My Business?

Running payroll and managing books are two of the most critical financial functions for any business-and also two of the easiest to get wrong.

Download Our Free Brochure →

If you’re considering hiring a service to handle both bookkeeping and payroll, here’s what to consider, what to watch out for, and why splitting them might be smarter.

What Bookkeeping Covers vs. What Payroll Covers

While some providers bundle both together, they’re very different functions:

Bookkeeping includes:

  • Transaction categorization
  • Bank and credit card reconciliations
  • P&L and Balance Sheet reports
  • Expense tracking and reporting

Payroll includes:

  • Calculating wages and taxes
  • Filing W-2s and 1099s
  • Submitting payroll taxes
  • Complying with federal/state laws

They’re connected-but require different tools, expertise, and compliance handling.

Pros and Cons of Bundling Services

Some full-service firms offer both bookkeeping and payroll under one roof. That might sound easier, but be careful:

Pros:

  • One point of contact
  • Unified reports
  • Easy startup

Cons:

Download Our Free Brochure →
  • Higher pricing
  • Slower support if they’re not specialized
  • Hard to switch one service without the other

Why Many Businesses Separate Them

At Remote Books Online, we specialize only in bookkeeping-and work with your payroll provider (like Gusto, ADP, or Paychex) to ensure everything lines up.

This gives you:

  • CPA-ready monthly financials
  • Flexibility to use your preferred payroll provider
  • Cleaner handoffs for tax prep
  • More control over costs

Key Things to Look for

  • Industry experience (retail, services, ecommerce, etc.)
  • Flat-rate pricing, not hourly
  • Support for multiple payment schedules (biweekly, monthly, etc.)
  • Cloud-based systems with real-time access
  • Secure document sharing
  • Separate or integrated payroll journal entries

Test Case: Construction Firm Unbundles Services and Saves 40%

A growing construction business in Texas used a bundled bookkeeping + payroll provider. But the payroll module was clunky and couldn’t handle job-specific wages or state compliance.

They switched to:

  • Remote Books Online for monthly bookkeeping
  • Gusto for job-based payroll

The result?

  • Saved $2,600/year
  • Cleaner job costing
  • Faster support from both vendors

FAQs

Can RBO manage my payroll too?
No, we don’t run payroll-but we collaborate with your provider and post payroll journal entries correctly.

Do you recommend any payroll systems?
Yes. We commonly work with Gusto, ADP, QuickBooks Payroll, and Paychex.

Can I switch payroll providers mid-year?
Yes-with clean books and correct data, switching is easier than most think.

What if I’ve been running payroll manually?
We can help catch up your books and properly log prior payroll data.

Final Thoughts

Bookkeeping and payroll are both too important to leave to chance-or the wrong provider.

Remote Books Online focuses 100% on bookkeeping, ensuring your financials are accurate, up to date, and tax-ready. We’ll coordinate with your payroll platform so everything runs smoothly-without the extra overhead.


Explore our full range of bookkeeping services designed for small businesses looking for accuracy, simplicity, and CPA-reviewed financials.

If you’re behind on your books, our catch-up bookkeeping services can help you get current fast-no stress, no mess.

Streamline Your Finances: Download Our Free Bookkeeping Brochure

Take control of your business finances with confidence! Our detailed brochure provides insights into how Remote Books Online can help you maintain accurate bookkeeping, stay tax-ready, and make informed financial decisions. Discover how our tailored bookkeeping services can support your business growth and simplify your financial management.