Episode 146: Streamlining Payroll for Cleaning Businesses – Interview with Industry Expert (Special Listener Offer!)

Episode 146: Streamlining Payroll for Cleaning Businesses - Interview with Industry Expert (Special Listener Offer!)

Announcer:
Grow your cleaning business. Make more money, have more time. This is the profit Cleaners podcast with your hosts, Brandon Condrey and Brandon Shane.

Brandon Schoen:
Hey, everybody. Welcome to the webinar today. Getting started here. Sorry about the delay, but we're getting started here, guys. We're going to get going in just a second. Let everyone join. And we're going to be talking about payroll 101, learning about setting this system up for your cleaning business today.

So guys, get excited. It's going to be a great call and we're going to learn how to install this system, learn some critical mistakes to avoid, and just some other great knowledge to absorb during this time. So welcome to the webinar, everybody. Brandon Condrey in the house. I'm going to make you a host and we're going to get this thing going. So welcome, everybody, to the call today.

How's it going, Brandon? How's your Thursday going so far? Oh, it's good. I've been spreadsheet and all day John wanted things, so doing cash flow analysis, that's what I'm doing. Nice. So, yeah, guys, that's how we're going to start out the webinar today. Before we get Megan on here, we're going to talk about the importance of payroll. What happens if you're doing it wrong? What are the implications of that?

We're going to talk about our experience with payroll companies, the pain points, why? We were looking for another solution. So I'm going to have Brandon Condrey just share a quick story with that to intro this, guys. And then we'll bring in Megan to show you the new transformed payroll system we're using. It's a lot more user friendly, efficient, tax ready and compliant, all that good stuff. So really quick, why is payroll so important, Brandon?

What happens if you do it wrong? What happens if you do it wrong? A whole host of things. There's some audit things that could happen. There's some tax implementations, there's some fees, there's, I don't know, jail time if you get real crazy with it, right? Yeah, there's loads of things that can go wrong with payroll. It's a huge pain if you do it yourself. We've had like a couple payroll companies, and even before this business, I worked with bigger companies, and it was always such a pain to, like, right person get stuff through.

But, like, why don't you just tell them, Brandon, like our experience, we've worked with a few different payroll systems up till recently. And just like some of the pain points or horror stories or like, we've almost fired a couple of them because there are some pretty big things that happened. So maybe just share that really quick. We, I mean, we have some. So, you know, the first big one missed a couple filings.

Like, in 2017. We had to pay some fees related to that. Honestly, we got to one that was good enough. And then we were sitting there. So we didn't go looking for ADP. ADP came to us and we did a demo, and we were impressed. And we moved a company with 60 some odd people to ADP's platform. So the pain points we had with the other one were we got promised the world during the sales demo, and then when it came to implementing it, everyone disappeared.

And then we have a dedicated rep. Every company will tell you there's a dedicated rep, but when we call, it's never the same rep twice. They seemed, it's like a revolving door of payroll reps that we were talking to. There were a couple times where they really weren't doing what we needed related to some document upload, I think. And we finally had to call our sales guy and tell him we were going to leave.

And then he called someone, and then suddenly it was fixed. But those were like, days and days and days of conversations, and we were using multiple platforms to do a bunch of simple things. And ADP is able to unify all that. So we have everything under one umbrella. We were able to cancel a couple third party products that we're using that were just built into the system related to training, onboarding.

There's some direct deposit issues that we had with the other one that have kind of gotten alleviated with ADP. So I'll. I'll let Megan pitch you on ADP. I'm here to pitch you on why the other one wasn't so great. But, yeah, but basically, like, if you guys are doing this the right way, like, we avoided, what was it? Like, almost $20,000 or we had a $20,000 bill in the very first year of business because we didn't do this.

Right. Right, Brandon? So that was workers comp. So we fixed that with a real time reporting through workers comp, but workers compensated is also available through ADP. And that is something that we are looking at. So right now, we're still with our current workers comp provider. But the idea there for you guys that own businesses is that when you set up workers comp insurance, you guess, like, payroll next year is going to be $100,000.

And they're like, cool. Here's your workers comp premium. Great. Then at the end of the year, they circle back, hey, what was payroll, actually? And you're like, oh, we did really good. So it was like 250. Cool. You owe us 1.5 times what we told you it was going to be. And you have to pay that right away with the real time reporting, which ADP offers. And you can get through other insurance providers, but after every payroll, you tell them, hey, this is what I paid out.

And then they adjust the premium for that two week period or pay period. And that way, when an audit comes around, it's not when it comes around. An audit happens every single year with workers comp, you don't owe anything, is the idea. Yeah. So there's so many issues that can happen. There's challenges, but this is why we're doing this presentation today, guys. So I'm going to introduce Megane, Amaru, or Amar, how do you say your name?

Last name Megan. If you have the nice little accent as Amaru, I can't roll my tongue. So I never say it like that. It's italian. So I just say amaru. Just keep it nice and easy. Yeah. So, Megan, Megan, jump on here. And if you guys are. If the chat's open, why don't you guys just, like, pop in the chat? Like what you're using right now? Do you even have payroll?

Are you using another system? Like, why don't you just pop what you're doing in the chat right now to give Megan an idea of what you're using and then I'm going to turn it over to Megan. Megan, share everything you want to share and let's go. I'm excited. Absolutely. All right. Matt is using home base. I've never even heard of Homebase. I've never heard of homebase. No, home base is more of like, a CRM system.

I didn't even know they did payroll. Huh. Interesting. A lot of that's the way it's kind of going is a lot of CRMs will try and keep it in house. Service fusion, the one that we use, also does payroll. But New Mexico was one of two states, I think that they did not operate in, and I don't know why. So there's some regulation hoop they weren't able to jump through New Mexico.

So, you know, not every CRM can operate in every state. Yeah. And the one thing about doing it through, like a CRM or like a CRM is customer facing. Like, that's their main goal. Just like ADP. Our main goal is payroll. When it comes to taxes and all of that. You don't want to mess with it. So you want to go with a company that is literally meant to handle the tax portion.

You don't want it to just be like, yeah, we do this, we do this. Oh. We also offer payroll to make us seem a little bit more, like, robust, and we have more features and everything. So that's just what I would say tax wise. You said it's actually been super smooth. Use the clock in and clock out. Our CRM is jobber. Oh, interesting. Okay, so you have a CRM jobber and homeless.

Interesting. Okay, gotcha. That's good to know. I didn't even know that. It's news to me after my five years of being in the company. Let me share my screen. There we go. Look at those transitions. Love it. All right, payroll 101. So the goal of what I'm trying to help you do is just simplify your payroll system or just, like, give you a payroll solution for your cleaning business.

Small business. Just because Brandon. Brandon have a 60 plus employee company. Yes, we do help 60 plus employees. We are a very, very big company, but I'm specifically small business. So, like, one employee companies, maybe it's just the owner getting started out and wanting to put themselves on payroll to just give each other, like, them pay stubs or, like, ten employees. Like, that's normally my wheelhouse, but I go up to 49, and then after 49, I have a partner that I just bring in for 50 plus.

But I'm specifically small business. And so we want to simplify your payroll system for your cleaning business so that it's just user friendly, efficient, and tax ready. And we want to make sure everything's streamlined. So it's kind of a one stop shop. So a little bit of agenda introduction, a little bit about myself, common payroll concerns. Why choose ADP beyond payroll essentials? We do offer things other than payroll.

Again, we already mentioned workers comp. We do have timekeeping and other little features that I can mention. We do have a profit cleaners partnership. So I'll go over that and getting started and then the Q and A at the end. So a little bit about me. My name is Megan Amaru, recently married in 2023, in September, actually, in New Rochelle, New York, if you're familiar with the area.

That's my husband, Anthony. I was born and raised in Lancaster, Pennsylvania. Again, if anyone's familiar, amish country. No, I'm not amish, and I have gypsy life here because I actually, I have clients all over the country, but it works out for me because my husband is a business consultant for a food company, so he turns around areas in his company that aren't doing well in certain states. So we'll move to that state.

He turns it around, and after two years, once it's doing well and he needs to move to the next area, I go with him, obviously. So we've been in Nashville, we moved to Pittsburgh, and now we're currently in Minnesota. And I get to find out this summer if we're going to be staying here or if we're going to be moving to the next spot. But again, it doesn't really matter to me because my clients are almost in.

I'm pretty sure I'm like three states away from having all 50 states. So if anyone's in Alaska, I need you because I'm trying to get all 50 states. And, yeah, I mean, that's just pretty much just my little background, personally, professionally, some of my credibility. My title is an elite senior district manager, and I'm a client focused. So I do have other cpas and I have other people that I work with that can send me small businesses and I help their small business owners, but I'm client facing, so, like, that's huge for small business owners because I'm specifically focusing on my clients, making sure they're taken care of.

Even after you process payroll and you're like, done technically and go into service, I don't leave any of my clients. You just call me or text me anytime you need me. And it's just so much easier for a call or text. You can email me, but all my clients know to call or text me, so that's normally what I prefer. I've been with ADP for five years now, and it's always been in the small business.

And like I said, one to 49 employees is considered small business. I made for presidents club. I just made my most recent one, and which was going to be Greece. So that's super exciting. I'm very excited for that trip. So is my husband. He's a lucky guy. I've made ten total rewards trips with ADP. I've, like I said, clients in 47 states, and I have over 150 cleaning company clients.

So some of the common payroll concerns that I've gotten, these are just the highlighted ones. This guy might look a little familiar, but I was never able to get ahold of my payroll rep whenever I had questions or needed help. Brandon C. He already kind of plotted to that he could never get ahold of someone. What'd you say? No, then I'm just, I'm just laughing. Yep. That, that was what I said earlier, but yep, that's you.

It's good to see it in black and white. There. That, that is still the problem. There you go. There you go. Another one of my clients, George, he was using a payroll company that was not user friendly. He didn't know where to pull a simple report that his CPA was asking for. Now, we have a platform, if you have a CPA, that you want them to see all your reports for year end and everything.

We have a platform that connects for accountants. It's called account Connect. Doesn't cost anything to you, doesn't cost anything for the CPA, and it allows them access to whatever you want. They can run payroll for you. They can access your reports, or you can just have them only having access to certain reports. It's up to you. But it gives them that, like, ability to go in and pull those reports so they're not bothering you and asking you in the middle of your day, like, hey, I need all these reports.

And then you have to take the time out of your schedule to go poll them. It's just a very easy transition. So cpas normally always refer ADP because of that. Another one of my clients said, dennis, he said, I lose sleep every night thinking about how I am not paying my taxes the correct way. Very common. And the last one was my other client, Abby, in California. And she was paying all of her employees under the table, Giselle Cash, Venmo.

And then she got audited last year, and she was fined $32,500 for not being compliant. She was completely just doing it under the table, thinking, oh, I'm never going to get caught. And especially in California, those, yeah, you don't want to mess around with those states. So she did get a huge fine, and now she's at the ADP. She's good to go. She did have to pay the fine, but she definitely learned her lesson.

And now she's compliant. Megan, that was one of the Q and A's we had up, which was no payroll yet, but wanted to know your opinion of paying employees cash when starting out. So if that wasn't, if that wasn't an answer right now, paying cash, very, very risky from an audit standpoint. You can pay cash if your employees are not w, you're going to file a 1099 for, this is how much cash I paid them.

So that's the way to do it legally. But if youre talking about paying them and not paying taxes, that is definitely a no no. And if you get caught, theres not. I dont think they look very favorably upon those kinds of cases. I actually target small business owners. There was an article that I read a few months ago, I need to look back and find it. But it was saying how its crazy how the IR's, they have all these massive companies that they could target, but its just so easy for them to just go in and so many small business owners are not doing things the right way.

And they target small business owners because they know they're probably not doing things like cutting corners and doing all of that just because they're small business, just trying to get money like set up and everything. And yeah, they unfortunately target small business owners because they know it's low hanging fruit. So definitely got to be careful with that. Small business owners typically do not. They're doing diy, payroll or no kind of payroll.

And so one of the advantages of going with an organized company like ADP is they have a compliance part of it that's the component of it. And bigger companies, the reason they're not targeted so much is that they have whole departments inside of that company dedicated to compliance to keep you away from them. Exactly. The other question in the chat was do you handle Canada? I think we have talked about that previously.

But ADP is available in Canada. Yes it is. I have a partner and she can walk you the demo. What I want to do is I'll show you a high level of what ADP can do, but then I would love it to like schedule a one on one which each business owner. So I could actually look at your company and figure out what bundle we offer is going to be the best fit and show you a demo of the actual run payroll platform.

And I have, the platform looks like a little bit different than the one in the US. So I can definitely connect you with her. She's awesome and she can show you a demo and get you all set up. And then if you need anything, you can still reach out to me. I'll be the liaison between you and that rep if you wanted to just reach out to me.

Perfect. Is that all the question so far? That is it. Perfect. So again, why use ADP? So when you're a small business owner is you lose sleep because you're not sure if you're compliant, you're not sure if you're doing your taxes correctly. When you're doing the taxes by yourself, like the filings over here, this is called payroll 101. And I won't go too into detail. I normally do go into detail on how this works during my one on one meetings because I cater it towards the state that I'm talking to the business owner in.

But for filings, everybody has to do filings. Your 941s, your 940s, your state unemployment, your state income tax, all of those withholding filings, deposits to the IR's. If you end up doing this yourself, or if you're using a company that does not take full liability, they might bring you over, but it's still on you regardless of using that company or not. If you don't have full liability on someone else, if something is filed late, if something is filed incorrectly, that's on you.

Like, that's on you might try to blame your small mom and pop CPA, but they're going to be like, okay, well, I don't know what to tell you. I'm not paying this $10,000 fine because of x amount, whatever happened. So when you come over to ADP, regardless of your size, we handle and we take full liability for your company. So there are tax ids you have to apply for.

I helped, like, I don't charge to help apply for tax ids. So I just get on the phone with new clients, I walk them through whatever state we're in, and I help them apply for these tax ids, and then we need those ids in order to make these filings. But once we have those tax ids, you're good to go. Like, we take full liability from then on. So you really want to make sure you're pushing all of your responsibilities and all the liability on a multi billion dollar company like ADPD, because if you get a fine, if something was incorrect, ADP won't even blink at $10,000 as a billion dollar company.

So that's just a little bit about the liability. Again, I can go into that more when we're doing a one on one. Again, it's a one stop shop. So you have your payroll there. You will have your tax filing, you'll have your HR. If you end up doing that bundle, you have your onboarding, you have workers comp. Like I said, you have everything. Timekeeping, all different things, all in one platform.

So you're not signing into a bunch of different platforms just to do one thing. Kind of how Brandon already said, if everything's just right there and it just makes it so much easier for him. And then I already said this, but one on one experience, like, I'm not going anywhere whether you're with me for six months, a year. I don't get at my job. I love my job, so I don't foresee me leaving ever.

So you never have to worry about that. As you know, we don't love adding new services to our business. But in the case of breezy blue, we're all for it. It's easy to implement, affordable, and your customers will love how you can quickly sanitize every inch of their home in a matter of minutes. It's a great way to stand out from the competition so you can win more customers.

And it's eco friendly, too. To learn more about this incredible new product for your cleaning business, head to profitcleaners.com breezyblue. That's profitcleaners.com breezyblue. All right, so these are some of the beyond payroll essentials that I was telling you about. Workers comp again, Brandon already mentioned this, but we have something called pay by pay system. So each time you process a payroll, before you actually process the payroll, it will tell you how much your workers comp is going to be for that pay period.

So you might start out with two employees, let's say, and you're paying workers comp for those two employees that pay period. And then two weeks later, you might add on a third or a fourth, and then you're having four total employees. Then you need to pay workers comp for those four people. So we automatically, when you hire people on, we would automatically hire them and bring them onto the workers comp.

And then when they leave the company, we automatically take them off. And then you're never paying lump sums upfront. It's always in bite size pieces. Anytime you process a payroll. So let's say one week you're weekly processing, and one week you just didn't have any work. So you're not paying any employees. Then you just don't process a payroll, ADP doesn't charge you, and you also don't have to pay workers comp.

And then at the end of the year, you always have to go through an audit process. But ADP takes care of the audit process because technically, we're auditing you every single time you process. So then at the end of the year, you don't have that. Do I owe money? Do I, am I get to get money back? Did I pay too much at being in the year? All of that?

Ten out of ten? I love our workers comp. It's one of the number one beyond payroll centrals that I love to talk about. And we also have the ability to shop around with over 20 different insurance carriers for workers comp. So instead of you going to a state farm and like a local mom and pop insurance company and just getting quotes, we do it within like, I think it's like 2 hours.

We can get you a quote sometimes even sooner. And we'll shop with 20 different carriers. So we find you the best possible rate and hopefully save you money. If you already do have workers comp, I just want to point out how big of a deal that is. So we've talked about it on the podcast a few times. People ask us about insurance pretty often, but use a broker for insurance.

So the fact that ADP has it built in is handy. With workers comp, there's this thing called an experience modifier. So we're going to lower your rate by this much based on how many years you've been in business. That is not the same across carriers. So them shopping you around to 20 plus different people based on how many workers comp claims you have means that you will get the best deal.

And it means that your workers comp carrier might change every year, but the reporting mechanism through ADP stays the same each time. So that's the benefit. So all on the back end is just to save you money. Because if you book with the state farm for workers comp, I don't even know if state farm does workers comp. But if you did workers comp through one of those legacy carriers, I mean, they're not geared towards business insurance.

They're geared towards, you know, your personal automobile. So this is why you want to work with a broker for business insurance typically. Absolutely. And we also break it down a lot of times. I'm glad you said that because another really nice part about our workers comp is when we get you a quote, we will let you know the dollar amount per every hundred. So you can even do the math in your head.

And it's not like, all right, it's going to be x amount for the entire year. And you see this massive number, it's going to be like, okay, it's, I'm just giving you a random number. It's $4 for every hundred dollars paid out. So then you take, okay, so it's $400, you do $4 times four and you get your amount. So it's just like it makes it easier to kind of figure out also if you want to break down per employee how much you're actually paying them hourly when it comes to the taxes, when it comes to workers compensated, you can break that down too.

And you can say, maybe I am paying them $15 an hour, but with their taxes that I owe as an employer portion and the workers comp, instead of $15, I'm actually paying them $17 or whatever it might be. And that might help you with your p and L and all of that. Second thing is timekeeping. So we do timekeeping again. If you love your timekeeping like, if you love job, like, no need to come over to ours.

Because if you have a CRM system that is doing the timekeeping, it's tracking your employees. You can see where they're clocking in and clocking out. We have all of that. We have the geofencing. If you're happy with it, I would say just stay with it. Like I'm not going to tell you to come over to something. I always say, if it's not fixed or if it's not broken, don't fix it.

Especially with the timekeeping, just because you're already paying probably a good amount for your CRM system. So all you have to do is see the hours that they worked and then just plug in. Okay, this person worked 6 hours. This person worked ten. This person worked twelve into our payroll system. And it's very easy. And some of them we even integrate with where it just flows right in.

But we do have time timekeeping. If you do want to use ours, it's great. Again, geofencing ability and gps tracking. And it's super user friendly. And you can also track pto and time off even if it's not paid time off. But our timekeeping is really great and it does integrate with the payroll. We do have HR resources. We have way more than this depending on what bundle. But these are just kind of like the highlighted ones, specifically for cleaning business owners that I see people always asking about or that I find the best to stay compliant with.

The number one is employee handbook. If you don't have an employee handbook, I would definitely get on that because you can put a non compete in there. You can add all your rules and regulations. And our system is a wizard. So you might plug and play like the name of your company and the owner's name and little information, but then you get a shell of what every single employee handbook should look like.

ADP will give you that it's already written up by ADP's attorneys. And then you can search the cleaning industry and see all policies that you can add in addition focused around the cleaning industry. And then you can click on it and literally just copy or just paste it right into your employee handbooks. So you don't have to do any of the thinking about writing it up, because ADP's attorneys, again, multibillion dollar company, you know, we have some good attorneys, so they will.

They're the ones writing these up and putting it in the handbook. And you can just pick and choose whatever you want to do, and you are able to, if you don't like the wording of something, you can change it. If you want to write up your own policy, you can upload it. You can upload your logo, just really customize it. And then that handbook, you can print it out and have a hard copy of it.

But in our digital onboarding, you can have a section where they actually read off when they're doing their digital onboarding, like their w four, their I nine, their emergency contact, direct deposit. When they're filling all of that out, there will be a section to read, and they will have to sign off electronically on the handbook saying they agree to all your policies. Again, they agree to the non compete, because I can't tell you how many times I've seen that burn.

Small business owners not having people sign a non compete. And so then at the end of the year, we have a team behind the scenes in every single state letting you know, like, hey, this changed. And you don't have to go back and try to figure out what policies change and do it yourself. We have a team behind the scenes automatically updating these changes for you. And they'll let you know at the end of the year if you should really resend this out to your employees for them to resign or it doesn't matter.

So that really eliminates all of that. And the non compete is so big because I made probably a handful of clients in my five years that have gotten screwed by their own employees just because, like, an example, one of my clients in Colorado, he had a small business cleaning company, and he hired on this one girl. I don't know how he knew her, maybe a family friend, I'm not really sure.

And she didn't know what she was doing. He didn't know what he was doing. So they kind of, like, brought it up together in a way. But even though he was a business owner and she was just, like, manager, and a year or two passed, he's doing really well. She's managing everyone. It's like, pretty much they're, like, related at this point. Like, they're like, great relationship. And he never had her sign a non computer or anything.

And his wife got super sick. So for two weeks, he was out doing things, and he trusted this girl to handle everything. And when he came back, she actually started her own business. She stole over half of his clients. He lost all this revenue, and thank God his wife ended up not getting super sick and, like, passing away, but, like, so she's fine, but still, like, he lost all of this money because of not having her sign a non compete because he couldn't.

He couldn't get back the client. She brought better pricing to him, to the clients, and it just. It was really sad. So. And I've seen that happen to a lot of different clients of mine, so I would definitely. I don't know if you guys ever talk about non competes, but when they're w two employees, you should do that. Correct me if I'm wrong, but non competes were just banned by the federal Trade commission in April.

So I wonder how the ADP lawyers reacted to that. Oh, it's in the handbook for everybody nationwide. So it's a political interesting. I'm sure it will shift from time to time, but I'll put a link in the chat if you want to check it out. So, yeah, please. Do non compete seem to be in flux? I don't think they're saying you can't put them in there in the handbook.

I just think it's not very enforceable, is the issue. Yeah. I'm wondering how that they can protect their business from not having employees come in and take their clients. Like, I'm wondering how. Because that protects them from coming in and stealing their clients and being like, hey, I clean your house all the time. I'm actually starting my new business. Come over to me. That's normally what it was for, but I'm not sure.

That's good to know, though. I'm going to definitely do research on that. Yeah, check it out. Talk to the ADP attorneys. There's different things in there for NDAs and trade secret rules and things like that. So there's probably something in there against not taking the client base. I think the non competes thereafter are that if we fire you, you can't start your own cleaning business for, like, two years or something.

I think that's what they were turning towards. Yeah, no, the one that I'm talking about, and it's written in our handbook, the one that I'm talking about is the one, like, taking other clients. They want to start their own business. They can, but they can't touch their clients. Yeah. So that. I think that that's a little bit different. That would be like stealing the trade secret. The trade secret is your customer database.

So I still think that would probably be protected. But it is worth doing a little bit more research on it because I'm sure someone will ask, but that's. That's relatively new. Just in the last couple of months. Yeah, good to know. I wish I would have known that. Ignore everything I just said. I'm just getting. No, the handbook is so really important for how all of your rules and regulations that you want to have your employees understand before getting started.

Just want to point out to everyone too, like, that's so valuable because, I mean, even many, many years ago, talking to people like that, that's a document. Like a handbook like that is tens of thousands of dollars sometimes to generate. Even us just taking a template we had starting out, like an HR person was going to charge like $5,000 to revise it or something. So, I mean, that's huge that you guys provide all of that support and keeping that updated state to state, that's amazing.

That's a huge value right there. Yeah, definitely. I can understand why it's expensive because it's not fun, and I don't know why someone want to do that. So I'd be like, yeah, you have to pay me $100,000 to do that. I'm not doing that. So it would be expensive. But no, I love that ad. Other features that we offer HR assistance. If you ever need help hiring someone the correct way, terminating someone the correct way, especially performance toolkits, they have a whole bunch of different HR assistants.

So instead of hiring on an HR representative on a salary or something for your company, you would just have our HR bundle and be able to call a number and reach someone that has 15 year tenure. ShRM certified, they know what they're talking about. They went to school for human resources, so they can easily help you. Like I said, the digital onboarding, you can go in, you can either do everything manually, if you prefer, or you can send your new employee and your new hire a link and they can just fill their w four, their I nine, everything out.

And then you always have to have your I nine. I don't know if a lot of business owners know this, but the I nine should actually always be filled out in a paper copy. So it allows you to print like the employee, the new hire can go ahead and print that and fill it out. But if they don't have a printer, if they don't want to do that, just always make sure that you have I nine s and paper copies.

So before they actually start their first day, they're filling that out. And then you store that in paper form somewhere in your office. But it's always supposed to be separate from the w four and it's always supposed to be in a paper copy, even if you do have an electric copy of it as well. But the onboarding, super user friendly. And I think a lot of my business owners really like it because it really is just a click of a button to send them a link.

We do have background checks. They're not crazy background checks or basic level and background checks that's going to dot your I's, cross your t's, get an idea of who you're hiring. Especially because if you use an outside resource, like we partner with Ziprecruiter. So instead of you paying two hundred and fifty dollars to five hundred dollars a month for ziprecruiter, we bought it wholesale at ADP. And so we bundle it into, honestly all of our bundles, at least the ones that would be for small business owners.

And you get it for a fraction of the cost because it's bundled in and it's like pennies on a dollar. But once you hire someone from there, you don't necessarily know them personally or anything, so you might want to run a background check on them. And so depending on what bundles you're interested in, we have five background checks per year and like, and then they renew each year, or you have 25 background checks per year and they renew each year.

And then if you want to go into like detail on these background checks, like a driving history or anything like that, you can always add it on for like five or $10. But it's a lot less expensive that if you were gonna use an actual background check company. Perfect. I just want to add too, that's huge. Guys having access at a wholesale level to you may or may not have tried ziprecruiter.

We're actually going back to testing this because we've talked to other service business owners that are using it extremely well and finding a lot of good results and hiring people on Ziprecruiter. We always have used other platforms and thought of like Ziprecruiter as a more, I don't know, maybe like a higher, more corporate executive type hire, but it's working. And so we're going to go back and test that.

But with this package, yeah, you guys would have a huge value because normally that, like Megan said, that's like $500 a month just to make like one or two job postings. Um, and if you had that kind of access, it's just, you know, give can give you a huge resource on the back end for a lot less money. So yeah, great for everybody hired. Yeah. And a ziprecruiter will post to over a hundred different job boards.

So that's why it's so expensive. It's because you're not just posting to ziprecruiter, you're posting to over 100 different ones that you can choose from. So indeed, monster, career builder, LinkedIn, all of those, you can just check the box where you want it to blast out this ad to and it will post to there. That's why it's so expensive. And a lot of times, indeed, it might be free, but then you might not have as much access and you might only have like a certain level that you can get to to find these new hires.

Or it's pay per click or pay per ad you run monthly and it just adds up. So when you can use Ziprecruiter, and it's literally, if you use it, great. If you don't, you don't, you might just use this platform for payroll. But regardless, Ziprecruiter is going to be included. So if you want to use it, like I said, great. If not, then it's just going to sit there.

So definitely that was a good ad though, Brandon. And then lastly is just retirement. This is one of those things where it's really great to offer it to your employees because I mean, it makes you look great. You're a small business and you're offering benefits like a retirement plan, but really it benefits you as a business owner more than it even benefits the employees. It'll still benefit both.

But if you are making like, maybe you're not on the payroll, maybe you are as a business owner. You get so many tax credits and tax write offs just for offering a retirement plan. So we offer, of course, a 401K, Sep, iras. My favorite is the simple IRA. It just simplifies everything. It's streamlined and it's very inexpensive. It's like $50 a month. But then when you get the $50 a month, that adds up to $600 total a year that you paid out for this plan.

But then you, the IR's is giving you all dollar 600 back for whatever you pay for that plan, whether it was $600, $1,000, whatever that amount is you get back at the end of the year. It's a tax credit. And then just for offering the plan, you get as little as $500 tax credit. And you can get more than that just depending on how many people that are actually participating.

But you just get a whole bunch of tax credits at the end of the year just for offering it, even if you are the only one deciding to contribute and just taking advantage of saving for retirement. And no other employees are so highly recommend. They're very inexpensive and they're all streamlined. And we go through american century funds and they're great, massive company. So whenever you set up the deduction, we send it all the way over to american century funds.

Or if you have your own 401K plan and you don't want to be with adps, we can also set that up as well. So bunch of different options for that. And then now we're in the section for special offers for new profit cleaners members. So it was supposed to end today, but I got, I requested to see if we could have it for one more week. So we're offering six months free for anyone that comes over before next Thursday.

So you actually have to have a meeting with me then. I just need to collect the documents. And you actually need to have your account set up and run payroll by June 27, which is next Thursday. But my turnaround time for small business accounts are within 24 hours. So it might sound like a lot, but it's only $25 for the entire setup. And if you're a brand new business, you don't even have payroll.

Maybe you're just paying cash right now. The setup fee is completely waived, so you won't have even the $25. They just do the $25 for anyone that we have to actually collect documents from a previous provider. Perfect. ADP doesn't have any contracts, so you don't have to worry about signing your life, your business away. You just can come over to ADP, use up your free months eventually, and if it's just not a good fit, then you just leave ADP.

I mean, if it doesn't work, it doesn't work, but it's just nice knowing that you're not locked in for a certain amount of time or you have to have a termination fees or anything like that. And then I just came up with this with Brandon. I'm doing this for the first three members to join profit cleaners. They're going to get 50% off any bundle. So whether it's like our basic starter one or our HR bundle or our like supreme HR bundle that you need at least five employees to be on, you get 50% off either of those bundles.

So it's only the first three members because if I, I know you guys get a lot of people signing up and I can't do everybody. But definitely if you are interested in setting a meeting with me, this is my contact information. It's my cell phone. You can call me or text me on it. My email is right there. You can book on my calendar ly you can go on there.

The QR code, it should work. I checked it before and just set a one on one meeting with me. Perfect. Not only do you not know the best tactics for your market, but it's also all too easy to waste money and get zero results. Once we started working with tidy your sales, all of this changed. We saved time on following up with customers so we can close more leads.

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Megan, leave that, leave that screen up while we cover any Q and A. So if anyone has any other random payroll questions, we're all here to answer it. But otherwise, ADP and Megan and us, I suppose, are cutting you a pretty good deal. So if you are looking to transition out of paying employees cash or looking to simplify everything under one platform, I remember pre ADP, one of our big gripes was, you know, that, that workers comp reporting system, which was great, we still had to run payroll, export this CSV, load it in Excel, copy these numbers, paste it into this system, hit go.

So even that was just extra steps. And now all of that is all fluid under one umbrella. So the other thing I like about ADP is the training library that built in. And Megan, is that available to the small businesses? Like it is on us. Like the thing where you can load in your own sops and have people take quizzes on it, that's in our HR bundle. I would say you have to have at least five, but if you have four, we can work with that.

But you definitely have to have more than like four employees to actually have it because otherwise I don't think it's that useful of a system if you only have a few. At least that's what ADP thinks. But we do have that and it's really helpful. I know you love it. So. Yeah, it is one of my favorites. Here's a question for you. So do you have an option for ten ninety nine s and then transitioning them to w two when the time is right?

I'm waiting because we just started four months ago and I can't guarantee the minimum hourly pay, which is 20 hours a week, I believe, for each employee. So can they start and then eventually just click a button and be like, you're an employee now? Yeah, 100%. They can't just click an employee. You just have to have them onboard because you want them to sign those documents. Like as a w two, you need the I nine and the w four and all of those documents to sign.

A 1099 doesn't have as many. So it's not just like a switch over, but it's very easy to do it. I would help you with it, but yeah, we actually. So our platform, the first section, like when you log in, you'll see this during like the actual demo that I would show. But there's a big button that says run payroll on the home screen. You click that button and it shows you the first screen.

That's all w two employees. So you would put in the hours for those w two employees. If you don't have any, maybe it's just yourself. Then you'd see yourself there. Then the next page would actually be 1099 contractors. So you can pay contractors through our system. It's just not like 100%. You just want to make sure they actually are contractors versus w two s because if they are wearing your uniform, they have a set schedule and they are using your cleaning products, that's a w two employee through and through.

But if they're bringing their own cleaning products, if they're coming and going as they please, you just have a job and they just pop in whenever they can do it. And if they wear their own uniform or they don't have a uniform and they just kind of wear whatever they want, that actually is like a 1099. So you just. I can help you kind of figure out which one would be the best avenue for each person that you have on your team.

But to answer your question, yes, you can pay contractors through our system and then always transfer it over to aw 2100%. Perfect. That was a good question. Just a quick note. Yeah, great question. Just a quick note, too. If anyone listening to the replay, we're going to create a, an easier link. If you're like listening to this or the. But it just go to profitcleaners.com adp. That's going to redirect you to the link to talk with Megan and set up that one to one profitcleaners.com

adp. We're hooking that up right now. So it's not live yet, but if anyone's listening just to the audio of this later, that's how you can get to Megan. All right, keep going, guys. All right, here's another one. I think I know the answer to this one, but Lucian Spencer is asking, can I put someone on payroll that has an itin number instead of an SSN? We had to cover this with a question on the Facebook group a couple of weeks ago.

You cannot do that. So an itin means that they're able to. They're a resident in the country, so they have this number for, you can use itins for all kinds of stuff, but it's not legal for work. So for them to be able to legally work in the US, they have to have a green card which will come with a Social Security number. So you cannot use an itin.

And if there is, you need a social actually to create an ein. But I know a lot of people try to create a company for themselves. As a contractor, they would just create their everything underneath the company, but you need a social for that as well. So never mind. But that's also another option. If they don't want to use their social and they want to do it under a company, they can create Megan Amaru cleaning, and then they can have that owner.

Like you're the owner, business owner. You can pay Megan Amaru cleaning through that section instead of just paying Megan Amaro, if that makes sense. Yeah, but I mean, this is like a bit of a gray area with, you know, people that are in the country under a questionable sort of status. You know, to be fully above board, they have to have a Social Security number. We have definitely run into cases where we hired someone that brought in a Social Security number and it plugged it into the system.

It's a valid number. Everything works out great. Then later you get a notice from the IR's that says you have a mismatch. So the Social Security number is assigned to so and so, but you put it under this person's name. That's not right. So typically what's happening there is usually they're using a deceased person's Social Security number and they're still paying into the system, but they don't have their own.

And so we had spoken to an attorney the first time we ran into that, and realistically, the issue there is that your employee committed identity theft, essentially, but you as a company are in the clear as long as they presented you a Social Security cardinal. Your job is to run a cleaning company. It is not to be a forensic document analyst to find out if this is a real Social Security card or not.

They gave me the document, I put it in the I nine. Tada. Theyre getting paid. So there. I dont know. This is just a function of service work in the United States, especially if youre in the southern us like we are. So just something to keep in mind what you dont want to do from a liability perspective is knowingly be like, sure, I'll take your itin and I'll pay you cash and we won't talk to anybody about it.

Someone's gonna get caught with that eventually. Just like Megan's client that was paying people with Venmo and Zelle and they got a $33,000 fine. Those will catch up to you eventually. So just something to bear in mind. Right. Hey, Megan, I was just gonna ask because this comes up a lot. People kind of hesitate that they're starting out their cleaning business and they're maybe concerned or worried about the transition to going from, I'm cleaning, I'm doing the cleaning.

I have maybe just me or one person on my team to now I'm going to run this like a real business. And they're concerned about the costs, right? Like all the extra payroll compensation, all the extra taxes, just all the extra things you have to think about. So what do you tend to tell people when they're concerned about that and how do they make that work when they're concerned about all these extra fees and things you got to do to make it a proper business.

So it is something that I can't just take away the tax portion. Like as a business owner, you have to match Social Security, Medicare for your employee, you have to pay state unemployment tax. Even if nobody is claiming unemployment, you still have to pay that tax. It's just every single business owner has to do that. So there are additional costs. But then that's when I would say, like, I will definitely work with you.

I can't just like bring up pricing right now because honestly, every single business owner is different, especially anyone coming out of this group. I'm definitely going to be able to get higher discounts approved and stuff like that. And obviously we have a lot of months free right now, but I always just kind of gauge where my clients are at and I never want someone to feel like they literally have to, like, eat beans and rice for the next month to be able to afford, like, this type of system.

Like, I never would want that. At the end of the day, yes, I make commission. I'm in sales, but I'm also a person that I care about all my clients and so, and I always see them eventually as friends, too. So, like, I want to help them. And what I do is, like, I might give a massive discount, but then what I'll ask them is say, hey, like, I gave you a really big discount, but, like, to make it up to me for not making, like, as much money as I probably would because this is my, how I make money and how I make a living.

Maybe refer me to someone else that, you know, in one of your groups that need payroll or something like that. So when it comes to costs, I don't want you to ever be intimidated because if you are, I will work with you on pricing. And then when it comes to the tax portion, there's really nothing you can do. But there are ways to lower your taxable income when it comes to offering retirement plans and doing things like that to not only benefit, like, the company and, like, make yourself look, wow.

Look, I can offer a retirement plan, but also at the end of the day, you're getting tax credits for doing it. So that's another way that you can lower your taxable income. I gotcha. But in some ways, it sounds like, you know, if you guys are setting yourself up the right way, you're doing things more professionally. You have a proper payroll system, like, like Megan said earlier in the conversation, you're attracting more a players, right?

Because you have people that are like, oh, you have like a proper system. You're offering, like retirement even, or other things that are like, normally only a big company would do that, right? So if you guys are acting big before you are big, you're going to start kind of generating that kind of presence and attracting the right people even more so, even better employees with proper systems because it gives them peace of mind.

They don't want to work for a company that they're not sure they're going to get paid from, or it's all under the table and it's all, you know, gray areas all the time. So the best people are going to be attracted to when you're doing something great, when you're putting great systems in place like this. So I think that's the kind of the opportunity. You're paying more in some ways, but you're also increasing your value and you're going to attract better people, better clients across the board.

So. Absolutely. I love that. Very true. Any more questions? I'm an open book. I'll answer anything. There are none at the moment, but I don't see anything right now. I just looked. So. Yeah. Thanks for coming. You know, Megan and doing the presentation. Megan's info is there on the screen. For those of you that are on the call live, if you need to make an appointment to get that deal, you got to schedule a one to one with Megan and see what we can work out for you.

And then for those of you on the replay, like Brandon Shane said earlier, we'll set up a special link. What's that link again, Shane? I. Yeah. If you guys are listening to the replay or something later, go to profitcleaners.com adP, and you will take you directly to Megan. Link to book with her. You guys can talk more. And, yeah, that's the deal. So take action on that. Guys, you need to get this set up sooner than later.

Sooner or later. So do it now, right. Strike when the iron is hot. And this is just another one of those systems. It's very critical. I don't see how you could run a business without this. Right. So even if you're starting out with something else, this is something you can grow into. A lot of the other apps and programs out there, like, we've tried a lot of them, we outgrew them.

We had bad experiences. So, you know, the whole point of all this is compress time. You guys don't have to make it. Make these mistakes on your own. So learn from other people's mistakes. Learn from our mistakes. Following the footsteps of people that have gone before you. And we don't have a lot of time. So compress that time. And that's the whole point. And then, Megan, I think that's one of the biggest perks you have direct access to.

Meganeh, just any of these issues that come up, anything in the future, you have a direct point of access, someone you know, like. Like, that's awesome. That's a huge value as well. And then. Yeah, so I'm really excited. We'll keep you guys updated on how ADP is going for us, but that's why we transitioned to it. We wouldn't do it unless it was an awesome system. So, yeah, there's that.

Megan, what does ADP stand for? It changed. It's always designing people now, which I guess I kind of get, but it used to be automatic data processing, and then they changed it to always designing people. I mean, always designing people is a bit sexier than automatic data processing, but I agree. I agree with that. All right, so one other thing I want to mention before we go is that by setting up with a company like ADP, which is very large, ADP employs, like, 20% of Americans.

Is that what we covered last time? We pay one and every three? I don't know the exact number. I shouldn't have. That'd be like 33%. So 33% of Americans are under getting processed through this payroll. And so that's not to try and tell you to join the crowd. This isn't a peer pressure situation. What I'm trying to tell you is that even if you're a small company with one or two people, five people, setting up with a system like ADP is setting you up for scale in the future.

So if you have one or two people, you're on the system. That's great. And then when you're at 65 or bigger, you're still on the system. They're going to move you to different tiers inside the system, but there's no need to move. Moving payroll companies is not fun. We're in the middle of doing it right now. Between paylocity and ADP, there's a lot of admin stuff that has to happen.

And the more people you have, the more tenuous it is. Like the more tedious it is to do that transition. But if you're in there and it works for you and you just keep going, ideally, we're an advocate of trying to shop things around for the best deal, insurance and all those things included. Payroll is one of them. That, man, if it's working, I would not touch it unless they're price gouging you or something.

But we. I think this is our fifth payroll company, and I hope to stay with this one, knock on wood, for quite some time. I hope that as well. And we also have, I forgot to mention this, to help small business owners. We also have a mobile app, so you can go online and run payroll right then and there. But we also have a mobile app where you can just download and you can pay your employees as you go on your phone.

So if you're ever out of the country or if you ever need to, I don't know, just pay them on the go because you're running around like crazy. You can also do that as well. That's for you. Those of you that are on Gusto, that was Gusto's big pitch when they launched is that you're working in your business, you can just pay people with your phone. Like, I.

Cool. That's cool. Like, it was a cool feature when it came out, but everyone is pitching in. The other thing I want to mention about ADP is that we get asked by employees a lot of times to put their pay on a debit card. And we looked at a third party solution for this that would integrate with our old processor. The issue was the fees they charged. We had to pay a fee to use it.

They had to pay a fee to take money out of it. So it was just hitting the little guy, and ADP actually went out and bought one of those providers. And if you're on ADP's system, they don't charge you to use that. So if you have employees that resist the idea of direct deposit, for whatever reason, they can just have it deposited on a debit card. And my favorite part about that system is that your employee can actually get, get more debit cards for their family members and put money on those directly, too.

So all that's available. There was one more question from Adriano that came in. Does ADP charge a minimum fee? What's the fee structure? I think what you mentioned, Megan, it was different for every person, but I know that the way we had it set up is that it's a flat fee based on headcount. Yes. So yours is a little different with small business owners. They didn't want to do, like, a flat fee once a month, because for some reason we used to do that.

It just didn't make sense for small business owners. So what we do is pay as you go, pretty much. So you have a flat amount, whether you're processing weekly or bi weekly. And each week, whenever you go to run a payroll, you'll get charged that week. But then, let's say the next week, you're not, like, running a payroll, then you're not being charged. So if you're processing weekly, then you'll be charged a flat fee every single week.

And then if you're doing bi weekly, it's every single time you process. So that's just kind of what the free structure looks like. And then we have a very small minimum. Again, it depends on what bundle and how often you're processing, but it's like anywhere between two to $3 per employee after a certain amount. So it's like if it was $50 and you had three people on, and then you were to add on another employee, then it would just go up to dollar 53, and if you were to take off an employee, it would go back to the $50.

So you're never paying for what you're not using. But I can go over pricing and all of that, like one on one, for sure. Yeah. So, I mean, the real answer there, Audrey, I know, is that it depends on how you have your business set up and what state you're in and yada, yada, yada. So the best way to get an answer is to schedule an appointment with Megan.

She's not gonna, it's not a timeshare pitch. She won't put you in a corner and say, you have to book if you want to get out of here, but she'll happy answer all the questions, you know? Absolutely, absolutely. Yeah. That was awesome. So, yeah, if you guys want to take action on this, you should, because there's only a few spots for that 50%, and then it's an incredible deal that they're running for profit cleaner.

So that's why we do these, and that's why, you know, you guys are in these groups and these masterminds, so you guys can ascend and grow your businesses to the next level, take it to the next level, and win. So thank you so much, Megan. And if ever anyone wants to grab that call again, it's profitcleaners.com, aDP, or the link on the screen. But you guys, if you're not here, listening, later.

But, yeah, Megan, thank you so much. I learned a lot. Again, we did a presentation on this a couple weeks ago to our mastermind, but I learned even more today. So thank you so much for showing up. Thank you for your time. Yeah, of course. Yeah, this is awesome. So anything else you want to add, Brandon? Anyone else? I think that's pretty much it. No, that's it for me.

Yeah, we covered some good ground. So if anyone has any questions, you know how to get ahold of Megan, there's that link we talked about. You can also reach out at. Hello@profitcleaners.com? dot absolutely. All right, sounds good to me. Awesome. Thank you guys so much, everyone. Thanks for joining us today. To get more info, including show notes, updates, trainings, and super cool free stuff, head over to profitcleaners.com.

and remember, keep it clean.