Payroll Services for Small Businesses in Canada and the USA
Payroll is one area of the business where mistakes are simply not an option. Pay an employee late, miscalculate a deduction, or miss a remittance deadline, and the consequences range from an upset team member to penalties from the CRA or IRS. Payroll services take this pressure off business owners entirely, ensuring employees are paid accurately and on time, every time.
Majoka Accounting Ltd. manages payroll for small businesses across Canada and the United States, handling everything from calculating gross and net pay to remitting statutory deductions and filing year-end tax documents. Our process is fully cloud-based, so whether you have two employees or twenty, payroll runs smoothly in the background while you focus on running the business.
For businesses with contractors, hourly staff, or teams spread across provinces or states, payroll gets complicated fast. That's exactly the kind of complexity our payroll service is built to handle.
What Are Payroll Services?
Payroll services cover the full process of paying employees accurately and in compliance with government regulations. This includes calculating wages, withholding the correct deductions, issuing pay to employees, remitting deductions to the appropriate government agency, and filing required year-end tax documents.
In Canada, this means calculating and remitting Canada Pension Plan contributions, Employment Insurance premiums, and income tax withholding to the CRA, along with issuing T4 slips at year end. In the United States, it means calculating and remitting federal and state payroll taxes, along with issuing W-2 forms to employees.
Because payroll touches real people's paycheques, accuracy and timeliness matter more here than almost anywhere else in a business's finances. A managed payroll service exists to make sure that pressure never falls entirely on the business owner.
Why Businesses Need This Service
Payroll mistakes carry real consequences, from frustrated employees who didn't get paid correctly to penalties from tax authorities for late or incorrect remittances. Beyond compliance, payroll also takes real time to run properly, time that most small business owners would rather spend on clients, sales, or operations.
As a business grows and adds employees, payroll complexity increases quickly, especially once overtime rules, multiple pay rates, or staff in different provinces or states enter the picture.
What's Included
Payroll Calculation and Processing
We calculate gross pay, statutory deductions, and net pay for every employee each pay period, whether your team is paid weekly, biweekly, or monthly.
Direct Deposit Coordination
We coordinate payroll runs so employees are paid on time via direct deposit, removing the manual work of issuing individual payments.
Statutory Deduction Remittance
For Canadian clients, this includes CPP, EI, and income tax remittances to the CRA. For US clients, it includes federal and applicable state payroll tax remittances.
Year-End Tax Documents
We prepare and issue T4 slips for Canadian employees and W-2 forms for US employees, along with the corresponding summary filings to the CRA or IRS.
New Hire and Termination Processing
We handle payroll setup for new employees and final pay calculations for departing employees, including any required statutory pay or documentation.
Our Process
1. Consultation
We learn about your team size, pay frequency, pay structures, and whether you have hourly, salaried, or commissioned employees.
2. Assessment
We review your current payroll setup, if one exists, to identify any compliance gaps or inconsistencies that need to be addressed.
3. Setup
We configure payroll software, register any required accounts with the CRA or IRS, and set up direct deposit for your team.
4. Implementation
We run a test payroll cycle to confirm calculations, deductions, and deposit timing are all correct before going live.
5. Monthly Workflow
Each pay period, we process payroll, remit deductions, and confirm employees are paid accurately and on time.
6. Review
We review each payroll run for accuracy before finalizing, checking for anything unusual like overtime spikes or missing hours.
7. Reporting
You receive clear payroll summaries each pay period, along with year-end reporting for tax filing purposes.
8. Ongoing Support
We're available for questions about new hires, raises, terminations, or any payroll issue that comes up between pay periods.
Industries We Serve
Payroll structures vary significantly by industry, particularly around overtime rules, tipped wages, and job-based pay.
prevailing wage considerations, multiple job sites, and subcontractor versus employee classification.
tipped wage calculations, variable hours, and high staff turnover requiring frequent onboarding.
payroll for both clinical and administrative staff, often with differing pay structures and benefits.
salaried staff alongside contractor payments that must be classified and processed correctly.
part-time and seasonal staff with variable schedules and hourly wage calculations.
lean remote teams often spread across multiple provinces or states.
commission-based pay structures for agents alongside salaried administrative staff.
flexible pay structures, equity considerations, and rapid headcount growth requiring scalable payroll.
shift-based pay, overtime calculations, and unionized pay scales where applicable.
per-mile or per-load pay structures alongside standard hourly and salaried staff.
hourly staff working across multiple client sites with variable weekly hours.
Software We Support
We run payroll through leading cloud platforms, often integrated directly with your existing bookkeeping software.
our most common payroll platform, integrating directly with QuickBooks Online bookkeeping for seamless reporting.
a strong option for businesses already using Xero for their day-to-day bookkeeping.
a lightweight option suited to very small teams with straightforward pay structures.
often used by construction and manufacturing clients needing detailed job-based payroll tracking.
used alongside its invoicing tools for small service-based teams with simple payroll needs.
integrated payroll support for businesses already using the broader Zoho ecosystem.
Benefits of Choosing Majoka Accounting Ltd.
Payroll errors are costly, both financially and in terms of employee trust. Here's what you get with our managed payroll service.
Why Choose Us Instead of DIY?
Running payroll manually is possible for very small teams, but the risk grows quickly as your team does.
Common Mistakes Businesses Make
Misclassifying Employees as Contractors
This is one of the most scrutinized payroll issues by both the CRA and IRS, and getting it wrong can trigger significant penalties.
Missing Remittance Deadlines
Late remittances of CPP, EI, or income tax withholdings result in penalties and interest that are entirely avoidable with a managed process.
Inconsistent Pay Timing
Employees notice when pay is late or inconsistent, and it directly affects trust and retention.
Incorrect Overtime Calculations
Overtime rules vary by province and state, and miscalculating them is a common and costly mistake for growing teams.
Failing to Issue Accurate Year-End Documents
Errors on T4 or W-2 forms create headaches for employees during their own personal tax filing season.
Frequently Asked Questions
Get Started Today
Payroll mistakes are expensive, both financially and in terms of employee trust. Let Majoka Accounting Ltd. take payroll off your plate entirely, with accurate, on-time processing every pay period, whether your team is in Canada, the United States, or both.
Book a free consultation today by phone, email, or our online form, and we'll walk you through exactly how payroll setup would work for your business.
Other Services We Offer
Most clients combine two or three of these into one fixed monthly package.
Book a Free Consultation
Tell us where your books stand and we'll show you exactly how we can help, with a fixed monthly price and no obligation.