What is Paychex Flex?
Industry Specialties: Serves all industries.
Paychex Flex is a cloud-based compensation and HR solution that can serve thousands of employees. While there is a base version that mainly handles financials, it handles a wide range of functionality. Some of its capabilities include payment management, benefits, talent management, time clocks, attendance, workforce management and more.
It’s a scalable option with unique versions for small, medium and large businesses. This serves groups of varying sizes including one to nine, 10 to 49 and 50 to thousands. It also has distinct roles for workers, managers or administrators. A winner of multiple industry awards, it saves time by making payments more efficiently, auto calculating taxes and staying up to date with current rates and compliance.
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Benefits and Insights
Why use Paychex Flex?
Key differentiators & advantages of Paychex Flex
- Better Organization: All important files and payroll data are in one centralized location, making it easier to access. By assigning user roles through administration, organizations can also control the dissemination of sensitive data.
- Greater Accuracy: Besides doing auto calculations for taxes and direct deposit, the tool syncs the general ledger making it easy to plug the information into an integrated accounting program. This is a streamlined, easy way to manage all of the relevant data.
- Increased Efficiency: By decreasing the amount of manually inputted data, the solution saves time and work. Users can do attendance within the application making payment simpler. It calculates taxes automatically saving tons of manpower.
- Better Scalability: The platform accommodates exponential growth. It can accommodate workplaces with as few as two employees or workforces that number in the thousands. The different software options allow for smooth growth. Each level comes with more functionality and increased administrative and HR control over the processes.
- More Open Communication: It uses notifications, mass emails and electronic bulletin boards to promote an easy flow of information. This way, any organization can communicate enrollment reminders, announcements or company news seamlessly.
Paychex has received many accolades in the industry. This includes a Stevie Award for Excellence in Customer Service, BIG Innovation Award, Brandon Hall Group award and many more. Ethisphere named it as one of the world’s most ethical companies in 2019.
Many publications have also recognized the company including the HRExamine 2020 Watch List for AI, Selling Power’s “50 Best Companies to Sell For,” the World's Most Innovative Companies by Forbes, the Best HR Outsourcing Solution for Small Business from Inc. and is a Fortune Future 50 company.
- Online Payroll: Payroll management is one of the tool’s key functions. It automatically calculates taxes, payment and files. All it takes is a few clicks to view key data including the cash required for upcoming paydays. It also includes safeguards such as notifications to prevent errors. Employees can access direct deposit and pay stub information directly. Last, administrators get access to documentation and records like cash requirements, the payroll journal and tax deposit notices.
- Tax Administration: For companies looking for additional support, the platform offers help with calculating taxes, adding hours to each pay period, paying taxes to the players, filing returns and setting up direct deposit.
- Mobile: Employees can easily access information on W-2s, direct deposit and other important information. For organizations that want to use the solution’s attendance functionality, workers can easily punch in and out on the app. The program runs on smartphones and tablets with iOS or Android. It requires iOS 12.0 or higher and an Android OS of 7.0 or higher to run.
- Reporting: The platform has over 160 dashboards and reports. This includes reporting for payroll journals, department summaries, notices of tax deposits and cash requirements. For businesses looking for more robust options, users can look into the workforce management options.
- Small Business Payroll: Best suited for businesses with under 50 workers, the tool’s capabilities include payment processing and access to the mobile app. It calculates state, federal and local taxes. Employees can use the application to finish onboarding, complete forms, edit personal info and see compensation data. It can provide direct deposit, pay cards and paper check for payment options. For businesses with multiple worker types, it offers payment hourly, by salary or by contract. Some of its other capabilities include labor compliance, garnishment payments, new hire reporting and over 160 reports for analytics.
- Mid-Sized Business Payroll: This option suits businesses with 10 to 49 employees. Besides payment capabilities, it also handles applicant tracking, attendance, recruiting, onboarding, hiring, health benefits, retirement, health insurance and other similar administrative tasks. It expands the platform HR capabilities by including HR record management, an events calendar and reporting and analytics for the department.
- Enterprise Payroll Management: Last, is the enterprise option made for businesses with 50 to over 1,000 workers. This version includes more robust HR abilities in addition to compensation management. Some of its functions are hiring, recruiting, training, compliance, handling offboarding, applicant tracking, time and attendance, health benefits, HR record management, an events calendar, retirement and expanded HR analytics.
- Benefits: It can complete the entire process of managing benefits, enrollment and analyzing data. This includes group health insurance, retirement, section 125 plans, FSAs, POPs, retirement and more. Users can update things in real-time and administrators can change benefit data easily. This gives employers more control over invoices, benefit costs and bill reconciliations. The company works with financial advisers and educates staff about the retirement plan offerings.
- Compliance: The solution keeps up with new tax laws and helps determine status for important laws like the Affordable Care Act.
- Workplace Analytics: The tool provides the capability to analyze data and create a staff and workforce strategy. It comes with analytics and reports for HR, payroll and benefits. For companies with greater needs, it generates customized reports. It can also give access to accounts, financial advisors or bookkeepers. For quick questions, administrators can access the quick answers function which can give info on total earnings, net pay, tax liability and hours without pulling a full report. It also includes live reporting to see information in real time. It’s easy to export information in various file types including CSV, fixed-width, PDF and XLS. Then, it sends the data to third-party software where users can add fields, adjust formatting or even build graphs.
- Time and Attendance: The platform provides several options for tracking time and clocking in and out. It integrates with other solutions to track labor costs.
- Time Kiosk: It allows employers to turn a tablet into a time clock where employees can punch in and out, do job transfer and register lunches and breaks.
- TrueShift: This time clock has automated tracking and reporting that’s easy to import to payroll. It uses biometric technology to prevent buddy punching. The service works for up to 500 workers per clock and it can connect to up to 32 other clocks. Employees can punch in via web or mobile, there’s a backup camera to verify punches and it helps businesses keep compliance. It can track overtime pay and other wage requirements. Employers can also print and email timecard reports and clock in or out with a fingerprint, proximity badge, web punch or PIN entry.
- InVision Iris Recognition Time Clock: This biometric technology works through iris recognition. It’s fully integrated with the rest of the HR and time and attendance. It prevents rework and cuts down on errors and works with contacts, goggles, glasses and face masks up to 15 inches away. This can handle up to 50,000 workers. Unlike a retinal scanner, it doesn’t store images. Instead, it encrypts templates to guarantee privacy.
- Online Learning: The tool comes with a built-in learning system. Users get eight free courses. It can also customize current training or build their own classes, quizzes and videos. It promotes acquiring new skills, up-skilling and career development. Courses are available to on and offsite students. It’s also mobile-friendly, comes with a calendar to schedule an in-person training, track transcripts, create contact and has additional content libraries for purchase and provides surveys so employers can get feedback. Subjects include business, HR compliance, leadership, management, sales, software and workplace safety.
- Payment Options: It has many options for paying employees including same-day ACH capability, direct deposit, paper checks and pay cards.
- Accounting: The accounting-specific dashboard within the platform manages payment and HR data and accesses a library of resources including tax forms and CPE courses. It can import files through the general ledger service and post payroll data through the enterprise solution. It integrates with Sage Intacct, QuickBooks and Xero. Users can upload or download many files for one or multiple companies from one location.
- Workers Compensation: It can handle workers' compensation which covers medical expenses and lost wages while still ensuring stable cash flow. The insurance plans all come from A-rated national carriers.
- Onboarding: Besides providing new employees with paperwork that new hires can fill out online, users can also customize the experience with personalized messages, welcome videos or other information about the company culture.
- Payroll Protection: This allows managers to extend funds from a bank account for up to seven days without services being interrupted or charges for insufficient funds. Employers also can process two same-day ACH requests for a last-minute payroll, correcting pay or adding an employee. It also helps with building business credit, dealing with fraud, gaining small business loans and more.
At the time of this review, these are the limitations of Paychex Flex, according to user feedback:
- Some say that the UI is difficult to navigate, and it’s hard to find certain forms
- Some say the customer service isn’t responsive and is difficult to work with
Paychex Flex Suite Support
There are many ways to reach support depending on the product and the services used. Users can navigate through the website to find the number for the department they need. Otherwise, it can call (833) 299-0169 or fill out a form online. Everyone has a dedicated specialist and there’s a blog for industry information.
mail_outlineEmail: There’s no general-purpose email address listed on the site but users can fill out a form to get help with specific problems.
phonePhone: It provides general support at (833) 299-0168 or get login help specifically at (888) 246-7500.
schoolTraining: A specialist walks new users through the implementation process. After that, employees will send demos and tutorials to help with learning the program.
local_offerTickets: It’s unclear if this software uses a ticketing system.