A Guideline to Choosing Payroll Services in Kenya

February 26th, 2023 by Felix Cheruiyot

payroll services-intasend.com

In the world of business, especially with the hassles involved with managing one today, time is money. As a business owner, you understand that better than anyone. But what if you could free up your time to focus on the core aspects of your business, like growth and innovation? That's where payroll services come in. These services take the burden of managing employee salaries, benefits, and taxes off your plate, so you can focus on what really matters.

According to First Research, the global payroll services market is growing at a growth rate of 5.72% starting from 2020 and will reach $6 billion by 2025. That's why outsourcing your payroll needs to a professional service provider is the best way to ensure that you're always in compliance with local tax laws among other things

And if you're doing business in Kenya, you're in luck - there are a plethora of payroll service providers to choose from, each with its own unique benefits and features. In this article, we'll take a dive into the world of payroll services in Kenya, and help you understand why they're a game-changer for your business. So sit back, relax, and get ready to learn everything you need to know about payroll services in Kenya.

What Are Payroll Services?

If you're a business owner in Kenya, you're probably familiar with the hassle of managing payroll. Between keeping track of employee salaries, taxes, and benefits, it can be a time-consuming and error-prone process. That's where payroll services come in.

In a nutshell, payroll services are third-party providers that handle all aspects of employee compensation, from calculating salaries and taxes to processing payments and managing benefits. They take on the burden of payroll management, so you don't have to.

But what exactly do payroll services entail? There are several types of payroll services available in Kenya, each with its own benefits and drawbacks. In-house payroll, for example, is when a company manages payroll internally, using software and resources available in-house. Outsourcing payroll, on the other hand, involves hiring an external service provider to handle all aspects of payroll management. Cloud-based payroll is another option, in which all payroll information is stored and managed on a remote server, accessible from anywhere with an internet connection.

No matter which option you choose, the goal of payroll services is the same: to streamline and simplify the process of managing employee compensation. So if you're looking to save time, reduce errors, and ensure compliance with tax laws and regulations, payroll services are definitely worth considering.

Benefits of Using Payroll Services in Kenya

If you're still managing your payroll in-house, you may be missing out on the many benefits of outsourcing to a payroll service provider. We'll be outlining some of the advantages you can expect when you switch to a professional payroll service below:


Managing payroll in-house can be a time-consuming task, taking up valuable resources and distracting you from other core business activities. When you outsource your payroll to a professional service provider, you can free up your time and resources to focus on other areas of your business. This can help you to be more productive, efficient, and profitable in the long run. With a payroll service, you can delegate all of the administrative tasks associated with managing payroll, allowing you to have more time to focus on the bigger picture. You can also take advantage of their expertise and technology to ensure that payroll is managed accurately, helping to reduce the risk of costly errors.


Payroll software and resources can be expensive, and the cost of hiring and training payroll staff can add up quickly. By outsourcing to a payroll service provider, you can enjoy a cost-effective solution that saves you money in the long run. You can also benefit from economies of scale as the provider can spread the cost across multiple clients, allowing you to enjoy lower fees and better value.

Payroll services also provide expertise in legal and compliance matters, reducing the risk of costly fines and penalties, and simplifying the payroll process. Using these services can also help streamline other aspects of your business, such as accounting and employee management. Also utilizing a payroll service provider can free up valuable resources and enable you to focus on other aspects of your business.


Payroll regulations are constantly changing, and it can be challenging to stay up-to-date with the latest laws and regulations. A professional payroll service provider can take on this responsibility and ensure that your business remains compliant with tax laws and regulations. This means you can avoid the risk of non-compliance penalties and focus on running your business with confidence.

An experienced payroll service provider will make sure all deadlines are met, that all the right deductions are taken, and that all payroll taxes are paid on time. They will also keep track of any changes to laws or regulations and ensure that your business is always in compliance. Not only will this free up your valuable time, but it will also provide peace of mind knowing that your business is compliant.


Payroll errors can be costly and time-consuming to fix. With a professional payroll service, you can ensure that your payroll is accurate, reducing the risk of errors that can lead to costly mistakes. Payroll service providers have the knowledge and expertise to handle even the most complex payroll issues, ensuring that your employees are paid on time and accurately. This can eliminate potential errors that could cost your business, both in terms of time and money. A professional payroll services provider will ensure accuracy by double-checking all information entered and regularly reviewing calculations.

Employee satisfaction

Accurate and timely payroll processing can boost employee satisfaction, leading to improved productivity and employee retention. By outsourcing your payroll to a professional service provider, you can ensure that your employees are paid accurately and on time, creating a positive work environment that encourages loyalty and productivity. Keeping employees satisfied with their paychecks can also lead to fewer disputes over wages and improved customer service, as employees are more likely to remain focused on their work when satisfied with their pay. This can make a noticeable difference in customer satisfaction, which can lead to increased sales and higher profits.

How to Choose a Payroll Services Company

Choosing the right payroll service provider is crucial to the success of your business. A good payroll service provider can take the hassle out of payroll processing, allowing you to focus on running and growing your business. However, choosing the wrong provider can lead to costly mistakes and wasted time. So, how do you choose the right payroll service provider for your business? Here are some factors to consider:


Look for a payroll service provider that has experience in your industry and understands the unique payroll requirements of your business. A provider with industry-specific experience will have the knowledge and expertise to handle your payroll needs efficiently and accurately.

For example, if you operate in the construction industry, you may need a provider that understands prevailing wage requirements and can handle certified payroll reporting. Similarly, if you are in the retail industry, you’ll want a payroll service provider that understands overtime requirements and can process commissions accurately.

It is important to research potential providers who know and understand the complexities of your business’s payroll. A provider with the right experience and expertise will be able to provide reliable and cost-effective payroll services.


Reputation is everything in the world of payroll. Look for a payroll service provider with a good reputation in the industry. Check online reviews and testimonials to see what other clients have to say about their experience with the provider.

Ask for references from the provider and contact previous or current clients to get their feedback on the provider's services. It is important to consider the provider's reputation when selecting a payroll service provider since this will be the basis on which you will entrust the payroll data of your business.

A reputable provider can give you peace of mind, knowing that your critical payroll data is in the right hands and is safe from fraudulent activities. The provider should also be able to provide you with reliable support and assistance when you need it.

Service offerings

Consider the services offered by the payroll service provider. Do they offer a full range of payroll services or just the basics? Do they provide additional HR services that you may need in the future? Make sure the provider offers services that meet your current and future needs. For example, you may want a provider that offers time and attendance tracking, benefits administration, and compliance management.

These services can help you streamline the payroll process and ensure that your business is compliant with local and federal laws. Choosing a provider that offers an extensive range of services can provide you with more options and greater flexibility, allowing you to customize the way you manage payroll.


Payroll service providers use different types of payroll software and technology. Make sure the provider you choose uses technology that is easy to use, secure, and up-to-date with the latest payroll regulations. Look for a provider that offers a user-friendly online portal where you can access your payroll data and reports, as well as request and approve payroll changes.

Also, make sure the provider has a secure system for handling sensitive payroll data. The right provider should offer bank-level security, encryption technology, and other safeguards to protect the confidentiality of your payroll information. By considering the technology used by a payroll service provider, you can be confident of data security and that you are compliant with all relevant payroll regulations. This can help save you time, money, and stress in the long run.


Compare pricing and fees from different providers to ensure that you are getting a fair and competitive rate. Look for a provider that offers transparent pricing with no hidden fees. Make sure you understand how the provider charges for their services, whether it's a flat fee, per-employee fee, or a combination of both.

Don't just choose the provider with the lowest price; make sure they offer the services and expertise that your business needs. Poorly priced services can become a financial burden over time, which can negatively affect your business's overall profitability. On the other hand, investing in a quality payroll service that fits within your budget can help to streamline your payroll processes and save you time and money.

Now that you know what to look for in a payroll service provider, here are some tips to help you make the right choice:

  1. Research multiple providers and compare their services and pricing. Don't just choose the first provider you come across; take the time to research and compare several providers to find the one that meets your needs.
  2. Schedule a consultation or demo with the provider to discuss your specific payroll needs and see if their services are a good fit for your business. During the consultation, make sure to ask questions and voice any concerns you may have.
  3. Ask for references and contact previous or current clients to get their feedback on the provider's services. This will give you a better idea of the provider's reputation and the quality of their services.
  4. Check the provider's certifications and licenses to ensure they are qualified to handle your payroll needs. Look for providers that are certified by reputable organizations.
  5. Read the provider's contract carefully and ask questions about any terms or conditions that you do not understand. Make sure you understand the terms of the contract, including the scope of services, pricing, and termination policy.

Common Challenges in Payroll Management

Payroll management in Kenya can be a daunting task, and as a result, there are several challenges that businesses face when it comes to managing their payroll. These challenges can often lead to frustration and dissatisfaction among employees and can even result in hefty fines and penalties for non-compliance with tax laws. In this section, we'll take a closer look at some of the most common challenges in payroll management in Kenya, and what businesses can do to overcome them.

Compliance with tax laws

One of the biggest challenges in payroll management in Kenya is ensuring compliance with the country's complex and ever-changing tax laws. Staying up to date with the latest tax updates and regulations can be a time-consuming and challenging task, but it's crucial for businesses to avoid costly fines and penalties. To overcome this challenge, businesses can hire a professional payroll service provider who has the expertise and resources to stay up to date with tax laws and ensure compliance.

Inaccurate data

Errors in employee data can cause payroll discrepancies, which can lead to frustration and dissatisfaction among employees. Common errors include incorrect salary figures, inaccurate personal details, and incorrect tax information. To avoid these issues, businesses should ensure that employee data is accurate and up to date. This can be achieved by conducting regular audits and implementing automated payroll systems that reduce the risk of errors.

Manual processes

Manual payroll processing can be a time-consuming and error-prone task. The use of spreadsheets and other manual processes can lead to delays in payroll processing, which can cause frustration and dissatisfaction among employees. Businesses can overcome this challenge by adopting automated payroll systems that can reduce errors and increase efficiency.


With the rise of cybercrime, payroll data security has become a major concern for businesses in Kenya. If payroll data falls into the wrong hands, it can lead to identity theft, fraud, and financial loss. To address this challenge, businesses can implement strict data security protocols, such as password protection, encryption, and access controls.

Lack of expertise

Payroll management requires a certain level of expertise, and many businesses in Kenya do not have the necessary resources to manage payroll effectively. This can lead to mistakes, delays, and dissatisfaction among employees. To overcome this challenge, businesses can hire a professional payroll service provider who has the necessary expertise and experience to manage payroll effectively.

IntaSend for Businesses

Some businesses use payroll services only because of the immense pressure taken off their shoulders as far as payments are concerned. So, simply put, they only use payroll services for payments, which means they also have to pay for a whole lot of other packages they don’t need. IntaSend is the perfect solution to this problem and can save businesses a lot of money that they would have otherwise spent on unused services if they had opted for payroll services.

IntaSend has a feature called “Business Payments.” Businesses can use this feature to settle huge invoices, pay salaries, suppliers, and contractors. One of the most exciting things about this feature is that it lets businesses initiate all these transactions from a single dashboard. For example, a business can initiate up to 5000 transactions at a time, all from a single dashboard as long as the recipient's details are correct.

Now, think of how much this could save compared to when businesses have to initiate these transactions separately. All you need to get started is an IntaSend account. To use this feature, you must sign up as a registered business, which may require some documents for verification purposes. To learn more about IntaSend Business Payments, check out this page.

Cover Photo by Money Knack on Unsplash

© 2024 IntaSend. All rights reserved.