On time paychecks, clean books, and every IRS and state filing handled without drama. Ledger Labs will reconcile each run to the cent and prep W-2s and 1099s early. You focus on growth, we handle payroll.
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We treat payroll as an accounting function first. Earnings, employer taxes, and benefits are mapped to the correct accounts, departments, and projects. Every cycle ties to bank activity and accruals. This approach delivers financials that agree with payroll registers, so managers, lenders, and auditors see consistent numbers without reconciliation drama.
Each run is reconciled to the cent. Gross to net ties to cash movement, taxes to agency payments, and liabilities to balance sheet accounts. We close outstanding items on a weekly basis, not quarterly. Exceptions are documented and corrected, so the next run starts clean and monthly financial statements are published on a predictable schedule.
We maintain correct SIT, SUTA, locality taxes, and reciprocity settings for every work and resident jurisdiction. Nexus changes trigger updates before penalties accrue. Filings and deposits meet agency calendars for 941, 940, and state returns. Your team gets paid correctly without post-payroll corrections or notices.
We integrate payroll platforms like ADP, Gusto, Paychex, Rippling, or QuickBooks Payroll with your accounting system. Earnings, employer taxes, and liabilities flow to the correct accounts and dimensions. Bank activity matches the register. You get one source of truth and a clean audit trail that stands up during reviews easily.
Health premiums, 401k, HSA, FSA, commuting, and fringe benefits are coded correctly for taxes and reporting. Garnishments and child support orders run on schedule, with remittances logged and confirmations stored. Year-end reconciles totals to provider statements, preventing mismatches on W2 boxes and avoiding reprints that frustrate employees and finance.
We run a compliance calendar inside your system. Deadlines for deposits, quarter ends, and W2 or 1099 mailings are tracked, with tasks assigned and completed. Requirements change often. Our team updates settings before the next cycle, keeping penalties at zero and avoiding emergency work when agencies send surprise notices out.
We implement approval roles, posting limits, and change logs that prevent errors from entering the ledger. PTO accrual rules, overtime calculations under FLSA, and prevailing wage requirements are configured correctly. When exceptions happen, they are surfaced quickly, corrected, and documented, so repeat issues fade and trust in numbers rises steadily.
Questions do not wait. Neither do we. A payroll accountant familiar with your file replies on the same business day. Urgent issues get a live call, not a ticket loop. During quarter ends and January filings, we add coverage, so deadlines are met and employees receive forms on time every year.
Over the past decade, we’ve cleaned up payroll files that looked fine on payday but collapsed at quarter-end.
Quarterly and annual filings are usually difficult for new businesses. 941s and 940s often don’t tie to the registers, deposit frequencies are mis-set, or prior-period adjustments were posted after filing, leaving agencies to issue notices months later.
Our approach is simple: reconcile every run, fix root causes, lock down settings, and build a checklist that survives turnover. The outcome is quiet payroll – numbers that tie on the first pass, filings accepted, and a ledger that agrees with cash without last-minute scrambles.
Payroll accounting experts like Ledger Labs turn a moving target into quiet, predictable operations. Each run ties to cash, taxes, and the general ledger, so numbers agree the first time.
This helps you to avoid penalties, reprints, and rushed amendments. Most importantly, payroll becomes boring: accurate, on time, and fully documented, month after month. Audits proceed more efficiently because evidence is organized.
Every run reconciled to the general ledger, taxes posted correctly, and payroll clearing accounts closed. CPA oversight ensures accuracy, clean audit trails, and board-ready numbers without messy adjustments later.
From SIT and SUTA to complex localities, filings and deposits are scheduled correctly. Nexus changes monitored, 941s and 940s filed on time, and penalties or notices resolved before escalation.
Seamless links with ADP, Gusto, Rippling, QuickBooks, and Odoo. Earnings, deductions, and liabilities mapped to the right accounts and departments. Dashboards show payroll costs by team, project, and location.
Running payroll is about making sure every dollar flows correctly through your books and meets compliance standards. In the U.S., payroll mistakes are one of the top reasons small and mid-sized businesses face penalties.
According to the IRS, businesses collectively pay billions each year in payroll tax fines for late deposits, misclassifications, or incorrect filings.
A payroll accounting service like Ledger Labs doesn’t just process paychecks, it builds a financial control system around payroll. Every run is reconciled against your general ledger, ensuring your wage expense, taxes, and liabilities tie to cash movement in real time. That means clean month-end reports without last-minute adjustments or unexplained balances.
For your business, this means:
Building an in-house team that handles payroll, compliance, and accounting integration can be costly.
With Ledger Labs, you gain CPA-level oversight, a full support team, and proven processes, at a fixed monthly price that’s far lower than hiring internally.
| Feature | Ledger Labs’ Payroll Accounting Services | Other Services |
|---|---|---|
| Run-by-Run Reconciliation | Each payroll run reconciled to bank activity and the general ledger. Wages, taxes, and benefits always tie—no month-end surprises. | Payroll processed, but accounting entries posted weekly or monthly. GL and payroll reports rarely match without manual fixes. |
| Multi-State & Local Tax Compliance | State income tax, SUTA, and locality rules maintained correctly. Deposits and filings scheduled on time, penalties avoided. | Generic state setup only; local and reciprocity rules missed. Agencies send notices and penalties accumulate. |
| Benefits & Deductions Accuracy | 401(k), HSA, FSA, health premiums, and garnishments mapped correctly. Totals reconcile to provider statements every quarter. | Benefits and deductions misclassified as pre/post tax. Year-end mismatches require costly W-2 corrections. |
| Quarterly & Annual Filing | Forms 941, 940, W-2, W-3, and 1099-NEC prepared and filed ahead of deadlines. Audit-ready reports included. | Filings delayed, amendments frequent, agencies issue notices months later. |
| Payroll Cost Visibility | Dashboards break payroll down by department, project, and team—helping leaders budget, forecast, and make hiring decisions with confidence. | Payroll costs lumped together; no detail for departments or projects. Leaders operate blind on true labor costs. |
| Integrated Systems | Clean integrations with ADP, Gusto, Paychex, Rippling, QuickBooks, and Odoo. Earnings and liabilities hit the right accounts instantly. | Generic CSV imports, no reconciliations. Data often posted to suspense accounts with no audit trail. |
| CPA-Led Oversight & Support | Every payroll file reviewed by CPAs. Urgent queries answered the same day. Guidance provided during audits and lender reviews. | Junior clerks rotate across accounts. Response times stretch into days, with limited depth or context. |
| Flat Monthly Pricing | One predictable monthly fee covers payroll processing, compliance, and accounting integration. No hidden charges. | Hourly or per-run billing. Unexpected charges pile up, forcing businesses to limit support requests. |
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My main problem always has been to know my accurate profits & this is precisely what Ledger Labs helped me with. They went through my entire supply chain costs, my monthly operational expenses, and COGS and got me the correct costing of my goods and the cost of running the business. Now I know how much I need to sell & at what price I should sell it to be profitable.
Ariel Robinson CEO & Founder