From Manual to Modern: How Payroll Processing LLC Rebuilt for Scale and Simplicity  

Payroll Processing LLC is a second-generation, family-run payroll service bureau with nearly 40 years of experience—and a reputation for reliability. But as client needs evolved, the firm knew its legacy setup couldn’t keep up. 

“We were doing everything manually,” said Tracy Kaczka, who now runs the business alongside her sister. “We had a custom program for payroll. Another for taxes. A different one for W-2s, 1099s, and ACA forms. And our programmers had to manually update every tax form.” 

When clients began asking for online access and self-service options, the answer was often no. “We were turning clients away just because we couldn’t meet their expectations,” Tracy recalled. “It was clear we needed to modernize.” 

The Challenge: Legacy systems that couldn’t keep up with modern payroll demands  

Despite managing payroll for 800 clients, Payroll Processing LLC lacked a unified system. The firm used a patchwork of outdated tools, and none of them offered online access or automation. 

“We even had to calculate child support manually,” Tracy said. “We were doing gross minus taxes, then multiplying it ourselves. Same with voiding payroll—we’d have to re-enter everything from scratch.” 

The burden wasn’t just on staff. Clients who wanted paperless payroll or employee access had to be turned away. Meanwhile, every form change required custom programming. 

The Solution: All-in-one payroll with automation, flexibility, and human support

After evaluating several vendors, the team chose IRIS Payroll. “It fit our specific needs better than anything else,” said Tracy. “It gave our clients online access. It gave us automation. And it let us bring everything into one platform.” 

The phased migration took about a year, with the IRIS transition team offering a hybrid approach—on-site visits, remote guidance, and hands-on help. 

“They were phenomenal,” said Tracy. “We had weekends, nights, quarterly crunches—but they adapted to our schedule and helped us get it done.” 

With IRIS, Payroll Processing LLC gained more than just efficiency. Clients can now enter payroll themselves, print reports, and access records on demand. And employees no longer have to wait on managers to get basic info—they just log in. 

On the back end, the difference is night and day: 

• Voiding and reissuing payroll no longer requires re-entering every check
• Tax forms are updated automatically
• Pay period and check dates are auto-filled, eliminating common errors 

Even better, the team can now spot missed payrolls instantly—no manual checklists required. 

The Results: Less paper. More clients. Greater confidence.  

With IRIS fully implemented, Payroll Processing LLC is now accepting the clients they used to turn away. 

“Just last week, I had a new client who said, ‘I don’t want any paper. I want everything digital,’” Tracy said. “Before, we couldn’t do that. Now it’s a non-issue.” 

The move to online systems has also cut costs—less postage, fewer envelopes, and fewer people needed to manually print and process payroll. 

Even hiring has become easier. “In the past, we had to hire separate people just to print payroll,” said Tracy. “Now, because so much is automated, anyone can do it.” 

Advice to Other Payroll Service Providers

“Automate what you can, and make sure it’s automation you can trust.” 

That’s the advice Tracy would give to any bureau still using outdated systems. 
“It's not just about saving time,” she said. “It's about reducing errors and giving your clients what they expect.” 

And when it comes to choosing a partner? 

“It doesn’t feel like we’re just using software. It feels like a partnership. We know the people behind it—and they know our business.” 

Schedule a demo with one of our payroll experts today to see the difference IRIS Payroll Software can make for your accounting firm or payroll service bureau.