For small payroll service firms
W-4s in
before the payroll cutoffW-4s in before cutoff day
AccrueNest offers payroll service marketing and front-office software to US payroll firms of 1 to 10 people: a website and ads that bring in employers, new-hire paperwork requested and followed up, and monthly fees on autopay. The pay runs themselves never leave the payroll program you use now.
- W-4 and state withholding form requested the day someone's hired
- Each client's fee on card autopay
- Your payroll program keeps the runs
Live in 14 daysMonth to month, no setup fee
- New-hire packets sent by text
- Intro meetings booked
- Calls traced to their source
- Review texts
- Inbox
- AI phone answering
Cutoff day
Hired on Wednesday, paid Friday, and still no state form
It's Thursday afternoon, a day ahead of a client's payroll cutoff. Lassiter Moving & Storage hired a driver this week, and you have one W-4 photographed at an angle and no state form. The owner says it's “in the truck.” With AccrueNest, the day a hire is reported, a request leaves your office number for the client, one upload slot per form, and the owner can forward the link. Reminders name what's still missing.
- Forwarded emails
- Sideways photos
- Friday phone calls
- One request
- A slot per form
- Missing forms named
New payroll clients
Business owners who switch their payroll to you
Most payroll clients come from an accountant's referral, or from a search after their last provider let them down. Each tab shows your side when one of them calls.
AccrueNest · Prospects
Picking a meeting time
Booked online
A barbershop owner with twelve staff, tired of late paychecks from their last provider, books a 20-minute intro meeting from your site and notes how often they run payroll.
See consultation bookingAccrueNest · Calls
The text back
A call after six, texted back
Just after six, an owner rings after a bad payday with another provider. The missed call becomes a text from your office with times to talk, and the log names the search, ad or accountant that sent them.
See business phonesAccrueNest · Reviews
A review request
Reviews from employers
Ninety days after a client's first payroll with you, if they gave consent, a short text links to your Google reviews. It goes out the same way whatever they think of you.
See reviewsAccrueNest · Proposals & ELs
Prospects, on mobile
Proposals
Each prospect's card shows headcount, pay schedule and where they came from. Your proposal shows your payroll packages next to each other. A signed engagement letter moves the card to Engaged and starts onboarding.
See the pipelineAccrueNest · Billing
A fee paid by card
Paid each month
Your fee bills itself monthly. Monthly clients can be set on autopay with a saved card, and any single invoice can be paid straight from a bank account.
AccrueNest · Reports
Monthly sources
Referrals
See which accountants send you the most payroll clients, next to what your ads and site bring in.
See reportingAccrueNest · Inbox
The owner's text
Replies
An owner texts that a new driver starts Monday. Staff reply from the inbox with the new-hire request.
See texting toolsOne new hire, two forms, both in before cutoff
The W-4 and the state form, requested, labeled and followed up.
1 of 2 forms in· Reminder for the state form
Monday 9:10· Request
A request per hire
The owner texts you a new hire's name. Your staff send one request with a slot for the W-4 and one for the state withholding form.
Monday evening· W-4 sent in
The W-4 arrives labeled
The new hire photographs the signed W-4 and sends it from a phone. It lands under its own name.
Wednesday noon· Reminder
State form reminder
Still no state form? A text names it and links back to the request. Bank details go into your payroll software's own invite, never our forms. Once both forms are in, reminders stop.
Setup
Our setup, your forms and fees
We build your new-hire request, recurring invoices and proposal while you keep running payroll for current clients.
Your onboarding steps mapped
We go over your packages, the pay schedules you support, the state forms your clients' hires need and which payroll software you run.
One call on how you onboard
Forms and billing loaded
Each state's withholding form gets its own slot in the new-hire request, every client gets a recurring invoice at their fee, and your engagement letter is loaded.
Your client list and fees brought over at no charge
Training on the onboarding board
Staff learn the onboarding board, one card per new hire, moved from Requested to Forms in to Entered in payroll. The desk gets inbox training; the owner learns proposals, autopay and which referrals bring clients.
Training with your own clients loaded
First new-hire requests go out
On day 14 employers can book, call your line and get new-hire requests by email. Texting follows carrier approval, days to weeks.
The website and phone lines open
Month to month, no setup fee, live in 14 days
Setup steps
Live in 14 days
8 of 28 done
1Your onboarding steps mappedDoneIn progressUp next
- Owner explains how a new client starts
- What each payroll package costs
- Payroll software named
- Every state where clients have staff
- The payroll EL your clients sign today
- Google profile access confirmed for calls, posts and reviews
2Forms and billing loadedDoneIn progressUp next
- Each current client added at their fee
- New-hire request built per state
- Recurring invoice set at each client's fee
- Onboarding board stages agreed
- Reminder timing matched to your cutoffs
- Main business line moving across
- Pages written for payroll services, small employers and the towns you serve
- Text-message approval requested from carriers
3Training on the onboarding boardDoneIn progressUp next
- Staff accounts created
- Staff send a test request to themselves
- Desk staff answer a sample text
- Calendars synced
- Owner sees autopay and referral reports
- A sample proposal signed on a phone
- AI receptionist tested
4First new-hire requests go outDoneIn progressUp next
- Payroll pages published, each one able to book an intro meeting
- Ad campaigns begin
- Posts begin
- Requests reach clients by email first, then text once carriers sign off
- QuickBooks Online linked
- Review asks live
- Check-in scheduled
Show us one new hire
Bring the forms a new hire needs in your state. The demo builds that request and the recurring invoice your client would see. Each plan includes everything. The monthly price follows the headcount that signs in, starting at $97 for one person.
Reviews from firms
Cornelius B.Owner of a CPA firm, Columbus Tuesdaywhen most forms are inWe run payroll for about thirty small employers. New-hire forms used to arrive the morning of the run; now they're usually in by Tuesday.
Ezequiel M.Enrolled agent, San Antonio Nonerounds of phone tagPayroll is a small side of our office, and it used to mean phone tag about W-4s. Now a request leaves the same day a client hires, and I stay out of it.
Annika L.Owner, bookkeeping firm, Minneapolis One invoicefor books and payroll togetherOur monthly clients who also take payroll get one invoice on autopay. I haven't asked anyone for a payroll fee by email since we switched.
Marguerite D.Office manager, New Orleans, LA Every hiretracked on the boardI used to keep a sticky note of which new hires were missing a state form. The board shows it now, card by card.
Prakash S.Tax preparer, Edison, NJ 7 p.m.calls booked, not missedWhen a payroll client calls with a tax question at 7 p.m., the AI assistant says it's the firm's AI, notes what they need and puts them on my calendar for 9 a.m.
Thuy N.Client services lead, Houston One replyto start onboardingEmployers text me that someone starts Monday, and I answer with the request.
Payroll questions
Asked by payroll firms
Type W-4 or autopay to shorten this list.
8 questions
Do you run payroll for our clients?
No. Payroll runs, tax filings and moving funds stay in your payroll software. AccrueNest handles the front of your firm: new clients, the new-hire forms you need from them, their engagement letters and your monthly fees.
Can I collect W-4s and state forms?
Yes. Each request has a slot per form, and reminders run until both arrive.
Do clients pay by autopay?
Yes. Every client gets a recurring invoice at the fee you set, sent on your schedule. Monthly clients can be set on autopay with a saved card, and any single invoice can be paid straight from a bank account. Payments taken through AccrueNest appear in QuickBooks as sales receipts, and invoices we send appear there too, so your books pick up the fees without retyping.
Where do employees enter bank details?
In your payroll software's own invite, the way they do today. None of our request forms asks for a bank account number.
Can it find new payroll clients for my firm?
Yes. Our team writes your site and runs Google and Meta campaigns paid from the firm's own accounts, then shows which accountants refer clients.
Will our payroll program still be needed?
Yes. It stays, and a connector can pass each signed client's contact details to it.
What does it cost?
One flat monthly price by headcount, starting at $97.
Can we leave whenever we want?
Yes. You owe nothing beyond the month already paid.
Try these
Questions about onboarding?
Imogen Pritchard, AccrueNest's account manager, answers payroll firms' questions on new-hire requests and billing at sales@accruenest.com.
Imogen PritchardAccount manager
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