Gusto · ADP Run · QBO Payroll · 941 filings · W-2 & 1099 · Your approval before every run

Offshore payroll for CPA firms — your clients’ payroll runs correctly, every pay period, without it becoming your problem.

payroll has more compliance requirements than any other accounting function. missed 941 deadlines, incorrect W-2s, and multi-state payroll errors create problems for your CPA firm that go well beyond the payroll run itself. our offshore payroll team handles the full cycle for your clients — setup, processing, tax filings, and year-end. you review and approve before each run. nothing is submitted without your sign-off.

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Why offshore payroll works for CPA firms

Three ways CPA firms handle client payroll — and why offshore wins on volume.

Your CPAs do it

Using your existing CPA team

Payroll is time-intensive for work that doesn’t justify CPA billing rates

Multi-state compliance requires constant monitoring for clients with distributed employees

Payroll volume during busy periods competes directly with higher-value work

Errors fall on your firm — with no dedicated payroll resource to own the function

Full control, single point of responsibility

Refer out to a payroll bureau

Third-party payroll service bureau

Your client has a direct relationship with the bureau — not with your firm

Payroll data is outside your environment — harder to integrate with bookkeeping

Journal entry import is often manual and error-prone

You lose the payroll fee — which could have been your revenue

No payroll work for your team

Offshore payroll through us

Handled offshore, billed through your firm

Payroll stays under your firm’s umbrella — it’s your service, we’re your production

Works in your clients’ existing platforms — Gusto, ADP, QBO Payroll

Journal entries posted to QBO or Xero automatically — no manual import

Your approval required before every single run — nothing runs without sign-off

Full compliance calendar maintained — 941, 940, W-2, 1099, multi-state

White-label — your clients never know we’re involved

What we handle

Full-cycle payroll. every step. every pay period.

we handle every step of the payroll cycle for your clients’ employee and contractor base — from setup through year-end filings. you receive a pre-approval summary before each run. nothing is submitted without your sign-off.

Book a discovery call

Employee and contractor setup

new employees and contractors added to the payroll platform with correct classification, withholding elections, and direct deposit details. new hire reporting filed with the state within required timelines.

Pay run preparation and approval

gross-to-net calculations for every pay period. deductions applied in the correct priority order. payroll register prepared and sent to you for review and approval before any payment is processed. nothing runs without your sign-off.

941 and tax deposit compliance

Form 941 prepared and filed quarterly. federal and state tax deposits made on schedule. FUTA (Form 940) filed annually. deposit deadlines tracked proactively — no missed filings, no penalties.

Multi-state compliance

state income tax withholding, SUI filings, and state-specific compliance for clients with employees in multiple states. new state nexus obligations flagged before the first payroll runs in that state.

W-2 and 1099-NEC year-end

all W-2s and 1099-NEC forms prepared and filed before the January 31 deadline. electronic filing where applicable. corrections handled promptly.

Post-payroll reconciliation

payroll journal entries posted to QBO or Xero same day. payroll accounts reconciled. payroll reports archived and available for your review.

The approval step

Your sign-off before every run. non-negotiable.

every payroll run goes through the same approval step: we prepare the payroll register, send it to you for review, and wait for your sign-off before submitting. this is not optional and it cannot be bypassed. nothing is submitted to the payroll platform without your explicit approval.

this matters because payroll errors that go out are significantly harder to correct than payroll errors that are caught before submission. the approval step is the point in the process where your professional judgment protects your clients — and your firm.

the register is delivered to you at least 24 hours before the pay date. if you have questions about any line item, you ask before approval, not after. our payroll team responds to queries on the same business day.

Pay cycle workflow

You send payroll inputs — hours, bonuses, any employee changes for the period. received by agreed cut-off (2 business days before pay date).

We prepare the payroll register — gross-to-net for every employee, deductions verified, withholdings computed.

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You review and approve. nothing runs without your sign-off. approval by email or platform workflow — your choice.

Payroll submitted — direct deposits processed. tax deposits made. journal entries posted to QBO or Xero same day.

Post-payroll confirmation — deposit confirmation and payroll summary sent to you. ready for your records.

Compliance coverage

Every compliance requirement tracked. nothing missed.

we maintain a compliance calendar for every client — every deadline, every filing, every state. nothing is left to memory.

Federal payroll filings

Form 941 quarterly. Form 940 annual FUTA. FICA calculations and federal tax deposits made on schedule — semi-weekly or monthly depending on the client’s deposit schedule.

Multi-state compliance

state income tax withholding and SUI filings in every state where your clients have employees. new state obligations flagged as they arise — before the first payroll runs in that state.

W-2 and 1099-NEC year-end

all W-2s and 1099s prepared and filed before the January 31 deadline. electronic filing where applicable. corrections handled at no additional charge.

New hire reporting

federal and state new hire reporting completed within required timelines. I-9 documentation tracked. no missed new hire reports.

Garnishments and deductions

child support garnishments, wage levies, and voluntary deduction management. handled correctly in accordance with federal and state priority rules.

Compliance calendar

every deposit deadline, filing date, and state-specific requirement tracked proactively. you receive advance notice before every deadline — nothing arrives as a surprise.

Your clients’ payroll handled correctly. your approval before every run.

book a call and tell us your clients’ payroll platforms and employee count. we’ll confirm scope and what the first pay cycle looks like.

Book a discovery call

Or email accounting@nimblechapps.finance

Services

QBO & Xero bookkeeping — certified, accurate, on time

For CPA Firms

How a CPA firm adds a certified offshore accountant in 2 weeks

Industries

Real estate accounting — trust accounts, rent rolls, CAM reconciliations

Resources

The true cost of a local bookkeeper vs a certified offshore accountant

Company

Build your accounting career with a structured path to EA and CMA