Our client is a company that provides quality assurance, quality control, and management services within the oil and gas sector, working primarily throughout the Appalachian region and along the East Coast. With more than three decades of combined industry experience, the owners are dedicated to supplying dependable, experienced inspectors their customers can trust. They emphasize integrity, safety, and quality in every aspect of their operations. While most of their workforce is deployed in the field, they maintain a central office to support administrative functions.

Business challenge
The client initially partnered with Baker Tilly by engaging our outsourced accounting, tax, and benefits administration teams. These teams handled payroll processing, Affordable Care Act (ACA) compliance, Equal Employment Opportunity Commission (EEOC) reporting, and several other support services.

Their main objective was to cut down the time spent on manual payroll and HR tasks while staying compliant with all relevant regulations. Their internal team was completing daily and weekly manual processes to keep operations moving and to supply documentation to service providers. When the accounting team brought in the outsourced HR group, it became clear that automation and system integration could significantly streamline their operations. The additional HR support would also strengthen regulatory compliance and simplify the complexities of managing local tax jurisdictions and withholdings for employees working across multiple locations.

Results
With Baker Tilly’s outsourced HR and payroll support, the client achieved full compliance with federal, state, and local payroll tax requirements. Payroll processing time was reduced to a bi-weekly review lasting less than 30 minutes, compared to the hours once needed. ACA reporting was cut down to a quick annual review rather than several days of work. The client also benefited from guidance on employee relations matters, helping reduce the likelihood of potential legal issues.

Freed from time-consuming operational tasks, the business owners were able to shift their attention to long-term growth initiatives. This improved efficiency ultimately allowed them to establish a new, separate entity. By implementing the same HR and payroll automations used in the original company, the new business also started with integrated, compliant systems that made tracking, reporting, and ongoing management much easier.

Baker Tilly solution
The outsourced HR and payroll team introduced customized tools, including a tailored time-tracking system capable of managing employees who work for different clients in various states, often at different pay rates. The system automatically loads the appropriate customer, state, and rate information for each employee to streamline time entry and reduce errors. Working closely with the accounting team, they also integrated ADP Workforce Now with QuickBooks Online, ensuring smooth data flow and consistent compliance.

Regular check-ins between the client and Baker Tilly’s outsourced HR and payroll teams ensure that policies and processes evolve as the business continues to grow, maintaining compliance at all levels.

How we can help
As a business owner or leader, you make countless decisions every day—managing back-office operations shouldn’t have to be one of them. Baker Tilly Advantage is designed to free you from the complexities of accounting, tax, HR, and payroll. Partner with a top 10 accounting and advisory firm whose scalable services can support your growth at every stage.

Click here to get in touch with a Baker Tilly specialist.