How Bookkeepers and Accountants Use PayCub to Run Their Business

Running payroll for one company is a known process. Running it for forty companies and two hundred employees is a different job entirely. It's the job a lot of Canadian bookkeepers and accountants do every single pay cycle, often stitched together with spreadsheets, separate logins, and manual invoicing.

This guide covers how bookkeepers and accountants use PayCub's Bookkeeper Pro plan to consolidate that work into one account, price their services properly, bill clients without the back-and-forth, and stay compliant across every company they manage.

Why bookkeepers choose PayCub

Most payroll software is built for a single business owner running their own payroll. Bookkeepers and accountants have a different problem: they need to run payroll for many businesses, each with its own employees, pay schedules, and provinces, without paying for forty separate subscriptions or juggling forty separate logins.

PayCub was built to be affordable and self-serve from day one, which happens to make it well suited to bureau-style work. The CRA math is handled the same way for every client. The interface is fast enough that a full pay cycle for a small company takes minutes, not an afternoon. And because pricing is per employee rather than per company, taking on a new client with three employees doesn't carry the same overhead as one with thirty.

Managing multiple clients from one account

A Bookkeeper Pro account isn't a single company with employees. It's a workspace that holds as many client companies as you need, each fully separated with its own employees, pay frequency, province, and history.

One login, every client

You add each client as its own company under your account. Their data, employees, and pay runs stay isolated from one another, but you move between them without logging in and out or maintaining separate credentials. For a bookkeeper managing dozens of clients, this alone removes a meaningful chunk of weekly admin.

A dashboard view across every company

Bookkeeper Pro includes a company dashboard that shows upcoming pay runs across all your clients in one place. Instead of remembering which of your forty clients pays weekly, biweekly, or semi-monthly, and tracking each one separately, you see what's due and when, across the board, at a glance. Nothing slips through because you ran out of time to check each client individually.

Consistent output, every time

Every client gets the same accurate CPP, CPP2, EI, and income tax calculations, the same compliant pay stubs, and the same remittance summaries, regardless of their size or province. You're not re-learning a workflow for each client or double-checking math that should already be standardized.

Pricing your payroll services

One of the harder parts of offering payroll as a service is figuring out what to charge. Charge too little and you're working for free once you account for the time involved. Charge too much and you lose the client to someone cheaper, or to software they can run themselves.

PayCub's Revenue Calculator is built specifically for this. You enter how many client companies you manage, how many employees across them, and your pay frequency assumptions, and it models out what a payroll service line could realistically generate for your practice. It's a starting point for setting your own fees, not a guarantee of revenue, but it gives you a grounded number to work from instead of guessing.

A common approach is to price payroll as a recurring line item per client, separate from your bookkeeping or accounting fees, scaled to the number of employees and the complexity of their pay (hourly versus salary versus piecework, multiple provinces, frequent changes). However you structure it, having accurate, automatic CRA calculations behind you means you're not pricing in hours of manual deduction lookups and corrections.

Billing clients with Funds Summary

Once you're running payroll for clients, you need a clean way to show them what they owe, what you're charging, and where the money is going. This is usually where bookkeepers end up building their own spreadsheets or sending separate invoices disconnected from the actual payroll numbers.

What the Funds Summary shows

Bookkeeper Pro includes Funds Summary billing tools that connect directly to each client's pay run. For every cycle, it lays out gross pay, all deductions, the CRA remittance the client owes, and your fee for that run, in one document the client can actually understand. There's no separate reconciliation step between "what payroll calculated" and "what we're billing for."

Set your own fees per client

You're not locked into a single pricing structure across every client. Funds Summary lets you set your own fee per pay run and per deposit, so a high-volume client with weekly pay can be priced differently than a small client paying monthly. The summary reflects whatever structure you've set, automatically, every cycle.

Net pay accounted for, every run

Because the Funds Summary is generated from the same data as the pay run itself, the net pay going out to employees is always accounted for alongside your fees and the CRA remittance. Clients see one consistent number story instead of three documents that need to be cross-checked against each other.

Staying compliant across every client

The CRA updates payroll deduction tables every January, and sometimes mid-year. When you're managing one company, that's one set of numbers to track. When you're managing forty, an outdated table doesn't create one error, it creates forty.

PayCub applies CRA rate updates across every company in your account at the same time, automatically. You don't track which client's calculations were updated and which weren't. CPP, CPP2, EI, and federal and provincial income tax all reflect the current year's formulas the moment you run payroll, for every client, every time.

Year-end for every client, from one place

At year-end, T4 and T4A slips are generated from each client's payroll data, with the core boxes (employment income, CPP and CPP2 contributions, EI premiums, income tax deducted) populated automatically. Instead of compiling a year of pay runs by hand for each client, you review what's already been calculated and produce the slips and summaries needed to file.

Getting started as a Bookkeeper Pro

Setting up Bookkeeper Pro follows the same pattern as setting up a single company in PayCub, just repeated for each client under your account. For each one, you'll add their company details (legal name, Business Number, province, pay frequency) and their employees (name, SIN, date of birth, province of employment, pay type and rate).

From there, every pay cycle is a matter of entering hours or confirming salary amounts, reviewing the calculated deductions, and running payroll. Pay stubs generate automatically and can be emailed directly to each client's employees. Funds Summaries are ready for billing as soon as the run is complete.

• One account, unlimited client companies. Add clients as you take them on, without new subscriptions for each one.
• Per-employee pricing. Costs scale with the size of your client base, not the number of logins you maintain.
• Bureau billing tools. Funds Summary connects payroll output directly to what you bill each client.
• Multi-company dashboard. See every upcoming pay run across every client in one view.
• Account-wide CRA updates. Every client's calculations stay current automatically, every January and whenever mid-year updates apply.

Payroll is one of the more compliance-heavy services a bookkeeping or accounting practice can offer, and one of the more valuable ones to clients who would rather not handle it themselves. With the calculations, the pay stubs, the remittance summaries, and the billing connected in one place, it becomes a service you can scale across your client list rather than a manual process you re-do for each one.