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Intuit Quickbooks Payroll

Overview

Small business that are hiring need to conform to local laws. To make sure that small business are state compliant, they have to offer the correct documents for hiring and this can be different per state.

The Problem

New business owners, and even some current, do not know all hiring laws from the back of their hand. Some under 50. Most businesses do not have an HR department for a company this small, and do the hiring work themselves

The Persona

UX Persona: Olivia Carter – Bakery Shop Owner

Basic Information:

  • Name: Olivia Carter

  • Age: 40

  • Location: Downtown Manhattan, New York

  • Business: Carter’s Artisan Bakes

  • Years in Business: 7

  • Employees: 5-7 (managed personally, no HR department)


Goals & Motivations:

  • Maintain a steady and reliable team to ensure smooth bakery operations.

  • Keep up with downtown Manhattan’s fast-paced business environment.

  • Offer high-quality, fresh pastries while keeping costs manageable.

  • Provide excellent customer service and maintain her loyal customer base.

  • Explore digital tools to streamline hiring, scheduling, and payroll.


Pain Points & Challenges:

  • Hiring & Retention: Managing staff turnover is challenging, especially with the fluctuating needs of the bakery (weekend rush, holidays, etc.).

  • Payroll & Scheduling: Needs a simple yet effective way to track hours, pay employees, and manage time-off requests without an HR system.

  • Time Constraints: Spends long hours managing operations, leaving little time to focus on improving or expanding the business.

  • Competitive Market: Competes with large chains and other small bakeries in a prime location.

  • Training & Onboarding: Needs an efficient way to onboard new employees quickly while ensuring quality standards are met.

What forms do I need?

Each state requires different documents. How do we make it easier for the business owner?

What are my state laws?

Each state laws may have extra regulations. How can we have

How do I hire legally?

To make the platform fully functional, we'll need to be able to alos send and receive payments as well.

How do I manage my employees documents more effectively?

Most small business owners keep documents stored in a physical document, and this can take time for employees and employers to send signed documents back and forth.

Research

We constructed a user journey that hiring managers go through to complete a user hire. We identified that the main areas of hiring consist of understanding how to streamline their hiring process.

89.5% find hiring the most difficult process

Documents are harder to find, and organize since they're in physical form. These papers can be scattered in different drawers.

45% of users hire manually

Based on a survey, we found that small business owners still manually use physical paper to hire employees. This involves having employees come to sign documents in person.

Errors delay hiring process by hours

Many new hires may be applying for their first job, and don't know how to fill out forms. When this happens, hiring managers need to resend the hiring forms. New business owners may also make errors when hiring new employees and need guidance.

90% do not have HR Experience

Without HR experience, on workers comp, health insurance, workers rights and laws, business owners are left in the dark. With available tools to act as HR, we can help small business owners manage their employees better.

45% of users hire manually

Based on a survey, we found that small business owners still manually use physical paper to hire employees. This involves having employees come to sign documents in person.

Errors delay hiring process by hours

Many new hires may be applying for their first job, and don't know how to fill out forms. When this happens, hiring managers need to resend the hiring forms.

Data Pulled Into Disclosure

Data from the documents are pulled into the disclosure for you using tagging technology.

Proposed Solutions

Think less, and do more. With having documents automatically included per state based off location, we can reduce the need to have hiring managers search for the newest documents. We also want to provide tools for new business owners.

Auto Import Forms

Import latest I-9 and W4 forms online. No need to keep updating forms.

Store Online

Instead of keeping documents in physical form, QuickBooks will store it for you

Send and Receive

Email the complete package to new employees without needing to have them come in physically. We also integrate with Docusign.

Easy Templates

Provide easy to use templates for employee handbook creation and signature.

Employee Self Onboarding

Got something wrong on paper? Change it all through your computer.

Compliance Guidance

Automatically make sure you comply with state rules. This can mean making sure we let you know about minimum wage increases and laws.

How It All Works

How It All Works

How It All Works

We provide step by step instructions

To be able to quickly set up a business on QuickBooks, we set up simple guidelines for payroll. Most of this information can be used across the product in other areas once uploaded.

Users can track their payroll process and set up step by step for their new business

Making a new business can be daunting, and to help aid with setting up payroll, users can connect a bang account right away.

Once done with onboarding, users can find more information on how to manage teams on the HR advisor section

There are many laws required for hiring, and all laws differ state to state. We provide the most updated forms without needing to do a search online for the right documents.

View tips on how to manage your employees

Without having a dedicated HR employee on your team, QuickBooks provides all the tools necessary to be your own HR representative.

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