Hiring tips for small business owners.
Many small business owners are surprised to learn that even adding one or two new hires can exponentially increase the amount of paperwork and responsibility from what they were used to. This can be true whether you are a team of two, three, or thirty.
Establishing a few simple HR processes now will help avoid cost, risk, and headaches down the road. And it's never too early to begin.
Step 1: Hire the smart way.
Once you post your job opening, you're likely to receive dozens, if not hundreds of applicants. But if you’re sorting through all those résumés by hand, your top candidates may be snatched away by faster, more organized competitors.
Streamline your recruitment process and dramatically reduce time-to-hire with an applicant tracking system (ATS). Though it may sound intimidating, an ATS is just a simple, digital way to accept applications, review references, set up interviews, and make informed hiring decisions. An ATS also allows you to save qualified applicants in a 'candidate pool' for your next hiring round.
ATS and recruiting software come in many shapes and sizes. Look for simple, affordable options built specifically for small business needs.
Step 2: Centralize everything.
Now that you have employees, you are obligated by law to keep certain documents and records on file. These can vary by state, but may include:
- date of hire
- personal information
- tax forms
- wage and deduction rates
- performance documents
- vacation or leave of absence records
- emergency contacts
- and more
The thing about employee records is that it doesn't take much for them to multiply. Before you know it, what once was a shoebox becomes an entire cabinet of papers, forms, certificates, and notes. Worse yet, not being able to easily access these documents can even be an employment law violation.
The answer is to step away from the banker's box and towards a simple, centralized solution. Digital employee record management allows you to keep these important documents safe, secure, and in one easy-to-access place.
A centralized employee record or HR system also allows you to personalize the types of records you want to keep and easily manage who has access to them. This way, sensitive information, such as salaries or bank information, can be limited to payroll managers and executives, whereas emergency contacts may be visible to the whole team.
Bonus: Enable your employees.
Another feature of storing employee records in a digital HR system is that it gives your employees the autonomy to update their own information. Instead of nagging employees to add their phone number or address, each team member can log into their personal employee portal and edit that information themselves.
This means less work for you and less risk of incorrect or outdated information in your system.
Step 3: Automate and sync everyday tasks.
Employee records are just one piece of the people-management puzzle. You might also need to track and approve vacation requests, calculate payroll deductions, provide regular training, and administer group benefits for your growing team. Don't get overwhelmed. Navigating these new responsibilities is necessary to grow your small business—and that's why you hired these new employees in the first place, right?
One of the easiest ways to accomplish all these new and often tedious tasks is by automatically synching your employee data whenever and wherever possible.
For example, rather than tracking vacation requests through email and then manually calculating vacation pay, time off management software can automatically track requests, calculate balances, and then store the necessary documentation in each employee's profile for future reference.
Automation can also take care of things like assigning training modules, modifying group benefits information, and generating payroll reports. And if you use a single platform to sync it all, you'll always know exactly where to find the information you need.
Save time, save money, reduce risk.
Growing your small business team is far too important to wing it. Setting up simple growth processes - like a hiring funnel, a centralized employee document system, and automated time off tracking - can save you significant time and money, all while helping to reduce the potential risk of labor law violations.
Most of all, automating your HR means you can spend more time focusing on more important things: finding the best people for your team, discovering their talents and strengths, and giving them the resources they need to help your business thrive.
Spending hours every week on paperwork is probably not the most effective use of your time. Getting organized today, can help give you a head start tomorrow.
About PayPal for small businesses.
For nearly 20 years, PayPal has been a proud partner and platform for over 19 million merchants as they launch, scale, and grow. From access to fast funding to getting paid online, learn how our payment solutions can also help your business.
Frequently asked questions.
We want to help you avoid fraudulent transactions and protect your business. This is important because you may be held financially responsible if you accept a stolen credit card. Here are a few tips to help you avoid transaction problems.
Before a Sale
- Include a clear return policy on your receipts and invoices.  >
- Create a recognizable card statement name. A customer who doesn't recognize your business name on their card statement may contact their card issuer because they think that the charge was unauthorized. On a card statement, your business name will appear next to the word "PAYPAL*." Go to your Business Profile to add a return policy to your receipts and update your card statement name.
During a Sale
- Enter a description for each item that you sell.  >
- Verify the customer's name and signature if you use a card reader. If the card isn't signed, ask for a photo ID. The name on the ID should match the name on the card.  >
- Swipe cards with your card reader. The magnetic stripe has built-in security features.  >
- If you manually enter a card number, make sure to enter the customer's valid billing zip code.
After a Sale
Keep good records. Hold on to receipts, invoices and other documentation from your sales. Chargebacks can be filed months after a transaction and you'll need documentation to respond to any claims.
Manually Entered Cards
In general, manually-entered card payments have a higher incidence of fraud because the cardholder doesn't necessarily have to be there for the transaction to take place. Because of this, the transaction fee is slightly higher and payments might not be available for withdrawal right away. We recommend that you swipe cards with your card reader because the magnetic stripe on the back of a card has built-in security features. If you don't have a card reader or you have to enter a card number for some other reason, it's important that you make sure that the customer owns the card. We recommend that you:
- Ask for photo ID if the card isn't signed.  >
- Have customers sign for all purchases, big and small.  >
- Make sure that you enter the customer's valid billing ZIP code.  >
- Itemize sales and enter a description for each item that you sell.
- For a standard bank account transfer requested before 7:00 PM ET on business days, the money is typically deposited by the end of the next business day (time may vary, depending on your bank).  >
- For an instant transfer to your eligible Visa or Mastercard debit or prepaid card, the money is typically deposited within 30 minutes (time may vary, depending on your bank). Please note there is a small fee charged on all debit or prepaid card transfers.
- All withdrawals are subject to review and, in some cases, may be delayed or stopped if we identify an issue. Additionally, bank transfers will not be deposited on bank holidays.  >
- If there’s an issue with your withdrawal, it may take up to one week for your bank to notify us and send the money back to your PayPal balance.
Here’s how to initiate the confirmation:
- Click Money on the top of the page.  >
- Click on the bank account to confirm.  >
- Click Confirm.
After 2 to 3 business days, review your bank statement or contact your bank to find out the exact amounts of these deposits. With this information, you can complete the confirmation process online.
Here’s how to complete the confirmation process online:
- Click Money on the top of the page.  >
- Click on the bank account to confirm, and click Confirm.  >
- Enter the exact amounts of the 2 deposits made to your account, then click Confirm.
- When you receive money from a purchase. It's free to receive money from friends or family in the U.S. when they send the money from the PayPal website using only their PayPal balance or their bank account, or a combination of their PayPal balance and bank account.  >
- When you receive payments from outside your country or region. There is a fee when you send a payment to someone in another country or if you receive a payment from someone in another country. The PayPal User Agreement has specific information.  >
- When you send personal payments using a debit or credit card. For more information on the fees to send money as a personal payment using a debit or credit card, please visit our fees page.  >
- When you send money from your PayPal account to your bank account using an eligible debit or prepaid card. Please visit our fees page for more information. There is no cost if you transfer money from your PayPal account directly to your bank account. If you prefer to receive a check, a small fee will be charged.