Moving Company Payroll Setup Checklist

Every step to get your crew's payroll compliant and running — from classification through your first live pay run. Check items off as you go; your progress stays on this page for this session.

Get this wrong and every other step inherits the problem. Do this first.

• List every current crew member and how they're paid today

  Hourly, flat-rate, cash, 1099 — write down what's actually happening, not what you assume.
• Determine true W-2 vs. 1099 status for each person

  Based on who controls schedule, equipment, and how the work gets done — not what's most convenient.
• Flag anyone currently misclassified

  Fix this before you touch software setup — migrating a misclassification just automates the mistake.
• Confirm workers' comp coverage matches your actual crew

  Including part-time and seasonal help, not just full-time staff.

Have these ready before you start building your payroll account.

• Federal EIN

  Your business's federal tax ID number.
• State tax ID(s) for every state you operate in

  Not just your home state — any state your crew does jobs in.
• Business bank account details

  For direct deposit and automatic tax payments.
• Completed I-9 and W-4 for each W-2 crew member

  Or W-9 for genuine 1099 contractors.

Lock this in before setup — it determines how your software calculates everything.

• Choose hourly, flat-rate, or a mix

  Match this to how your jobs are actually quoted and staffed.
• Set your overtime policy and threshold

  Check your state for any daily overtime rules on top of the federal weekly rule.
• Decide how tips are handled and pooled

  Document the method so it's consistent job to job.
• Set mileage and per diem rates for long-distance jobs

  If your crew travels overnight or uses personal vehicles for job-related driving.

The technical setup — most platforms walk you through this in around 15 minutes.

• Choose a plan based on crew size and states worked

  Single-state small crew vs. multi-state or larger crew needs different tiers.
• Enter EIN, state tax IDs, and bank details

  From step 2 above.
• Add each crew member with correct pay type and rate

  W-2 hourly, W-2 flat-rate, or 1099 — set individually per person.
• Configure overtime rules in the platform

  Confirm it matches the policy you set in step 3.
• Connect and verify your business bank account

  Bank verification typically takes 1-2 business days — don't leave this for the day before payday.

Catch mistakes before real money moves.

• Run a test payroll cycle before your first live one

  Confirm pay amounts, withholding, and deposit accounts for every crew member.
• Double-check overtime calculated correctly on a long-job scenario

  Test with a shift that actually crosses your overtime threshold.
• Confirm multi-state tax registration cleared, if applicable

  This can take several business days per state — build in the lead time.
• Walk one crew member through their self-service portal

  So they can find pay stubs and tax forms without calling the office.

Payroll isn't a one-time setup — build these into a recurring habit.

• Re-check classification whenever you bring on new help

  Especially seasonal or day-of crew — the same rules apply every time.
• Review workers' comp coverage before your busy season

  Make sure it accounts for peak headcount, not just baseline crew size.
• Confirm final pay timing rules if a crew member leaves

  Varies significantly by state — check yours before your slow season, not during it.
• Review pay structure annually as rates or laws change

  Minimum wage, overtime thresholds, and state rules shift — don't assume last year's setup still applies.