For IPS client Ramlow/Stein Architecture + Interiors of Milwaukee, ensuring seamless payroll operations became paramount following an email scam that highlighted vulnerabilities in their system.
“A scammer manipulated our direct deposit system, exploiting the limited checks and balances in place,” recalls Business Manager Heide Carlson. “The fraudulent request exposed a critical flaw and how we were relying on simple email requests for such changes. This experience underscored the need for a more secure, foolproof system.”
Carlson says IPS introduced a robust solution where employees could make direct deposit changes themselves, but with a critical difference: each change required approval and multi-factor authentication (MFA). This added layer of security ensured that every modification was legitimate, significantly reducing the risk of fraud. Moreover, the system allowed for visibility into all changes, enabling verification and preventing unauthorized access. This was just the beginning of challenges improved with IPS solutions.
PTO Management, Operational Efficiency and Employee Empowerment
“Our previous manual process for managing Paid Time Off (PTO) was cumbersome and outdated,” Carlson said. “Employees had to send emails for PTO requests, which were then manually updated in a work calendar. IPS automated this process, allowing employees to enter their time off directly into the system and track their remaining PTO. This not only streamlined operations but also empowered employees with real-time information.”
IPS’s Comprehensive Payroll Management offered Ramlow/Stein a multi-approval system, ensuring that all stakeholders were informed about changes. The centralized calendar feature allowed everyone to see scheduled time off, while the ability to run detailed reports and audits on various metrics, such as 401(k) contributions, provided comprehensive oversight. This automation extended to managing quarterly taxes and scheduling bonuses, enhancing financial accuracy and efficiency.
“The onboarding process with IPS is seamless,” adds Carlson. “New hires can complete all necessary paperwork online, reducing any administrative burden and ensuring compliance. Employees have easy access to their paystubs, tax documents, and can make changes as needed without relying on HR, which enhances our operational efficiency.”
From Cold Calls to Personalized Connection
Carlson had historically worked with large payroll firms when she came on board at Ramlow/Stein two years ago, but was eager to gravitate towards smaller, localized companies for a more personalized touch. After several cold calls and extensive vetting, IPS stood out.
“President John Feaman personally handled my sales call, and that demonstrated to me a level of unparalleled dedication and customer service,” she says. “Vice President and CPA Pete Feaman also spent hours on the phone walking me through an issue with bonuses and tax rates,” Heide remembers. “He explained it so that I could better share with my employees what they needed to know.
“Christina Van Beck, my current representative, along with my former rep, Sarah Kempf, exemplify a commitment to customer satisfaction. I email them and within 30 minutes, there’s a reply with the answer I need.”
IPS Customer Service Sets the Standard
A proactive approach and consistent support have reinforced Ramlow Stein’s decision to continue the partnership, Carlson says, and the level of service IPS provides has become the benchmark for her with all vendor relationships.
“Our experience with IPS has been transformative. We not only resolved the initial payroll challenges but also achieved a higher level of efficiency and security. Their innovative technology and exceptional customer service has proven invaluable.
“For any business seeking a reliable and responsive payroll partner, I highly recommend them. The ability to provide personalized service while ensuring robust security measures makes IPS a standout choice in the payroll management industry.”