What Happens to My Payroll Data and Access After Canceling My Patriot Software Payroll Subscription?
When you cancel your Patriot Software payroll subscription, you retain access to your account and payroll data under specific conditions. Below is a detailed explanation of what you can expect:
Access to Reports and Data Post-Cancellation
Canceling your subscription does not erase your data. All existing data remains in the system.
You can log in to your account to view and download reports, including accounting reports, payroll summaries and other historical data, even after cancellation.
If you stop processing payroll and cancel your account, you will still have access to past reports, but you won’t be able to process new payrolls unless you reactivate the service.
Generating and Handling W-2s and Tax Forms
You can still generate, download, and print W-2s and W-3s at year-end, even after canceling your payroll subscription, provided your account was in good standing at the time of cancellation.
Patriot Software may not file W-2s on your behalf depending on your cancellation date. Ensure you generate the forms in the software and handle any required filings if Patriot does not file them for you.
Employees and contractors retain lifetime access to their worker portal to view pay stubs and year-end forms.
Reactivating Payroll Services
Once your payroll subscription is canceled, you cannot run new payrolls. To resume payroll processing, you must reactivate the payroll software in your account.
Billing Practices and Final Invoices
Patriot Software charges subscription fees monthly in arrears. For example, charges for services used in August will be billed on September 1.
Charges apply regardless of whether payroll was run or specific features were used during the billing period.
If you are on a free trial, billing begins only after the trial period ends. Your first invoice will reflect charges for the days of service after the trial within the prior month, which may be prorated based on the number of active days.
Free trials, such as the Accounting Premium trial, automatically convert to paid subscriptions after 30 days unless canceled before the trial ends.
When you cancel your subscription, you may still receive a final invoice. For example, if you cancel in April, your final prorated bill for April will be drafted on May 1. Similarly, if you cancel in August, the charge you receive at the beginning of September will be the final bill for services used in August, not a new renewal.
Refunds are not typically issued for post-cancellation charges, as these charges cover the prior month’s usage.
FAQ: Why was I charged after canceling or when no payrolls were run? Charges are assessed based on subscription activity during the service period, not on specific usage like running payroll. If your account was active during the billing period, you will be billed accordingly.