If you’re using AuditMiner’s payroll product to streamline your EBP audits, there’s one step you can’t skip: asking your client for the right payroll file. Let’s walk through how to request the payroll file in a way that’s seamless for your client, sets your audit up for fewer follow-ups, and makes everyone’s job easier in the long run.
The best way to ask for the payroll file is to include our unbranded instructions as part of your PBC list. That way, clients receive clear, direct guidance on what file to provide, and they don’t need to ask why or how. No extra emails. No added meetings.
This helps normalize the request as part of the firm’s standard audit workflow, not a special project or third-party handoff that requires extra scrutiny.
Pro tip: If your client ever has questions or isn’t sure how to generate the file, our team is ready to help. We’ll jump on a call, walk through their payroll software, and even build new client-facing instructions for that platform so it’s easier next time.
Even when you make the request crystal clear, some clients will still pause. That’s normal. They might not see the value yet, or they might just be used to “how it’s always been done.”
Here are a few common objections, and how to respond in a way that keeps the conversation constructive and client-focused.
“Why do you need it in this format?”
What to say: This format helps us create your census directly from source payroll data, which saves you time and eliminates back-and-forth. It ensures we're working with complete, accurate information from the start, which means fewer surprises later in the audit.
“Can’t you just use what we sent last year?”
What to say: We hear that a lot. But the file used for last year’s audit likely came from a TPA or was manually created, which can miss key data points or include extra info that’s not relevant for testing. Using a payroll file ensures accuracy, consistency, and saves time on both sides.
“Isn’t this more work for us?”
What to say: Actually, it’s less work. Once the payroll file is exported, you’re done. No manual formatting or hunting for field definitions. And if anything’s unclear, our team can walk you through how to export the file in minutes. We're even happy to build custom instructions for your platform so you never have to guess next time.
“We’ve never had to do this before.”
What to say: Audit processes are evolving. Firms are using tools like AuditMiner to streamline audits, reduce risk, and work more efficiently. This small shift early in the process leads to a smoother, faster audit for everyone involved.
“I’m concerned about sending payroll data to a third party.”
What to say: AuditMiner is part of your audit firm’s toolkit; like Excel, but smarter. All data is processed securely in accordance with industry best practices. If your engagement letter already allows for the use of audit tools and support services, this falls within that scope. And if you’d like to review our data handling policy, we’re happy to share it.
Here's the reality: when clients send the payroll file in our preferred format, they skip the manual effort entirely and your team can create the census on their behalf.
That means:
• Clients don’t have to build it manually
• They avoid confusion about what needs to be included
• They get time back to focus on their day-to-day
If needed, the firm can even provide the census back to the client to share with their TPA: a double win.
Here's how it saves time on their end:
No more building the census manually.
Clients don’t have to guess which columns to include, hunt down field definitions, or reconcile totals from different reports. AuditMiner does that for them — automatically.
No more playing email ping-pong.
When the data comes directly from payroll, there’s less back-and-forth with your team about missing fields, unclear formatting, or re-upload requests.
No need to understand the audit.
Clients don’t have to wrap their heads around audit testing or why certain data is needed. They just send a file and get back a clean, audit-ready census — in the format your firm already uses.
One file = multiple wins.
Need a census to share with their TPA? No problem. You can send it to them, saving your client another task on their list.
It’s faster next year.
If they’ve never pulled this file before, we’ll help them get it right the first time — and document the steps so it’s easy next year. One lift now, less hassle forever.
This isn’t just a more efficient way to get started. It’s a small shift that adds up to smoother audits, fewer follow-ups, and more trust built between your team and the client.
Getting the right file up front isn’t just about convenience, it sets the entire audit in motion faster and more smoothly.
Here’s what that unlocks for your team and your client:
Early insights = early action
With clean, complete payroll data from the start, you can test eligibility and demographics sooner while there’s still time for the client to correct issues before year-end or filing deadlines.
Risks are flagged before they become problems
Early testing lets you catch missed enrollments, age/service thresholds, and other eligibility errors that might otherwise go unnoticed until it's too late to fix them. That’s not just good audit hygiene , it’s good client service.
No more last-minute scramble
When you start earlier, your team’s requests go out earlier, ultimately spreading the client’s workload over weeks, not days. That avoids the dreaded “everything is due this Friday” scenario and gives clients space to respond thoughtfully.
You stay focused on what matters
Instead of spending your time tracking down missing columns or deciphering custom census files, your team stays focused on risk, testing, and delivery, the high-value work that actually moves the audit forward.
Fewer surprises, smoother wrap-up
Getting it right from the jump reduces rework, improves testing consistency, and helps ensure a smoother review and sign-off process, for your team and theirs.
In short? Getting the file right upfront reduces rework and helps your clients avoid the kind of late-season surprises that create stress (and cost). And that means clients get a better audit experience with fewer fire drills, less rework, and more confidence in the outcome.
We know clients may hesitate when they hear “payroll data” and “third party” in the same sentence.
Here’s how to confidently address it:
AuditMiner is your firm’s tool, not a vendor handoff
You’re not outsourcing. You’re using trusted audit software to streamline internal processes; like Excel, but built for 401(k) audits.
Data is encrypted and protected
AuditMiner follows strict industry standards for data encryption, access controls, and privacy protocols. If your client wants specifics, we’ve got a security overview ready to share.
You’re likely already covered
If your engagement letter includes provisions for using third-party tools in audit delivery, no extra approvals are needed. But if questions come up, we’ll help you navigate them.
If a client does ask about data security, you’re covered. Simply ask our team for our detailed security and data handling overview you can provide your clients.
When clients send census files built manually or pulled from their TPA, it feels like you’re getting a head start. But what you’re actually getting is noise , and that comes at a cost.
Here’s what firms inherit when they rely on client-built census files:
Inconsistent data structures
Every client and every TPA has their own version of a “census.” Some include extra columns. Others leave out critical fields. That means your team spends time cleaning up messy data before the audit can even begin.
Manual recon, every time
Even if it’s “the same format as last year,” your team still has to reconcile fields, double-check completeness, and adapt it to your testing process. It’s slow, error-prone, and different every time.
Audit quality takes a hit
Non-standardized inputs lead to inconsistencies across teams and engagements. It becomes harder to train staff, harder to spot red flags, and harder to feel confident that nothing was missed.
By contrast, a payroll-derived census using a tool like AuditMiner:
• Starts from source data, not downstream summaries
• Removes unnecessary fields and aligns with testing requirements
• Delivers a standardized, audit-ready output every time
It’s not just cleaner, it’s smarter. And when your inputs are this strong, the rest of the audit follows suit.
If clients ever push back on fees tied to this new process, it’s worth explaining:
• Clients are doing less work, not more
They no longer need to figure out census formatting, reconcile fields, or rebuild workbooks.
• But firms aren’t doing less work, they’re just doing higher-value work.
Instead of chasing inputs, your team is focused on testing, risk evaluation, and reporting.
That shift supports better audit outcomes and a better client experience. And that’s exactly what your audit fee is funding.
The goal isn’t just to collect a file. It’s to get the right file, up front — so you can start strong, test early, and give your client a smoother audit experience from start to finish. When you embed AuditMiner’s payroll file request into your PBC list and frame it as a time-saver (not a favor), you set your firm and your client up for success.
Want to see how it works in real life? Watch our on-demand webinar to see how firms are using AuditMiner to streamline payroll data and deliver better audits, faster.
