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How to Cancel a Product in Patriot

In this article:

Background

You have the freedom to cancel your software products or account at any time.  Patriot Software bills in arrears, so you will still receive a final monthly software invoice on the first day of the following month for the final period of service.  If you cancel a product in the middle of a month, you will only be charged for the days the product was active.

How to Cancel a Product or Subscription

  1. Go to Settings > Manage Subscription > Add or Cancel Software.
  2. Your selected products are shown with a purple box and checkmark.  To cancel an active product, click the purple box.
  3. Select the reason for canceling and answer any corresponding questions. đź’ˇ If cancelling Full Service Payroll–you have Patriot collecting, depositing and filing your payroll taxes–please read How to Cancel Full Service Payroll detailed additional steps.
  4. Click “Save Changes.”

đź’ˇ After you cancel your software, you’ll still receive an invoice on the 1st of the following month for the days your software was active.

Important Information When Cancelling Payroll

  • You cannot enter more payrolls into the software after you cancel. A cancellation notifies the software that your activity (and all of your payroll) in the software is complete. Enter all payroll into the software before you cancel your account to ensure all tax information is accurate and complete.
  • It is very important to note that if you have already run payrolls with future pay dates before you cancel, these payrolls will still have direct direct deposit (and possibly tax collections depending on your selected end date) collected and processed. We recommend you review the Payroll Details Report before you cancel, to confirm whether you have completed payrolls with future pay dates.

Additional Instructions When Cancelling Full Service Payroll

If you are a Full-Service Payroll customer who has completed the tax filing setup, we will need to get more details about exactly when you want to stop the tax filing service.  

  1. Go to Settings > Manage Subscription > Add or Cancel Software.
  2. Your selected products are shown with a purple box and checkmark.  To cancel an active product, click the purple box.
  3. Select the reason for canceling and answer any corresponding questions.
  4. Click “Save ChangesClick “Continue” to begin the Full-Service Payroll cancellation process.
  5. Select an end date, which specifies whether Patriot will complete all filings until the end of the actual cancel date, month, quarter, or year (depending on when you cancel). See Cancelling Full Service Payroll with a Future Date.
    • đź’ˇImportant: Even if your business closes, you will still be required to deposit file end of the quarter and end of the year payroll taxes.
  6. If you select either end of quarter or year, we will ask if this will be your final Form 941 filing.
  7. You will see a snapshot of your tax responsibility and Patriot’s responsibility.
  8. If Patriot is refunding tax collections, we will show you the refund amount.  If Patriot will handle future taxes, we will charge the existing base price for each additional month.
  9. Click “Cancel Software” to finish the process.

Cancelling Full Service Payroll with a Future End Date

When you cancel your software, you have the option to set a future cancellation date—like 12/31. This doesn’t mean your account stays active through that date. Instead, it tells Patriot to continue filing and depositing your payroll taxes through the cancellation date you’ve selected.

Here’s how it works:

  • The day you submit the cancellation, your software access ends—even if you set a future cancellation date.
  • Patriot will continue to file and deposit any payroll taxes owed through the future date.
  • Tax collections for future payrolls will happen on the next available business day.
  • Direct deposit funds will be collected four business days before the scheduled pay date, as usual.

For example, let’s say you cancel on 10/1 and choose 12/31 as your end date. Your software becomes inactive immediately on 10/1, but Patriot will still handle your Q4 and year-end filings.

Before canceling, we recommend you review the Payroll Details Report before you cancel, to confirm whether you have completed payrolls with future pay date.

Why was my credit card charged after I cancelled?

After you cancel your software, you’ll still receive an invoice on the 1st of the following month for the days your software was active.

Patriot bills in arrears—meaning you use the service first and pay for it later. On the first of each month, we look back at the previous month to calculate your charges based on how many days your software was active and how many employees you paid (if applicable). Then we create your invoice and charge your card.

For example, your February 1st invoice covers active services used during January.

Account Access After Cancellation

Can I still access my account after I cancel?

You can cancel your account and still log in to access your account information. Information you can review and download includes:

  • All Reports
  • Full Service payroll:
    • Payroll tax returns (e.g., Form 941)
    • Tax collection history
    • Tax deposits
  • Forms W-2
  • Forms W-3
  • Forms 1099/1096

Employee and Contractor Access After Cancellation

Your employees and contractors have lifetime access to all of their pay stubs, time cards (if using Patriot Time) and W-2s/1099s in their worker portal.

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