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Payroll Software for Small Business: 12 Compared

Compare 12 payroll software platforms for small business. Real cost at 10, 25, and 50 employees, hidden fees, and who each one is built for.

Nick Anisimov

Nick Anisimov

FirstHR Founder

Payroll
32 min

Payroll Software for Small Business

12 platforms compared on real cost at 10, 25, and 50 employees, the fees that do not appear on pricing pages, and which one actually fits how you run payroll

Payroll software pricing looks simple on every vendor site: a base fee plus a per-employee fee, published in large type. The reason buyers still get surprised is that the published number answers a question almost nobody is actually asking. What matters is the total at your headcount, in your states, on your pay schedule, including the fees that appear on the second invoice rather than the pricing page.

A concrete example. Gusto Simple and OnPay both cost $49 per month plus $6 per employee. Identical on paper. Hire one person across a state line and Gusto moves you to a tier at $80 plus $12 per employee while OnPay does not change at all. At 25 employees that is $199 versus $380 per month, a gap of more than $2,100 a year created by a single hire.

This comparison covers 12 payroll platforms with published or reliably estimated pricing, the real monthly cost at 10, 25, and 50 employees, the fee structures that distort those numbers, and how long each one takes to get running. It also covers what payroll software does not do, which is where a lot of small businesses discover a second gap after solving the first one.

TL;DR
Gusto is the best all-round choice for a 5 to 50 person team, provided you stay in one state. OnPay matches it on price and beats it on multi-state, with one plan and no tiers. Patriot is the genuine budget pick at $37 plus $5 per employee. Square wins for retail and restaurants already on Square POS. QuickBooks makes sense only if your books are already there. Roll by ADP is the best phone-first option at $39 plus $5. Watch three traps: Gusto's single-state limit, Homebase billing per payroll run rather than per month, and Paychex early termination fees of $1,500 to $3,000.

How we evaluated these platforms

Every price in this comparison was pulled from the vendor pricing page in July 2026, not from a previous roundup. That matters more than it sounds: Gusto raised its base fee from $40 to $49 in March 2026, QuickBooks raised per-employee pricing across all tiers on July 1, and Wave consolidated its two-tier structure into one plan covering all 50 states in April 2025. Guides that have not been refreshed since are quoting numbers that no longer exist.

Is the price published, or reconstructed from third parties?
Ten of the twelve platforms here publish list pricing. ADP RUN and Paychex above the Essentials tier do not, and every figure for them is flagged as a third-party estimate rather than presented as fact. Where a vendor states a price only for a headcount band, as Paychex does for teams under 20, that limitation is stated rather than extrapolated.
What does the price include at that tier, not at the top tier?
Vendors describe capabilities across their whole product line and buyers assume the entry plan has them. It frequently does not. Time tracking sits behind Gusto Plus. Same-day deposit sits behind QuickBooks Premium. Year-end W-2 filing is billed separately on lower Paychex tiers. Every feature claim here is checked against the specific plan whose price is quoted.
What is the billing unit and the contract term?
Nearly every provider charges per employee per month; one charges per employee per payroll run, which changes the real cost by more than any headline price difference in this comparison. Contract terms range from month-to-month with no penalty to annual auto-renew with a $3,000 termination fee. Both are treated as pricing facts rather than footnotes.
Does the cost hold as the business grows?
Starting prices are the least useful number in this category because the base fee stops mattering as headcount rises. Every platform is modelled at 10, 25, and 50 employees rather than at its advertised entry point, which reorders the ranking substantially.

What this comparison does not do is rank platforms on feature counts. Every provider here calculates pay correctly, withholds the right amounts, and files federal and state returns. Choosing between them on whether a feature matrix has more checkmarks produces worse decisions than choosing on pricing structure, contract terms, and how the platform behaves in the specific situations described below.

How to choose: the five questions that actually decide it

Feature lists are close to useless in this category because every provider on this list does the core job. Payroll gets calculated, taxes get filed, people get paid. The differences that matter are structural.

Will anyone work outside your home state within 18 months?
This single question reorders the entire ranking. OnPay includes every state at no surcharge. SurePayroll charges a flat $9.99 per month for all additional states. Patriot charges $12 per month per state. Gusto Simple covers one state only and forces an upgrade to Plus, roughly doubling the per-employee fee. Remote hires, a second location, or an employee who moves all trigger this. Price both scenarios before signing.
How often do you run payroll, and are the fees per month or per run?
Nearly every provider charges per employee per month. Homebase charges per employee per payroll run, which on a biweekly schedule means roughly 2.17 runs per month on average and a materially higher real cost than the headline suggests. If you run weekly payroll, that difference compounds further. Confirm the billing unit, not just the number.
Do you need someone to call, or is chat and email enough?
This is the main thing the price difference buys at the top end. ADP RUN and Paychex assign named representatives at higher tiers and cost more, with annual contracts and termination fees. Gusto, OnPay, Square, Patriot, and Wave are self-serve with chat and email, month to month, and cost less. Neither model is better; they suit different buyers. A first-time payroll buyer with a complex multi-state setup may want the phone number. A founder who has run payroll before generally does not.
Where do your books live?
If you already run QuickBooks Online, QuickBooks Payroll posts journal entries without an export step, which is worth real time each month. If you use Wave accounting, Wave Payroll syncs the same way. If your books live anywhere else, that advantage disappears and you should choose on other criteria, because every provider on this list exports to standard accounting formats.
Is payroll actually your bottleneck, or is it everything before payroll?
Worth asking honestly before you buy. Payroll software solves calculating and remitting pay. It does not solve collecting signed offer letters, running I-9 verification before day one, delivering training with completion tracking, or keeping employee records in a form you can audit. Plenty of businesses buy payroll software, solve the payroll problem, and find the paperwork problem still there. Know which one you have.

12 payroll platforms at a glance

Sorted by starting base fee. Every platform below files federal and state payroll taxes on its standard full-service plan.

ProviderBest ForStarting PriceTax FilingMulti-StateHR ToolsBenefitsTrial
PatriotTightest budgets$37 + $5/ee30 days
SquareRetail and restaurants$35 + $6/eeFree trial
Roll by ADPPhone-first micro teams$39 + $5/ee3 months
Paychex FlexHands-on support$39 + $5/eeVaries
HomebaseHourly and shift teams$39 + $6/run14 days
WaveWave accounting users$40 + $6/ee30 days
SurePayrollHousehold employers$29 + $7/eeVaries
GustoBest all-round for 5 to 50$49 + $6/eeUntil 1st run
OnPayTransparent flat pricing$49 + $6/ee1 month
QuickBooksQuickBooks accounting users$50 + $6.50/ee30 days
ADP RUNCompliance depth at scale~$79 + $4/ee3 months
RipplingHR and IT in one system$35 + $8/eeDemo
Pricing verified as of July 2026 from vendor pricing pages. ADP RUN is a third-party estimate; ADP does not publish list pricing. Multi-State means additional state filings carry no separate surcharge on the entry plan. Homebase bills per employee per payroll run rather than per month.
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The 12 best payroll software platforms for small business

Gusto

Gusto is the default recommendation for US small businesses and has been for years, for a straightforward reason: it is the most pleasant of these products to actually use, and it covers payroll and light HR without requiring you to think about either. Simple runs $49 per month plus $6 per employee after a base increase from $40 in March 2026.

Onboarding is genuinely better than the category norm, with offer letters, e-signature, and document collection built in. Benefits administration is integrated. The accountant ecosystem is large, so if you have a bookkeeper they probably already know it.

The single-state limit on Simple is the thing to understand before buying. Plus at $80 plus $12 per employee unlocks multi-state along with time tracking, and the jump is steep for a 25 or 50 person team.

Two other things surface in real use. Support is chat and email with no phone line on Simple, which is fine until something goes wrong close to a pay date. And the tier structure means several capabilities most buyers assume are standard, particularly time tracking and next-day deposit, require the upgrade. Priced honestly against what a growing team actually uses, Gusto is a Plus-tier product with a Simple-tier headline.

Pros
Best onboarding and document collection among payroll-first platforms
Published pricing, month-to-month billing, no long-term contract
Integrated benefits administration and broker support
Largest accountant and integration ecosystem in the category
Off-cycle and same-day payroll runs with no per-run fee
Cons
Simple plan is single-state only: one out-of-state hire forces the Plus tier
Base price rose from $40 to $49 in March 2026
Time tracking sits behind Plus or a paid add-on
At 50 employees Simple reaches $349 per month, above cheaper full-service options

OnPay

OnPay is what Gusto looks like without tiers. One plan at $49 per month plus $6 per employee, every feature included, tax filing in all 50 states with no multi-state surcharge, and year-end W-2 and 1099 forms in the base price rather than billed separately.

For a business with any multi-state exposure, this pricing model is materially better than the identical headline number at Gusto suggests. An optional HR add-on at $15 base plus $2 per worker layers on onboarding workflows, org charts, e-signature, and document management. Support ratings on G2 and Capterra are consistently among the highest in the category.

OnPay also handles several situations that trip up competitors: agricultural payroll with Form 943, clergy payroll, and restaurant tip reporting are all supported without a specialist tier. The tradeoff for the flat structure is that there is no cheaper entry option. A three-person business pays $67 where Patriot would charge $52, so OnPay becomes the better value as headcount rises rather than at the very bottom.

Pros
One flat plan with no features gated behind a higher tier
All 50 states included with no multi-state surcharge
Year-end W-2 and 1099 filing included in the base price
Consistently top-rated customer support in the category
First month free with no credit card required
Cons
Thinner native HR tooling than Gusto unless you buy the add-on
Benefits administration routes through OnPay's own licensed broker
Not designed for companies above roughly 500 employees
Interface is functional rather than polished

Patriot Software

The cheapest legitimate full-service payroll on the market. Full Service is $37 per month plus $5 per employee and covers federal, state, and local tax filing plus new hire reporting. Basic is $17 plus $4 if you are willing to make deposits and file returns yourself.

Patriot has stayed small and focused for two decades, and the product reflects that: no venture funding, no feature sprawl, a plain interface that does payroll and stops. It also sells its own accounting software, which makes it a genuine QuickBooks alternative for a micro business wanting both.

Two caveats. Additional states cost $12 per month each, which erodes the price advantage for multi-state teams. And standard direct deposit takes two to four business days, which is slow if you ever need same-day payment.

The deposit timing deserves weight beyond convenience. Several states require final wages within days or even hours of a discharge, and a two-to-four day funding window cannot meet that without cutting a paper check. If you operate somewhere with a strict final paycheck rule, confirm you retain the ability to print checks before choosing on price alone.

Pros
Lowest published base price in full-service payroll at $37 per month
Unlimited payroll runs with no per-run charges
Own accounting product available for a combined books and payroll stack
30-day free trial plus 50 percent off the first three months
Free direct deposit and US-based support
Cons
$12 per month for each additional state filed
Two to four business day direct deposit with no same-day option
Time tracking and HR are separate paid add-ons
Basic plan leaves tax deposits and filings to you

Square Payroll

At $35 per month plus $6 per person, Square has the lowest published base fee among full-service providers, and the plan includes federal, state, and local tax filing, quarterly filings, new hire reports, and unlimited pay runs with three deposit speeds.

The reason to choose it is ecosystem. If you already run Square point of sale, timecards flow into payroll with no integration work and no manual hour entry, which for a restaurant or retail operation removes the single most error-prone step in the process. A contractor-only plan costs $6 per person with no base fee.

Tip handling is the other reason restaurants land here: Square imports tips recorded at the point of sale and applies them through payroll without a separate reconciliation. Outside the Square ecosystem the calculus changes, because you lose the integration advantage and are comparing a narrower product against Gusto and OnPay at a similar price.

Pros
Lowest published base fee among full-service providers at $35 per month
Local tax filing and new hire reports included in the standard plan
Timecards flow directly from Square POS and the Team App
Contractor-only plan at $6 per person with no base fee
Next-day and same-day deposit options available
Cons
Narrower integration catalog than Gusto, OnPay, or ADP
Paper W-2 and 1099 mailing costs $3 per form
Best value depends on using the wider Square ecosystem
Workers compensation and HR add-ons are not priced publicly

QuickBooks Workforce Payroll

Formerly QuickBooks Payroll, renamed but functionally the same product. Core is $50 per month plus $6.50 per employee, with Premium at $85 plus $9 and Elite at $130 plus $11. Per-employee pricing rose across all tiers on July 1, 2026.

The case for it is narrow and strong: if your books live in QuickBooks Online, payroll entries reach the general ledger with no export, no CSV, and no reconciliation step. If they do not, this is a mid-priced payroll product with no particular advantage over cheaper competitors, and the Core tier lacks time tracking and HR support that most buyers end up wanting.

Pros
Native general ledger sync with QuickBooks Online, no export step
Full-service tax filing on every tier including Core
Same-day direct deposit available on Premium and Elite
Tax penalty protection included on the Elite tier
Cons
Per-employee pricing increased across all tiers on July 1, 2026
Core lacks time tracking and HR support, pushing buyers to Premium
Little advantage if you do not use QuickBooks accounting
Frequent promotional pricing obscures the real cost until month four

Roll by ADP

Roll is ADP's answer to the question of what payroll looks like if you build it for a phone. The interface is a chat window: you type that you want to run payroll, it asks what it needs, and the run completes in under a minute. Pricing is $39 per month plus $5 per employee with three months free.

It covers all 50 states with unlimited runs, new hire reporting, garnishments, off-cycle payments, and next-day or same-day deposit. What it does not have is depth: no benefits administration, no meaningful HR module, no complex reporting. For a five to fifteen person business whose owner does payroll from a truck or a job site, that tradeoff is often exactly right.

Pros
Chat-based interface completes a payroll run in about a minute
$39 plus $5 published pricing with three months free
All 50 states with unlimited runs and no per-run charge
Next-day and same-day deposit options
ADP tax compliance engine behind a simple front end
Cons
No benefits administration or meaningful HR functionality
Limited reporting compared to full platforms
Requires 30 days notice to cancel
Chat-first interface does not suit every administrator
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Homebase Payroll

Homebase is scheduling and time tracking software for hourly teams, with payroll added on. For restaurants, retail, and service businesses where the hard part is building the schedule and capturing hours accurately, starting from that side rather than from payroll makes sense. The base platform has a free tier, and paid plans run per location rather than per employee.

Homebase bills per payroll run, not per month
This is the most consequential pricing distinction in this comparison. Homebase Payroll is $39 per month plus $6 per employee per payroll run. Every other provider here charges per employee per month. On a biweekly schedule that averages about 2.17 runs per month, so a 20-person team pays roughly $299 per month rather than the $159 the headline numbers imply. On a weekly schedule it is higher again. The platform may still be the right choice for a scheduling-first operation, but model the real number.
Pros
Best-in-class scheduling and time tracking for hourly teams
Free tier for scheduling and time clock up to 20 employees at one location
Per-location base pricing rather than per-employee for the core platform
Hours flow into payroll with no manual entry
Cons
Payroll billed per employee per payroll run, which multiplies the real cost
Each additional location requires a separate full-price subscription
Tip Manager and Task Manager are paid add-ons
Weaker fit for salaried knowledge-worker teams

Wave Payroll

Wave's accounting software is genuinely free, which is the whole reason Wave Payroll exists on this list. Payroll is $40 per month plus $6 per employee, and since April 2025 that single tier includes automatic tax filing in all 50 states, replacing the older split between tax-service and self-service states.

For a micro business that wants books and payroll from one vendor at the lowest total cost, the combination is hard to beat. The limitations are real: support is chat and email only with no phone line, HR features are minimal, and the integration catalog is small.

Pros
Pairs with genuinely free Wave accounting software
Single tier covering all 50 states since April 2025
Automatic journal entries into Wave accounting
Contractor payments and 1099 generation included
Cons
No phone support, chat and email only
Minimal HR functionality
Small integration catalog compared to Gusto or OnPay
Sold as an add-on, so it assumes you are in the Wave ecosystem

SurePayroll

Owned by Paychex and built for the smallest employers, including household employers paying a nanny or caregiver. Full Service is $29 per month plus $7 per employee; Self-Service is $20 plus $4 if you file your own taxes. Additional states cost a flat $9.99 per month regardless of how many, which is one of the better multi-state structures available.

AutoPayroll on both tiers is unusual at this price. The per-employee fee of $7 is the highest among the budget options, so the value proposition inverts as headcount grows: cheapest at five employees, more expensive than Gusto at fifty.

Pros
Flat $9.99 monthly multi-state fee regardless of state count
AutoPayroll available on both plans, rare at this price point
Dedicated household employer plan for nannies and caregivers
Unlimited payroll runs on all plans
Cons
$7 per employee is the highest among budget providers and scales badly
No digital onboarding workflows
Time clock and accounting integrations are paid add-ons
Interface reads dated next to newer platforms

Paychex Flex

Paychex serves more than 740,000 businesses and competes on service rather than software. Flex Essentials is published at $39 per month plus $5 per employee for businesses under 20 people; Select, Pro, and Enterprise are quote-only. More than 200 compliance specialists track regulatory change across all 50 states, which is a genuine asset for a business in a regulated industry or operating across many jurisdictions.

The commercial terms deserve scrutiny. Setup fees run $150 to $500, year-end W-2 filing is billed separately on Essentials and Select, QuickBooks integration is an add-on, and early termination fees on annual contracts run $1,500 to $3,000. The headline price is real; the total is frequently not close to it.

Pros
Published entry pricing at $39 plus $5 for teams under 20
Named service representatives available at higher tiers
More than 200 in-house compliance specialists covering all states
Multi-state and local tax filing included without per-state surcharges
Broad HR, benefits, retirement, and insurance services under one vendor
Cons
Early termination fees of $1,500 to $3,000 on annual contracts
Setup fees of $150 to $500
Year-end W-2 filing billed separately on lower tiers
Only Essentials pricing is published; everything above is quote-only

ADP RUN

ADP processes payroll for roughly one in six American workers and has the deepest tax compliance engine in the category, along with DataCloud benchmarking against 42 million employee records and AI anomaly detection that flags errors before a run completes.

ADP does not publish RUN pricing. Third-party estimates put Essential near $79 per month plus $4 per employee, and most small businesses report paying $100 to $300 monthly once add-ons are included. Contracts typically run a year with automatic renewal and a 30 to 60 day cancellation window. The per-employee fee is low, so RUN becomes relatively more competitive as headcount grows.

Where ADP earns the premium is complexity that would otherwise cost you specialist time: certified payroll for public works contracts, multi-jurisdiction local tax, wage garnishment administration, and multi-state registration. For a single-state business with salaried staff, none of that applies, and the same money buys a more pleasant product elsewhere. The recurring complaint in reviews is not the platform but post-implementation support, where buyers report a noticeable drop in responsiveness once onboarding finishes.

Pros
Best-in-class tax compliance across federal, state, and local jurisdictions
Low per-employee fee makes it competitive at higher headcounts
DataCloud benchmarking unavailable at comparable quality elsewhere
AI anomaly detection catches errors before processing
Three-month free trial promotions are common
Cons
No published pricing: every quote requires a sales conversation
Annual contract with automatic renewal and a notice window to cancel
Add-on modules push the effective cost well above the headline
Post-implementation support quality is a recurring complaint in reviews

Rippling

Rippling unifies payroll, HR, and IT provisioning on a single employee record. Hiring someone triggers payroll setup, benefits enrollment, account creation, and laptop configuration from one action. The core platform is $35 per month plus $8 per employee, with payroll sold as a separate module.

The architecture is genuinely the most ambitious in the category and the automation is real. The cost is predictability: only the core platform and payroll module prices are published, everything else is quoted, and real-world all-in costs land between $25 and $45 per employee per month. For a 15-person business with no IT complexity, that is a lot of platform for a payroll problem.

Pros
Single employee record spanning HR, payroll, IT, and benefits
Strongest automation in the category: one action provisions everything
Handles multi-state registration inside the same workflow
Scales from startup to mid-market without replatforming
Cons
Modular pricing means the $8 headline is not what anyone actually pays
Most module prices are quote-only, making total cost hard to forecast
Implementation fees are common and negotiated per contract
Substantially overbuilt for a small team that only needs payroll

Real cost at 10, 25, and 50 employees

Most comparison articles publish starting prices and stop. That is the least useful number, because the base fee becomes a rounding error as headcount grows while the per-employee fee compounds. The table below models standard published rates at three headcounts.

Provider10 employees25 employees50 employeesAnnual at 50
Patriot Full Service$87$162$287$3,444
Square Payroll$95$185$335$4,020
Roll by ADP$89$164$289$3,468
Paychex Essentials$89$164$289$3,468
SurePayroll$99$204$379$4,548
Wave Payroll$100$190$340$4,080
Gusto Simple$109$199$349$4,188
OnPay$109$199$349$4,188
QuickBooks Core$115$213$375$4,500
ADP RUN Essential~$119~$179~$279~$3,348
Justworks Payroll$130$250$450$5,400
Monthly cost at standard published rates, verified July 2026. Excludes promotional discounts, benefits premiums, workers compensation, setup fees, and year-end form charges where billed separately. Gusto Simple figures assume single-state payroll; a second state requires the Plus tier. ADP figures are third-party estimates.

Three things fall out of this that starting prices hide.

The per-employee fee is what you are actually buying. At 50 employees, the difference between a $4 and an $8 per-employee fee is $200 per month, or $2,400 a year. The base fee difference between the cheapest and most expensive provider here is $15. Optimising for the base fee is optimising for the wrong variable.

ADP RUN inverts as you grow. Its estimated $79 base is the highest on this list, but a $4 per-employee fee means it is estimated to be among the cheapest at 50 employees. Providers with low bases and high per-employee fees, notably SurePayroll and Justworks, do the reverse.

Identical headline prices are not identical. Gusto Simple and OnPay are both $49 plus $6 and both show $349 at 50 employees. But that Gusto figure only holds for a single-state business. Add one out-of-state employee and the same 50-person payroll runs $680 on Plus.

Model your 18-month headcount and state footprint together
Take your current headcount, your projected headcount in 18 months, and an honest answer about whether anyone will be working in a second state by then. Price all four combinations. The provider that wins on a single-state 10-person quote is frequently not the one that wins on a two-state 30-person reality, and switching payroll mid-year is genuinely painful because of year-to-date wage records.

The fees that are not on the pricing page

Six charges recur often enough that they should be part of every evaluation. None of them are secret; all of them are easy to miss.

Fee typeWho charges itTypical amount
Setup or implementationPaychex, some ADP contracts$150 to $500
Early terminationPaychex annual contracts$1,500 to $3,000
Year-end W-2 and 1099 filingPaychex lower tiers, some ADP plansVaries, often per form
Additional state filingPatriot per state, SurePayroll flat$9.99 flat to $12 per state
Paper form mailingSquare and others$3 per form
Per-run employee feeHomebase$6 per employee per run

The contract terms matter as much as the fees. Gusto, OnPay, Patriot, Square, Wave, and Roll bill month to month with no termination penalty. ADP contracts typically auto-renew annually and require 30 to 60 days written notice to cancel, so missing that window locks in another year. Paychex adds an explicit early termination fee on top.

For a small business, the practical implication is that a $10 monthly price advantage on an annual contract with a $2,000 termination fee is not a price advantage. Our payroll pricing guide covers how these models compare in more depth, and if you are moving from an existing provider, the guide to switching payroll companies covers the year-to-date data transfer that makes mid-year moves difficult.

What payroll tax filing actually covers

Every provider on this list advertises full-service tax filing. Buyers reasonably assume that means all payroll tax obligations are handled. It means most of them, and knowing which ones remain yours is the difference between a clean year and a penalty notice.

The forms a full-service provider files for you

FormWhat it reportsFrequencyDeadline
Form 941Federal income tax withheld plus Social Security and MedicareQuarterlyApr 30, Jul 31, Oct 31, Jan 31
Form 940Federal unemployment tax (FUTA)AnnuallyJanuary 31
Form W-2Employee wages and withholding, to employee and SSAAnnuallyJanuary 31
Form W-3Transmittal cover sheet for all W-2sAnnuallyJanuary 31
Form 1099-NECContractor payments of $600 or moreAnnuallyJanuary 31
State withholding returnState income tax withheldVaries by stateSet by each state
State unemployment returnState UI contributionsUsually quarterlySet by each state
New hire reportEach new hire, rehire, and often contractorsPer hire7 to 20 days depending on state

Form 944 is worth knowing about because it trips people up. It is an annual substitute for the quarterly 941 available to very small employers, but only with written IRS approval. You cannot simply elect it, and filing 944 without approval creates a compliance problem rather than solving one.

What stays your responsibility

Three things sit outside what any payroll provider does, regardless of tier.

Collecting the source documents. Form W-4 from every employee, Form W-9 from every contractor, and Form I-9 for every hire. These are not filed with the IRS; you keep them, and you are responsible for having them. A provider can prompt you but cannot produce a signed document that does not exist. Our guide to I-9 documentation covers the retention rules, which run three years after hire or one year after termination, whichever is later.

Registering the tax accounts. A provider files using your state withholding and unemployment account numbers. Obtaining those accounts is your task, and in most states it is two separate registrations with two separate agencies.

Classifying workers correctly. No software decides whether someone is an employee or a contractor. If that call is wrong, the provider will faithfully process the wrong treatment, and the liability lands on the business.

What the penalties actually cost

The failure-to-deposit penalty is tiered by calendar days late, and per the Internal Revenue Service, the tiers do not stack. A deposit 20 days late incurs 10 percent, not 2 plus 5 plus 10.

How late the deposit isPenalty on the unpaid amount
1 to 5 calendar days2%
6 to 15 calendar days5%
More than 15 calendar days10%
More than 10 days after the first IRS notice15%

Late filing of a return such as Form 941 is separate and runs 5 percent of the unpaid tax per month or part month, capped at 25 percent. Late W-2 and 1099 filing runs $60 per form if corrected within 30 days, $130 through August 1, and $340 after that. Interest accrues on penalties from the original due date.

The scale of payroll tax penalties
In fiscal year 2024 the IRS assessed more than 4.4 million employment tax penalties totalling nearly $26.9 billion. Widely cited industry figures put roughly 40 percent of small businesses paying a payroll tax penalty in any given year, at an average somewhere between $845 and $1,000. Whatever the exact average, the structural point holds: the annual cost of a penalty is in the same range as several months of payroll software, which is the clearest argument against running payroll manually or choosing a self-service tier to save $20 a month.

Payroll and accounting software together

A large share of people searching for payroll software are really asking a two-part question: what runs payroll, and how does it reach the books. There are two genuinely different answers and the distinction is worth understanding before you buy.

Native pairing versus integration

Native means the payroll product and the accounting product come from the same vendor and share a data model. Payroll entries appear in the general ledger with no mapping step, no export, and no reconciliation. QuickBooks Payroll into QuickBooks Online, Wave Payroll into Wave Accounting, and Patriot Payroll into Patriot Accounting all work this way.

Integration means a connector pushes data between two vendors. It works, and for most businesses it works fine, but somebody has to map payroll categories to chart-of-accounts codes during setup, and that mapping needs revisiting when either side changes. Gusto, OnPay, Square, and the rest connect to major accounting platforms this way.

CombinationRelationshipMonthly cost at 10 employeesBest for
Wave Payroll plus Wave AccountingNative, same vendor$100 payroll, accounting freeMicro businesses on the lowest total cost
QuickBooks Payroll plus QuickBooks OnlineNative, same vendor$115 payroll plus QBO subscriptionBusinesses already committed to QuickBooks
Patriot Payroll plus Patriot AccountingNative, same vendor$87 payroll plus accounting feeBudget-conscious teams wanting one vendor
Gusto or OnPay plus any accounting platformConnector integration$109 payroll plus accountingTeams prioritising payroll quality over native sync

The honest guidance is narrower than most comparisons suggest. If your books already live somewhere, native pairing with that platform is worth real time each month and should weight the decision. If you are choosing both from scratch, choose the payroll product on its own merits, because connector integrations to mainstream accounting platforms are mature and the friction is a one-time setup cost rather than an ongoing tax.

Accounting software with payroll is a different search than payroll software
Searches for accounting software that includes payroll surface a different set of products, led by accounting platforms that sell payroll as a module rather than payroll platforms that connect to accounting. If your primary need is bookkeeping, invoicing, and financial reporting with payroll as a secondary requirement, start from the accounting side. If your primary need is paying people correctly and filing taxes, start here and connect the books.

Automated payroll and what it does not automate

Automated payroll, sometimes called AutoPayroll or autopilot, runs each cycle without anyone clicking approve. For a business paying the same salaried people the same amount every period, it removes a recurring task entirely.

PlatformAutomation availableNotes
SurePayrollAutoPayroll on both plansUnusual to offer it on the entry tier
GustoAutoPilot for salaried staffRequires stable, unchanging pay
SquareAuto payroll for salaried and hourlyHourly requires approved timecards first
Roll by ADPChat-triggered runs in about a minuteNot fully unattended, but close to it
OnPayScheduled runs with reviewApproval step retained by design
PatriotManual approval each cycleNo true unattended run

Two limits are worth stating plainly, because automation marketing tends not to.

Automation works cleanly for salaried employees and awkwardly for hourly ones. An automated run needs to know what to pay. For a salaried person that is a fixed number. For an hourly person it depends on approved timecards, which means the automation is really automating the payment step while the approval step still requires a human before the cutoff. A business with mostly hourly staff gets less from this feature than the marketing implies.

Automation does not automate the exceptions. New hires, terminations, raises, bonuses, garnishments, and benefit changes all require intervention, and those are exactly the cycles where errors happen. Automating the routine ninety percent is genuinely useful; it just means the remaining ten percent gets less attention because the process is no longer a habit.

Payroll-only tools and self-service tiers

Not every business wants an HR platform attached. Some want a tool that calculates pay, moves money, and stops. Two categories serve that.

Payroll-only products are full-service but deliberately narrow. Roll by ADP is the clearest example: it files taxes in all 50 states and does essentially nothing else, which is the point. Patriot Full Service and Wave Payroll sit in similar territory, with HR functionality either absent or sold separately.

Self-service tiers are cheaper because you take over the filing. Patriot Basic at $17 plus $4 per employee and SurePayroll Self-Service at $20 plus $4 both calculate pay, produce the numbers, and tell you what to remit, leaving deposits and returns to you.

OptionPrice at 10 employeesYou handleSensible when
Patriot Basic$57All deposits and filingsYou have a bookkeeper already filing
SurePayroll Self-Service$60All deposits and filingsSingle state, very stable payroll
Patriot Full Service$87Nothing beyond source documentsDefault choice at this budget
Roll by ADP$89Nothing beyond source documentsYou want payroll and no HR product

The gap between self-service and full service is usually $20 to $30 per month at ten employees. Set against a failure-to-deposit penalty of 2 to 15 percent of the deposit amount plus interest, that is a thin margin to defend. Self-service makes sense when someone else is already doing the filings competently, and rarely otherwise.

How long setup actually takes

This is the least-covered part of the buying decision and one of the most consequential, because a payroll platform you cannot run by your next pay date has not solved anything.

Provider typeExamplesTypical time to first payroll
Self-serve, minimal setupRoll by ADP, Square, PatriotHours to two days
Self-serve with onboarding flowGusto, OnPay, Wave, SurePayrollTwo days to one week
Guided implementationADP RUN, Paychex FlexOne to three weeks
Project implementationPaylocity, Rippling full stackTwo to six weeks

The software is rarely the bottleneck. Two things are.

State tax account registration. Before any provider can file on your behalf, you need a state withholding account and a state unemployment insurance account in every state where employees work. These are usually two separate registrations with two separate agencies, and processing times range from same-day to several weeks. Starting registration before you start software setup can cut the calendar time in half.

Employee paperwork. Every employee needs a completed Form I-9, a signed federal W-4, and in many states a state withholding certificate. Chasing those documents after you have configured the software is the most common reason a first payroll run slips. Our guide to running payroll covers the full sequence.

What to have ready before you start any setup
Federal EIN. State withholding account number for each state. State unemployment account number and assigned rate for each state. Bank account and routing details for direct deposit. Completed I-9, W-4, and any state withholding certificate for every employee. Year-to-date wage and tax totals if you are switching mid-year. With all of that in hand, most self-serve platforms are running within a day; without it, no platform is.

Switching providers without breaking anything

Most people reading a payroll comparison already have payroll somewhere. Moving is more constrained than choosing for the first time, and the constraint is year-to-date data.

Every W-2 has to reflect a full calendar year of wages and withholding. If you switch mid-year, either the new provider imports complete year-to-date figures from the old one or you end up with two partial-year records and a reconciliation problem in January. Every mainstream provider supports this import; the work is in making sure the figures are complete and correct before the first run on the new system.

Switching windowDifficultyWhy
January 1EasiestClean year, no year-to-date import needed
Start of a quarterManageableQuarterly returns stay whole on one system
Mid-quarterHardestSplit quarterly filings plus year-to-date import
DecemberAvoidYear-end forms in flight on both systems

A short sequence keeps this predictable. Confirm the new provider files in every state you operate in, and at what cost. Export year-to-date wage and tax totals per employee from the current system. Check the cancellation terms on the old contract, particularly whether it auto-renews and how much notice is required, because that is where the unexpected charges are. Run the first cycle on the new system in parallel if the provider allows it. Then confirm the old provider has actually filed the final quarter rather than assuming it. Our guide to switching payroll companies covers the full checklist.

Check the cancellation clause before you sign the new contract
ADP contracts typically auto-renew annually with 30 to 60 days written notice required to cancel, and Paychex adds early termination fees of $1,500 to $3,000 on annual agreements. Signing with a new provider while still inside a notice window on the old one means paying both for a period. Gusto, OnPay, Patriot, Square, Wave, and Roll are month to month with no penalty, which makes them materially easier to leave as well as to join.

Which one fits your situation

Rather than a single winner, here is the honest routing by circumstance.

If this is youStart withBecause
5 to 50 employees, one state, want payroll and HR togetherGustoBest overall experience and onboarding at a fair price
Any chance of a second stateOnPayAll states included with no surcharge or tier change
Cheapest possible full-service payrollPatriot Full Service$37 plus $5 with genuine tax filing
Restaurant or retail on Square POSSquare PayrollTimecards flow in with zero integration work
Books already in QuickBooks OnlineQuickBooks CoreGeneral ledger sync with no export step
Micro team, owner runs payroll from a phoneRoll by ADPChat interface, one-minute runs, $39 plus $5
Hourly team where scheduling is the hard partHomebaseScheduling first, but model the per-run billing
Want free accounting bundledWaveFree books plus $40 plus $6 payroll
Household employer paying a nannySurePayrollDedicated household plan and simple filing
Want a named person to callPaychex FlexService model, but check the contract terms
Complex multi-state compliance, 25 or more staffADP RUNDeepest compliance engine, low per-employee fee
Want HR, IT, and payroll on one recordRipplingUnmatched automation if you need that scope

Fit by industry and business type

Industry changes which features matter more than headcount does. A fifteen-person restaurant and a fifteen-person agency have almost nothing in common as payroll problems.

Restaurants, cafes, and bars

The hard parts are tip handling, variable schedules, high turnover, and hourly staff whose timecards must be approved before every run. Square wins when the point of sale is already Square, because timecards flow in without manual entry. Homebase is strong on the scheduling side, though its per-run billing needs modelling against the number of pay cycles. Both handle the frequent-onboarding pattern that high turnover creates better than platforms built for stable salaried teams.

Construction, trades, and field services

Crews across multiple job sites, prevailing wage on public work, certified payroll reporting, and sometimes multiple states or municipalities within one week. ADP RUN handles certified payroll and multi-jurisdiction filing as routine. OnPay covers multi-state with no surcharge, which matters when crews cross state lines. Gusto Simple is a poor fit here specifically because of the single-state limit.

Professional services and agencies

Mostly salaried, mostly stable, often with contractors alongside employees and sometimes remote staff in several states. This is the profile Gusto is built for, and where automated payroll delivers the most value because pay does not change cycle to cycle. Contractor payments matter: Square, Gusto, and Wave all handle 1099 workers without a separate subscription.

Retail and multi-location

Per-location pricing becomes the deciding variable. Homebase charges per location, which is efficient with many staff at few sites and expensive with few staff at many sites. Square scales per employee regardless of location count. Model both against your actual footprint rather than assuming one is cheaper.

Startups

Distinct enough to warrant separate treatment. Startups typically hire across state lines from the beginning, mix employees with contractors, grow headcount unpredictably, and need the payroll system to survive a Series A rather than being replaced at twenty people.

That argues for a provider with no multi-state penalty and room to grow, which points to OnPay or Gusto Plus rather than Gusto Simple. It argues against annual contracts, because headcount and requirements change faster than the contract term. And it argues for month-to-month billing, since the cost of guessing wrong is then one month rather than a termination fee. Rippling is the common recommendation for venture-backed startups specifically because of IT provisioning, though for a ten-person company with no device fleet that is paying for capability you will not use for two years.

Household employers

Families paying a nanny, caregiver, or house manager are legally employers with the same obligations and none of the infrastructure. SurePayroll maintains a dedicated household plan for exactly this case, and it is the only provider on this list that treats it as a first-class product rather than an edge case.

Nonprofits

Payroll mechanics are the same, with two wrinkles. Some nonprofits are exempt from FUTA, and some elect to reimburse state unemployment rather than pay contributions, which requires the provider to support that election. Confirm both before signing rather than after the first 940 is filed incorrectly.

Before you choose

FirstHR does not process payroll, file payroll taxes, or administer benefits. Every platform above does something we do not, and if calculating and remitting pay is the problem in front of you, one of them is your answer. Pick from the list.

The reason this section exists is that a meaningful share of businesses buy payroll software, solve payroll, and discover the actual bottleneck was upstream. Offer letters chased over email. I-9s completed on day three instead of day one. New hires missing from the first run because their paperwork never came back. Training assigned in a spreadsheet nobody updates. Employee records spread across a drive, an inbox, and someone's memory.

That is the layer we handle: onboarding workflows, e-signature on offer letters and I-9s, employee records, document management, and training with completion tracking, for 5 to 50 employee US teams at a flat $98 to $198 per month regardless of headcount. It sits alongside whichever payroll platform you choose rather than replacing it. If the description above sounds like your situation rather than a payroll calculation problem, that is the gap we built for.

Key Takeaways
The per-employee fee decides your cost, not the base fee. At 50 employees the gap between a $4 and $8 per-employee rate is $2,400 a year, while the entire spread of base fees across these 12 providers is $15 per month.
Identical headline prices can differ by thousands. Gusto Simple and OnPay are both $49 plus $6, but Gusto covers one state only, so a single out-of-state hire moves a 25-person payroll from $199 to $380 per month.
Check the billing unit, not just the number. Homebase charges per employee per payroll run rather than per month, which on a biweekly schedule makes a 20-person team cost roughly $299 instead of the $159 the headline implies.
Contract terms can outweigh price. Paychex early termination fees run $1,500 to $3,000 and ADP contracts auto-renew with a 30 to 60 day cancellation window, while Gusto, OnPay, Patriot, Square, Wave, and Roll are all month to month.
Setup time is rarely about the software. State withholding and unemployment account registration plus collecting signed I-9s and withholding certificates are what delay a first payroll run. Register state accounts before you configure anything.

Frequently Asked Questions

How much does payroll software cost for a small business?

At 10 employees, published July 2026 rates run from about $87 per month for Patriot Full Service to roughly $130 for Justworks Payroll, with most mainstream options between $95 and $115. At 50 employees the same plans range from about $287 to $450. The per-employee fee matters far more than the base fee as you grow.

What is the best payroll software for a small business?

Gusto for a 5 to 50 person single-state team wanting payroll and HR together. OnPay if multi-state is possible. Patriot for the lowest cost. Square for Square POS businesses. QuickBooks if your books are already there. ADP RUN or Paychex when compliance depth or named support outweighs price.

What is the difference between full-service and self-service payroll?

Full service calculates pay, deposits taxes, files returns, and produces year-end forms. Self service calculates pay and tells you what to remit, leaving deposits and filings to you. The gap is usually $15 to $25 per month, which for most businesses is worth paying to remove penalty exposure.

Do I need payroll software with HR features?

Only if the HR functions you need are the ones payroll platforms include, which typically means document storage and basic checklists. Structured onboarding, e-signature, training delivery, and org charts are generally weak or absent. If your gap is what happens before someone reaches a payroll run, that is a different category of tool.

Can payroll software file taxes in multiple states?

All full-service providers can, but pricing differs sharply. OnPay includes every state free. SurePayroll charges a flat $9.99 per month for all states. Patriot charges $12 per state per month. Gusto Simple covers one state and forces an upgrade to Plus. Price the multi-state scenario before signing.

What hidden fees should I watch for in payroll software?

Setup fees of $150 to $500, early termination fees of $1,500 to $3,000, separately billed year-end W-2 filing, per-state surcharges from zero to $12 monthly, paper form mailing at around $3 each, and per-run rather than per-month employee billing. Contract auto-renewal terms matter as much as any single fee.

How long does it take to set up payroll software?

Self-serve platforms run a first payroll in hours to a week. Guided implementations at ADP and Paychex take one to three weeks, and full-stack Rippling or Paylocity deployments take two to six. The delay is usually state tax account registration and collecting employee paperwork rather than the software itself.

What do I need before running my first payroll?

A federal EIN, state withholding and unemployment accounts in every state where employees work, a completed Form I-9 for each employee, signed federal and state withholding certificates, and a compliant pay frequency. Missing state withholding certificates are the most common cause of incorrect first-run withholding.

Is there free payroll software for small business?

Not for full-service payroll in the US. The cheapest legitimate options are Patriot Basic at $17 plus $4 and SurePayroll Self-Service at $20 plus $4, both of which leave filing to you, or Wave, which pairs paid payroll with genuinely free accounting. Advertised free tiers elsewhere are usually free scheduling with payroll sold separately.

What payroll tax forms does the software file for me?

Form 941 quarterly, Form 940 annually, W-2 and W-3 by January 31, 1099-NEC for contractors, state withholding and unemployment returns, and new hire reports. You retain responsibility for collecting Form W-4, W-9, and I-9, for registering state tax accounts, and for classifying workers correctly.

What happens if payroll taxes are filed late?

Failure-to-deposit penalties run 2 percent at 1 to 5 days late, 5 percent at 6 to 15 days, 10 percent beyond that, and 15 percent more than 10 days after an IRS notice, without stacking. Late return filing adds 5 percent per month up to 25 percent. Late W-2 or 1099 filing runs $60 to $340 per form depending on timing.

Should I use accounting software with payroll built in?

Only if your books already live there. QuickBooks, Wave, and Patriot each pair payroll natively with their own accounting product, removing the export step. If you are choosing both fresh, pick payroll on its merits, since connector integrations are mature and mapping is a one-time setup cost.

Can payroll run automatically without me approving it?

For salaried staff, yes. SurePayroll, Gusto, and Square all offer automatic runs. Hourly staff still require approved timecards before the cutoff, and exceptions such as new hires, raises, bonuses, and garnishments always need intervention, so automation covers the routine majority rather than the whole process.

Should I choose payroll software or a payroll service?

The distinction has largely collapsed since every provider here is software with full-service filing. What differs is the support model: Paychex and ADP assign named representatives and cost more, while Gusto, OnPay, Square, and Patriot are self-serve and cost less. A PEO such as Justworks is genuinely different, offering co-employment and large-group benefits pricing from $79 per employee monthly.

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