Short answer: Gusto is the best default choice for most U.S. small businesses that want straightforward, full-service payroll. OnPay is usually the better value for multistate or industry-specific payroll, QuickBooks Payroll is the natural choice for businesses already committed to QuickBooks Online, and Patriot and SurePayroll are strong budget alternatives. Square Payroll is particularly well suited to restaurants and other hourly, tipped businesses already using Square.
Businesses that need more than paycheck processing should look at ADP RUN, Paychex Flex, or Rippling. Justworks belongs in a different category: its PEO plans bundle payroll with benefits, workers’ compensation and outsourced HR, so they should not be compared directly with a basic payroll app.
This ranking is for U.S. businesses with employees, contractors, or both. Prices and product details were checked on August 9, 2026. Payroll rules, promotions, plan names, local-tax coverage and state availability change frequently; verify them for your business before signing up.
Quick comparison
The products below are not all the same kind of service. The table identifies the ordinary payroll plans separately from PEO plans and flags where a price requires a quote.
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| Provider | Best for | Product type | Starting list price | Multistate and worker support | Main drawback |
|---|---|---|---|---|---|
| Gusto | Most small businesses | Payroll software and service | $49/month + $6/person; higher plans cost $80 + $12/person and $180 + $22/person | Simple is single-state; Plus and Premium support multiple states. Employee and contractor payroll are available on separate pricing models. | Multistate payroll, time tracking and advanced HR can make the price rise quickly. |
| OnPay | Multistate and industry-specific payroll | Payroll software and service | $49/month + $6/worker | Advertised plan includes multistate payroll, W-2 and 1099 workers, unlimited runs and tax filing. | Smaller native HR and integration ecosystem than larger HCM platforms. |
| QuickBooks Workforce / Payroll | Existing QuickBooks Online users | Payroll software and service | Payroll-only Workforce Payroll lists $50/month + $7/employee | Supports employee and contractor workflows, with plan-dependent time tracking and HR tools. | Intuit displays different prices for payroll-only products, bundles and promotions. |
| Patriot Full Service | Lowest-cost full-service payroll | Payroll software and service | $37/month + $5/worker | Full Service includes federal, state and local tax filing; an additional state is listed at $12/month. | Basic Payroll is cheaper but leaves more tax work with the employer. |
| Square Payroll | Square POS, restaurants and tipped teams | Payroll software and service | $35/month + $6/person paid | Full-service plan includes multistate payroll, employee and contractor pay, tips and imported Square timecards. | Its best value depends on using the Square ecosystem; contractor-only payroll has narrower tax services. |
| SurePayroll | Simple, inexpensive full-service payroll | Payroll software and service | From $29/month + $7/worker | First state included; multistate payroll is listed at $9.99/month. | W-2 and 1099-NEC forms are separately billed at $50 + $5/form. |
| RUN Powered by ADP | Established payroll provider with HR breadth | Payroll software and service | Custom quote | Supports multijurisdiction payroll and a broad set of optional payroll and HR services. | ADP does not publish standard RUN pricing online. |
| Paychex Flex | Payroll specialists and broader HR help | Payroll software and service | Custom quote | Supports payroll, tax administration, benefits, garnishments, pay cards and HR services. | Public pricing is unavailable and the platform may exceed a very small company’s needs. |
| Rippling | Automation, integrations and fast growth | Modular HR and payroll platform | Custom quote; secondary reporting has cited approximately $40/month + $8/employee as a starting point | Strong workflow automation and third-party app connectivity; exact payroll and state scope is quote-dependent. | More complex and potentially more expensive than necessary for basic payroll. |
| Justworks | PEO benefits and outsourced HR | Payroll software or PEO, depending on plan | Payroll plan: $50/month + $8/employee; PEO Basic: $79/employee; PEO Plus: $124/employee | PEO plans bundle payroll with compliance support, workers’ compensation and benefits infrastructure. | A PEO is materially different from ordinary payroll software and usually costs much more. |
Official plan and pricing pages: Gusto, OnPay, QuickBooks, Patriot, Square, SurePayroll, Paychex, Justworks, and TechRepublic’s comparison.
Our picks at a glance
- Choose Gusto if you are a typical first-time employer and want payroll, employee self-service, onboarding, tax filing and optional benefits in one relatively easy-to-buy product.
- Choose OnPay if you need multistate payroll or support for a restaurant, farm, nonprofit, church or other specialized business without moving to an enterprise platform.
- Choose QuickBooks Payroll if payroll entries, contractor records, time and accounting reports need to stay inside QuickBooks Online.
- Choose Patriot or SurePayroll if the priority is a low list price and straightforward payroll rather than a large HR suite. Compare annual forms and additional-state charges before deciding.
- Choose Square Payroll if Square already records your timecards, tips or scheduling data.
- Choose ADP or Paychex when payroll specialists, HR guidance, garnishments, benefits or a broader service relationship matter more than online price transparency.
- Choose Rippling when automated workflows and integrations justify a broader HR platform.
- Choose Justworks PEO only when outsourced HR, workers’ compensation and group-benefit access are part of the objective—not merely because you need to run payroll.
How we evaluated the providers
This is an editorial ranking rather than a claim that one platform is best for every employer. We weighted the factors as follows:
| Criterion | Weight | What it covers |
|---|---|---|
| Payroll and tax coverage | 30% | Wage calculations, withholding, deposits, federal and state returns, year-end forms, new-hire reporting and tax-notice support. |
| Price and transparency | 20% | Base fees, employee fees, paid-versus-active billing, state charges, forms and mandatory add-ons. |
| Jurisdictions and worker types | 15% | Remote employees, multistate payroll, contractors, local taxes and different pay schedules. |
| Time, benefits and HR | 15% | Time tracking, tips, PTO, onboarding, benefits, deductions and compliance tools. |
| Support and setup | 10% | Phone and chat availability, payroll specialists, migration assistance and tax-notice help. |
| Integrations and scalability | 10% | Accounting, POS, scheduling, third-party applications, permissions, reporting and growth options. |
We used official provider documentation for prices, plan scope and tax-service descriptions, and treated secondary reviews as supporting evidence rather than proof that every product works identically in every state. For context, Forbes Advisor’s methodology evaluates providers across 35 metrics, but a useful comparison also has to distinguish payroll software, payroll service providers, PEOs and international employer-of-record products.
1. Gusto: best overall for most small businesses
Best for: first-time employers, startups and professional-services businesses that want transparent online pricing and a broad small-business feature set.
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Current listed price: Gusto’s pricing page lists Simple at $49 per month plus $6 per person, Plus at $80 plus $12 per person, and Premium at $180 plus $22 per person. Contractor-only pricing is listed at $35 per month plus $6 per person, although the page may display a limited-time $0 base-price promotion. Treat the promotion as temporary rather than as the normal cost.
What you get
Simple includes single-state payroll, unlimited payroll runs, tax filings and payments, basic PTO and holiday pay, employee self-service and onboarding functions. Plus adds multistate payroll, time tracking and next-day pay. Premium adds a dedicated service advisor, certified HR experts, performance and compensation management, custom reports, priority support and migration or setup assistance. Gusto says it handles federal, state and local payroll forms, including Forms W-2, 1099, 940 and 941, subject to the plan and the jurisdictions involved.
Gusto’s support documentation says billing is based on onboarded, active employees, while U.S. contractors are billed only in months in which they are paid. Time and Attendance Plus is listed at $6 per person after its trial. Same-day and instant-pay options can carry additional per-payroll or monthly charges.
Why it ranks first
Gusto is a strong default because a new employer can generally handle onboarding, employee self-service, payroll processing, tax filing, benefits connections and basic HR without arranging a sales call. It also has enough flexibility for many small teams without requiring an enterprise implementation.
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Trade-offs and who should avoid it
- Simple is not the appropriate plan for a multistate workforce.
- Plus and Premium’s per-person charges can be substantially higher than OnPay or a budget provider.
- Time tracking, priority support, workers’ compensation, retirement plans and some benefits or tax-credit services can add to the headline price.
- It is a weaker fit if the company needs extensive job costing, complex workflows, international payroll or a highly customized HR system.
Verdict: Gusto is the best default recommendation, but not automatically the cheapest or best choice for multistate, seasonal or highly specialized payroll.
2. OnPay: best value for multistate and industry-specific payroll
Best for: employers with workers in several states and businesses such as restaurants, farms, nonprofits and churches that need more specialized payroll support.
Current listed price: OnPay advertises one plan at $49 per month plus $6 per worker. Its plan page includes W-2 and 1099 worker pay, multistate payroll, unlimited pay runs and schedules, onboarding, employee self-service, state new-hire reporting, I-9 and W-4 electronic signing, PTO tools, benefits integration and payroll reports.
OnPay also advertises one month free and setup or data-import assistance. Its HR add-on is listed at $15 per month plus $2 per worker.
Why it stands out
OnPay’s main advantage is that multistate payroll is included in its advertised base plan instead of requiring a higher tier. That can make it less expensive than upgrading Gusto from Simple to Plus. It also supports employee and contractor payroll in one system and offers industry-specific features that a generic payroll app may not emphasize.
Trade-offs and who should avoid it
- Its native HR tools and third-party integration depth are not as extensive as those of Rippling, ADP or Paychex.
- Support is primarily a weekday model rather than a 24/7, high-touch service.
- It is not intended to replace international payroll or an employer-of-record service.
- Confirm the exact treatment of local taxes, state registration and any unusual wage rules before enrolling a remote employee.
Verdict: OnPay may be the best price-to-feature choice when a company needs multistate or industry-specific payroll but not a large HCM platform.
3. QuickBooks Workforce / QuickBooks Payroll: best for existing QuickBooks users
Best for: businesses already using QuickBooks Online and accountants managing several QuickBooks clients.
Current listed price: Intuit’s payroll-only page lists Workforce Payroll at $50 per month plus $7 per employee, Workforce Premium at $88 plus $13 per employee, and Workforce Elite at $134 plus $12 per employee. Other Intuit pages show different Workforce bundles and promotional prices. Compare the exact checkout offer with the payroll-only price rather than assuming every QuickBooks page describes the same package.
What it does well
QuickBooks Payroll calculates and files payroll taxes, supports direct deposit, provides employee portals and pay reports, and offers 1099 electronic filing. Eligible salaried employees can use automatic payroll. Premium adds same-day direct deposit, time tracking, more HR tools and expert setup review. Elite includes advertised tax-penalty protection of up to $25,000 for qualifying payroll-tax penalties caused by an error while using the product, subject to the plan’s conditions and notice requirements.
The strongest benefit is ecosystem integration: payroll journal entries, employee records, contractor payments, time and accounting reports can remain within Intuit’s environment. That can save reconciliation time if QuickBooks Online is already the company’s accounting system.
Rank #2
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Trade-offs and who should avoid it
- It is less compelling as a standalone payroll choice if the business does not otherwise use QuickBooks Online.
- Time tracking, setup help, HR tools and payment speed vary by tier.
- Promotional offers, accounting bundles and payroll-only plans make headline comparisons easy to misread.
- Confirm the exact states, local jurisdictions, forms and year-end services included in the selected plan.
Verdict: QuickBooks is the best ecosystem choice for QuickBooks users, not necessarily the best standalone payroll value.
4. Patriot Full Service Payroll: best budget full-service option
Best for: very small companies that prioritize low recurring cost and do not need a large HR or integration ecosystem.
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Patriot advertises U.S.-based phone, chat and email support from 9 a.m. to 7 p.m. Eastern on weekdays, along with free payroll setup assistance. Its pricing page should be checked for current plan conditions and add-ons.
The important distinction
Basic Payroll is not equivalent to Full Service. With a basic plan, the employer handles more of the payroll-tax work. The low $17 base fee therefore should not be compared with a full-service plan as if the compliance responsibilities were identical.
Trade-offs and who should avoid it
- Additional states and optional services can narrow the apparent price advantage.
- Its HR and integration ecosystem is less extensive than Gusto, Rippling, ADP or Paychex.
- It may not be the right fit for a company needing complex permissions, advanced reporting, extensive benefits administration or international workers.
Verdict: Patriot Full Service is one of the strongest low-cost options when the business wants tax filing without paying for a broad HR suite.
5. Square Payroll: best for Square POS, hourly and tipped teams
Best for: restaurants, retail stores, salons and service businesses already using Square for point of sale, scheduling or timekeeping.
Current listed price: Square lists full-service payroll at $35 per month plus $6 per person paid. Contractor-only payroll is $6 per person paid. The full-service plan includes unlimited runs, automated federal and state tax filings, direct deposit, checks or Cash App payments, timecard import, tips, overtime calculations, labor-cost reporting, W-2 and 1099 delivery, and multistate payroll.
Square can import timecards from Square POS or the Square Team App, which reduces rekeying for hourly staff. It also advertises no long-term contract.
Why it stands out
The value is greatest when the business already captures hours, tips and schedules in Square. A restaurant can move timecard data into payroll instead of maintaining a separate clock and payroll workflow.
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- Contractor-only payroll is not the same as full-service employee payroll and does not include the full federal and state tax-filing package.
- Businesses using another POS or scheduling platform may get less integration value.
- POS integration does not by itself resolve tip-credit, overtime or state wage-law compliance. Verify how the provider handles your state’s rules.
Verdict: Square Payroll is the best specialized pick for Square-powered hourly and tipped businesses.
6. SurePayroll by Paychex: best simple low-cost full-service payroll
Best for: small employers who want a relatively simple payroll service, live support and human onboarding assistance without a large HR platform.
Current listed price: SurePayroll’s full-service plan starts at $29 per month plus $7 per worker. The first state is included, while multistate payroll is listed at $9.99 per month. SurePayroll separately lists year-end W-2 and 1099-NEC forms at $50 plus $5 per form.
Included capabilities
The full-service plan includes unlimited payroll runs, federal and state tax filing and deposits, new-hire reporting, online pay stubs, direct deposit, multiple pay rates, bonuses, automatic payroll scheduling and live phone or chat support. SurePayroll also advertises free onboarding help and periodically offers promotions such as several free months; the post-promotion price and terms matter more than the introductory offer.
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- The monthly price is incomplete without the annual-form charge.
- Local-tax areas may have separate fees.
- Its built-in HR, workflow and integration capabilities are narrower than Gusto, Rippling, ADP or Paychex Flex.
- Ask for the treatment of amendments, tax notices, local taxes, benefits deductions and additional states before comparing it with a bundled plan.
Verdict: SurePayroll is a strong price-sensitive alternative for straightforward payroll, especially when its annual form fees still produce a lower total cost.
7. RUN Powered by ADP: best established provider with broad HR options
Best for: businesses that want a mature payroll provider and may add HR, compliance, garnishment or multijurisdiction services as they grow.
Current listed price: ADP does not publish ordinary RUN pricing online. Request a quote that identifies the package, implementation charges, employee fees, year-end forms, amendments, tax-notice services and every add-on.
ADP’s RUN package matrix shows support for online, phone and mobile payroll; tax filing; employee access; new-hire reporting; direct deposit; automatic recurring payroll; multijurisdiction payroll; W-2 and 1099 electronic filing; payroll error flagging; and optional garnishment payments, job costing, state unemployment insurance management and check services. Higher packages add HR help-desk support, compliance resources, employment-law tools, background checks, I-9 services and handbook tools.
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Rank #3
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Trade-offs and who should avoid it
- The sales-led quote makes it difficult to compare ADP with transparent-price products.
- Features are divided among packages and add-ons.
- A two-person business needing only basic payroll may pay for more infrastructure than it uses.
Verdict: ADP is a strong choice when service breadth, established infrastructure and scalability matter more than a published monthly price.
8. Paychex Flex: best for payroll specialists and broader HR support
Best for: employers who want a payroll specialist relationship and may need benefits, garnishments, workers’ compensation-related services or broader HR assistance.
Current listed price: Paychex does not publish standard plan prices. Flex Select is positioned for small teams with standard needs, while Flex Pro is positioned for growing teams. Request a written quote through Paychex’s small-business payroll page and compare it with the plan comparison.
Paychex advertises online and mobile payroll, automatic tax calculation, payment and filing, employee self-service, dedicated specialist options, benefits integration, garnishment services, pay cards and workers’ compensation-related services.
Trade-offs and who should avoid it
- Price transparency is limited.
- The platform and service relationship may be more than a very small company needs.
- Ask whether implementation, tax services, year-end forms, amendments, time tracking, notices and cancellation are included or separately charged.
Verdict: Paychex Flex is the better fit when a company wants human payroll and HR assistance rather than a purely self-service app.
9. Rippling: best for automation and integrations
Best for: fast-growing, remote or distributed companies that want payroll connected to HR, benefits, time, expenses, permissions and many third-party applications.
Current listed price: Rippling requires a custom quote. TechRepublic reports small-business pricing beginning at approximately $40 per month plus $8 per employee, but that figure should be verified in a current quote and should not be treated as a guaranteed price.
Rippling is modular. Depending on the selected services, it can connect HR records, payroll, benefits, time, expenses and workforce management, with configurable workflows, permissions, wage-garnishment support and extensive third-party integrations. Its broader product family also addresses global payroll, PEO and EOR use cases, although those are different services from domestic small-business payroll.
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Trade-offs and who should avoid it
- Pricing is not transparent.
- Workflow configuration can require more expertise than a basic payroll app.
- A small company may pay for a broad HR platform when it needs only pay calculations, tax filing and direct deposit.
- Do not describe Rippling as inexpensive without a written quote for the required modules and states.
Verdict: Rippling is best when automation and integrations are central to operations, not when the business simply wants the cheapest way to run payroll.
10. Justworks: best PEO for benefits, compliance and outsourced HR
Best for: startups and small companies that want outsourced HR support, workers’ compensation and access to benefits infrastructure in addition to payroll.
Current listed price: Justworks lists a payroll plan at $50 per month plus $8 per employee. Its PEO Basic plan is listed at $79 per employee and PEO Plus at $124 per employee. The PEO plans include payroll, compliance support, HR support, reporting, contractor and vendor payments, workers’ compensation, life and disability insurance, commuter benefits and 401(k) access. Plus adds integrated medical, dental and vision benefits. Review the pricing page and pricing help article for current terms.
Why the category matters
Justworks’ payroll plan is ordinary payroll software and should be compared with Gusto, OnPay or QuickBooks. Justworks PEO Basic and Plus are different arrangements: the provider combines payroll with HR administration, insurance and benefits infrastructure. A PEO can be valuable when the company lacks HR expertise or wants access to group benefits, but it is not a low-cost substitute for payroll processing.
Trade-offs and who should avoid it
- PEO pricing is much higher than basic payroll software.
- Benefits availability, eligibility, insurance pricing and state coverage must be confirmed.
- The arrangement can affect payroll-tax reporting, workers’ compensation, unemployment accounts and benefits administration differently from a standard payroll provider.
- Businesses that leave a PEO must plan for the transfer of benefit elections, tax registrations, workers’ compensation, unemployment accounts and year-to-date payroll data.
Verdict: Justworks is the best pick here when the real need is outsourced HR and benefits, not just paycheck processing.
One additional alternative: Wave Payroll
Wave can be worth checking for a very small business already using Wave accounting. The research pricing example puts five workers at approximately $70 per month, but the U.S. tax-service scope and account eligibility need to be confirmed during signup. Wave states that contractor tax payments and filings are excluded from some tax-service functionality, so contractor-only or mixed employee-and-contractor businesses should not assume it offers the same service as a full-service employee payroll plan. See Wave’s U.S. payroll page for the current scope.
Payroll software, payroll service provider, PEO or EOR?
Start by identifying the category you actually need. Many comparison articles place unlike products in one list, which makes a $79 monthly payroll application appear directly comparable with a $124-per-employee PEO. It is not.
| Category | What it does | Who remains the employer | Examples in this article |
|---|---|---|---|
| Payroll software or payroll service provider | Calculates wages, withholds taxes, processes payments and may file returns and make deposits. | Usually the business. The provider commonly works using the employer’s EIN. | Gusto, OnPay, QuickBooks, Patriot, Square, SurePayroll, ADP RUN and Paychex Flex. |
| PEO | Combines payroll with HR administration, benefits, workers’ compensation and compliance support. | Depends on the contractual arrangement. A certified PEO may be treated as the employer for certain federal employment-tax purposes, but the contract controls the allocation of duties and liability. | Justworks PEO Basic and PEO Plus. |
| Employer of record or global payroll | May employ workers in another country or manage country-specific payroll and compliance. | The EOR may be the legal employer in the relevant country; details vary by jurisdiction and contract. | Usually unnecessary for a domestic company with employees in one or several U.S. states. |
The IRS explains third-party payer arrangements in Publication 15. Do not select a PEO simply because its website says it handles payroll, and do not buy an EOR product when your problem is ordinary U.S. payroll.
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Use this comparison as a starting point, not as an invoice. It assumes five W-2 employees, one state, monthly billing, no optional benefits, no special local taxes and four payroll runs per month. These are software fees only. They exclude wages, employer payroll taxes, workers’ compensation premiums, health insurance, retirement-plan fees, payment-processing costs and accountant fees.
| Provider and plan | Approximate monthly software cost | What the number leaves out |
|---|---|---|
| Gusto Simple | $79 | Single-state plan; time tracking and priority support are extra. |
| Gusto Plus | $140 | Includes multistate payroll and time tracking, but benefits and some services may still cost extra. |
| OnPay | $79 | HR add-on is separate. |
| QuickBooks payroll-only | $85 | Promotions, bundles and accounting subscriptions can change the total. |
| Patriot Basic | $37 | Employer handles more tax work. |
| Patriot Full Service | $62 | Additional state filing is listed at $12 per month per state. |
| Square Full Service | $65 | Charged per person paid; contractor-only payroll is different. |
| SurePayroll Full Service | $64 | Year-end forms, multistate payroll and some local taxes may add cost. |
| Wave | Approximately $70 | Confirm U.S. tax-service scope and eligibility. |
| Justworks Payroll | $90 | This is the payroll plan, not the $79 or $124 per-employee PEO plans. |
On these assumptions, multiplying the monthly fee by 12 produces a rough annual software cost of $948 for Gusto Simple, $1,680 for Gusto Plus, $948 for OnPay, $1,020 for QuickBooks payroll-only, $444 for Patriot Basic, $744 for Patriot Full Service, $780 for Square, $768 for SurePayroll before annual forms, approximately $840 for Wave, and $1,080 for Justworks Payroll. These calculations are only useful if the billing assumptions match your business.
Rank #4
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How multistate payroll changes the comparison
For five employees in two states, Gusto Simple is no longer an appropriate comparison because its listed plan is single-state. Gusto Plus remains approximately $140 per month before extras. OnPay remains advertised at $79 with multistate payroll included. Patriot Full Service would be approximately $74 if the second state incurs the listed $12 charge, and SurePayroll would be approximately $73.99 before year-end forms if the $9.99 multistate fee applies. Square advertises multistate payroll within its full-service plan.
Those figures do not settle the question. A remote employee can create state registration, unemployment, reciprocal withholding or city-tax obligations that a provider may charge separately or require the employer to establish. A marketing claim that a platform supports all 50 states does not necessarily mean every locality or registration service is included.
Price details that commonly change the result
- Active versus paid workers: Gusto says it bills onboarded, active employees; Patriot and Square describe per-worker charges based on people paid during the month. SurePayroll lists a worker-based monthly price. Check how an inactive or terminated employee is treated.
- Contractor billing: Several providers charge contractor fees only in months when contractors are paid. That can be important for irregular contractors.
- Year-end forms: SurePayroll lists $50 plus $5 per W-2 or 1099-NEC form. Ask other providers whether forms are included, bundled or separately charged.
- Additional states and localities: Verify state registration, local income taxes, occupational taxes, transit taxes, unemployment accounts and amendments.
- Faster payments: Unlimited payroll runs do not mean unlimited same-day or instant payments. Check cutoff times and per-payroll charges.
- Accounting: A payroll price may not include the QuickBooks Online, Xero or other accounting subscription required for the integration.
- Benefits and insurance: Health insurance, workers’ compensation, retirement plans, HSA/FSA administration and broker services are usually separate commercial products.
- Promotions: Record the regular price after the free months or discount ends, whether the employee fee is discounted, and whether setup, forms and state fees are excluded.
What full-service payroll should actually include
Do not accept the label full service without checking the scope. A complete review should distinguish each of the following:
- Gross-pay, overtime, bonus, commission and deduction calculations.
- Federal income-tax, Social Security, Medicare and FUTA withholding or deposits.
- State income-tax withholding and state unemployment taxes.
- Local or city tax calculation, withholding, filing and payment.
- New-hire reporting and state account support.
- Quarterly and annual returns, including Forms 941 and 940.
- W-2 and W-3 preparation and filing.
- 1099-NEC preparation and filing for contractors.
- Amended returns and tax-notice assistance.
- Direct deposit, pay cards, checks and employee access to pay stubs and tax forms.
The IRS employment-tax overview identifies federal income-tax withholding, Social Security, Medicare and FUTA as core employment-tax responsibilities. Employers generally also file returns such as Forms 940 and 941 and issue Forms W-2. A provider that calculates payroll but does not make the required deposit or file the required return is not providing the same service as a provider that does all of those tasks.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Who is liable if the payroll provider makes a mistake?
A tax-filing guarantee is not automatically a transfer of legal responsibility. Under the IRS guidance in Publication 15, an employer generally remains responsible for making sure returns are filed and employment taxes are deposited correctly and on time even when a payroll service provider performs those duties. A certified PEO or a qualifying reporting or Section 3504 agent can create different rules, but the exact arrangement and contract matter.
Before enrolling, ask the provider:
- Will filings and deposits use the employer’s EIN or the provider’s?
- Is the company acting as a payroll service provider, reporting agent, Section 3504 agent or certified PEO?
- Does the guarantee cover penalties and interest, or only correction work?
- Does it cover only errors caused by the provider?
- How quickly must the employer forward an IRS or state tax notice?
- Will the provider respond to the notice, or only reimburse an eligible penalty after the employer handles it?
- What exclusions apply to late funding, incorrect employee data, missed setup steps, local taxes, amendments or a failure to notify the provider?
Continue monitoring tax deposits and retain access to state and federal tax accounts. Payroll software reduces administrative risk; it does not eliminate the employer’s duty to review payroll, fund deposits and respond to notices.
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Choose a product that supports every worker type you actually pay. Contractor-only plans are not substitutes for employee payroll once the business hires W-2 workers. Gusto, OnPay, QuickBooks, Patriot, Square, SurePayroll and Wave advertise some form of contractor support, but their contractor pricing and 1099 filing scope differ.
Square’s contractor-only plan is $6 per person paid, but it does not include the full-service federal and state payroll-tax filing package. Gusto’s contractor pricing also differs from its employee plans. Wave’s U.S. payroll information says contractor tax payments and filings are excluded from some tax-service functionality. Verify the scope before sending a contractor payment through the system.
Most importantly, payroll software cannot make a misclassified worker compliant. Resolve whether a worker is an employee or independent contractor before choosing a reporting option. If the classification is uncertain, obtain advice from a qualified employment or tax professional.
Features that matter for hourly, tipped and variable-pay workers
Hourly teams often need more than a direct-deposit button. Verify whether the provider supports:
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- Time-clock or scheduling imports.
- Overtime calculations.
- Multiple pay rates and blended overtime calculations.
- Tips, direct-tip reporting and tip-related wage records.
- Commissions, bonuses and supplemental wages.
- Reimbursements that should not be treated as taxable wages.
- PTO accruals and carryover rules.
- Off-cycle payroll and correction runs.
- Job costing and labor-cost reporting.
Square is especially relevant when Square POS already collects timecards and tips. Patriot supports multiple pay rates, PTO accruals and custom hours and deductions. OnPay emphasizes industry-specific support. None of those features alone guarantees compliance with the wage, overtime or tip rules in a particular state.
Also verify benefits deductions and employer contributions. A capable system may need to support Section 125 deductions, HSA or FSA contributions, retirement deductions, employer matches, imputed income and benefit effective dates. Garnishment support varies too: some providers merely record a deduction, while others calculate, remit payments and respond to agency notices.
How to choose the right provider
- List every worker type. Separate W-2 employees, 1099 contractors, seasonal workers, owners on payroll and household employees.
- Map every jurisdiction. Record where each employee works and lives, plus local income-tax jurisdictions, unemployment accounts and reciprocal-tax situations.
- Write down the pay rules. Include pay frequency, overtime, multiple rates, tips, commissions, bonuses, PTO, reimbursements, deductions and garnishments.
- Decide whether accounting integration is essential. QuickBooks users may save reconciliation time with QuickBooks Payroll; Square users may save time with Square Payroll.
- Choose the service category. Use ordinary payroll software for paycheck and tax administration, a broader HR platform for automation, or a PEO when benefits and outsourced HR are the goal.
- Normalize the annual price. Add employee fees, forms, extra states, local taxes, time tracking, HR, benefits and accounting subscriptions.
- Test support before buying. Ask a specific question about a state, local tax, amendment or worker type and evaluate the answer.
- Read the guarantee. Determine who files, who deposits, who handles notices and what the provider will actually reimburse.
- Confirm migration responsibilities. Establish who imports year-to-date wages, prior filings, deductions and PTO balances.
A practical decision tree
- Already use QuickBooks Online? Start with QuickBooks Payroll, then compare its total bundle cost with Gusto or OnPay.
- Already use Square POS or Square Team? Start with Square Payroll if timecards and tips are central.
- Need an easy general-purpose option? Compare Gusto Simple for one-state payroll with Gusto Plus or OnPay if multistate support is required.
- Need the lowest full-service list price? Compare Patriot Full Service and SurePayroll after adding state charges and annual forms.
- Need multistate or industry-specific value? Start with OnPay and verify local-tax coverage.
- Need dedicated payroll or HR specialists? Request complete quotes from Paychex and ADP.
- Need automated workflows and many integrations? Request a module-by-module Rippling quote.
- Need group benefits and outsourced HR? Compare Justworks PEO with other PEOs, not with basic payroll applications.
Switching payroll providers: a migration checklist
Midyear migration is possible, but incomplete year-to-date data can cause duplicate W-2 information, incorrect quarterly returns or underfunded tax liabilities. Prepare the following before the new provider begins filing:
- Employer Identification Number and legal business name.
- Business address and payroll contact information.
- Federal, state and local tax-account numbers.
- State unemployment rates and registration details.
- Employee legal names, addresses and Social Security numbers.
- Forms W-4, direct-deposit details and employment dates.
- Pay rates, pay schedules, deductions and benefits.
- PTO balances and accrual rules.
- Year-to-date wages, taxable wages, tax withholdings and employer liabilities.
- Prior quarterly filings and recent payroll registers.
- Open federal, state or local tax notices.
- Workers’ compensation and retirement-deduction information.
Gusto specifically identifies the EIN, employee addresses and salaries, and prior payroll-tax documentation as information needed when transferring existing payroll. Regardless of provider, run at least one payroll-register comparison between the old and new systems before relying on the new system for a live payday. Confirm gross wages, taxable wages, deductions, taxes, employer liabilities, net pay and funding totals.
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Seasonal or inactive businesses
Compare billing over the whole year. A provider charging per active employee may be cheaper than one charging per worker paid—or the reverse—depending on whether employees remain onboarded during inactive months. Patriot and Square describe per-worker charges based on people paid, while Gusto describes active-employee billing.
Remote employees in multiple states
Do not rely only on a 50-state marketing claim. Confirm state registration assistance, unemployment accounts, resident and work-state withholding, reciprocal agreements, new-hire reporting, local taxes and additional-state pricing.
Local taxes
City and county income taxes, occupational taxes and transit taxes can produce the largest surprise. Ask for the exact locality by name and request a written answer about calculation, filing, payment, amendments and notices.
Irregular contractors
If a contractor is paid only a few times each year, a per-person-paid model may be materially cheaper than a monthly active-user model. Confirm when a 1099 fee is triggered and whether the form is included.
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Multiple pay rates and overtime
An employee who works two jobs or rates may require blended overtime calculations. Ask the provider to explain the calculation with a sample payroll rather than merely confirming that multiple rates can be entered.
Bonuses, commissions and reimbursements
Confirm how supplemental wages are taxed, whether commission payroll can be run off cycle, and whether reimbursements can be recorded without distorting taxable wages.
Tax notices and amendments
Keep copies of notices and access to tax accounts. Ask whether the provider prepares amended returns, contacts the agency, supplies a response package or only reimburses qualifying penalties.
Leaving a PEO
Plan for benefit-election transfers, workers’ compensation, unemployment accounts, payroll-tax registrations, W-2 reporting and year-to-date data. The transition can involve more than exporting a payroll register.
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Frequently Asked Questions
What is the best payroll software for a small business?
Gusto is the best default choice under this article’s criteria for a typical U.S. small business that wants full-service payroll, tax filing, employee self-service and transparent online pricing. OnPay may be better for multistate or industry-specific payroll; QuickBooks Payroll is usually better for an existing QuickBooks Online user.
Is Gusto better than QuickBooks Payroll?
Neither is universally better. Gusto is generally the easier standalone choice for payroll and basic HR. QuickBooks Payroll is often the better ecosystem choice when the business already uses QuickBooks Online and wants payroll, accounting entries, contractor records and reports in one system. Compare the exact QuickBooks payroll-only or bundled plan because Intuit displays different prices across its pages.
What is the cheapest full-service payroll software?
Patriot Full Service has the lowest listed base-and-worker example among the principal picks at $37 per month plus $5 per worker. For five workers, that is approximately $62 per month before additional-state charges and optional services. SurePayroll is another low-cost option, but its year-end forms are separately billed. The cheapest headline price is not necessarily the lowest annual cost.
Do payroll services file state and local taxes?
Some do, but the scope varies by provider and plan. Check state income-tax withholding, unemployment taxes, local income or occupational taxes, state registration, amendments, year-end forms and tax notices separately. A provider may support a state while charging extra for an additional state or a local-tax jurisdiction.
Does the employer remain liable for payroll mistakes?
Generally, yes when using an ordinary payroll service provider. The IRS says employers generally remain responsible for ensuring that returns are filed and taxes are deposited correctly and on time, even when a provider performs those tasks. A guarantee may reimburse qualifying penalties caused by the provider, but it does not automatically eliminate the employer’s legal responsibilities. Review the contract and the provider’s notice procedures.
Can payroll software pay 1099 contractors?
Many of the products in this article support contractors, but contractor pricing and 1099-NEC filing differ. Contractor-only payroll is not a substitute for employee payroll. Square’s contractor-only plan, for example, is priced per person paid but does not include the full-service employee tax-filing package. Resolve worker classification before choosing the payroll setup.
What is the difference between payroll software and a PEO?
Payroll software or a payroll service provider processes wages, payments and tax administration while the business generally remains the employer. A PEO also provides HR administration, workers’ compensation, benefits and compliance support under a co-employment arrangement. Justworks Payroll is not the same product as Justworks PEO Basic or PEO Plus.
How much does payroll cost for five employees?
Under a one-state, five-worker example, monthly software fees range from approximately $37 for Patriot Basic to $140 for Gusto Plus, before wages, employer taxes, benefits, workers’ compensation, accounting subscriptions and optional services. Patriot Basic leaves more tax work with the employer. SurePayroll’s approximately $64 monthly price also needs its annual W-2 or 1099 fees added.
Can a small business switch payroll providers midyear?
Yes, but the new provider needs accurate year-to-date wages, taxable wages, deductions, tax liabilities, prior filings, employee information and open notices. Run a register comparison before the first live payroll and confirm which provider will file the current quarter and year-end forms. Poor migration data can lead to duplicate or incorrect reporting.
What payroll software is best for restaurants and tipped employees?
Square Payroll is the strongest specialized choice when the restaurant already uses Square POS or Square Team because it can import timecards and supports tips, overtime and labor-cost reporting. OnPay is also worth comparing for industry-specific payroll. Verify tip, overtime and local wage-rule handling for the states where employees work.
What payroll software is best for multistate remote employees?
OnPay is the strongest value-oriented starting point because its advertised plan includes multistate payroll. Gusto Plus and Premium, Square full service, ADP and Paychex also support multijurisdiction needs in their relevant plans or service arrangements. Confirm state registration, local taxes, unemployment accounts and fees rather than relying on a general 50-state claim.
Do I need an accountant if I use payroll software?
Not necessarily for routine payroll, but software does not replace professional advice about worker classification, unusual state or local taxes, entity-owner pay, benefits deductions, corrections, tax notices or a midyear migration. Even with a full-service provider, the employer should review payroll registers, fund accounts, monitor deposits and retain tax records.
Does AI payroll run payroll without approval?
Not necessarily. QuickBooks describes its Payroll Agent as collecting hours, identifying anomalies and preparing payroll for review. That is assistance and preparation, not autonomous payroll processing without employer approval. Ask what the automation does, what requires approval and how changes are audited.
The Bottom Line
Bottom line
For most small U.S. employers, start with Gusto, then reject or confirm it based on state coverage, worker types and the actual annual price. Choose OnPay when multistate or specialized payroll makes Gusto’s higher tier expensive. Choose QuickBooks Payroll when accounting integration is the priority, Patriot Full Service or SurePayroll when cost is the priority, and Square Payroll when Square already powers timecards and tips. Use ADP, Paychex or Rippling for broader HR, specialist support or automation, and use Justworks PEO only when the business actually wants outsourced HR and benefits.
Before purchasing, obtain a written answer about every work state and locality, every employee and contractor fee, year-end forms, amendments, tax notices, payment timing, support hours and the provider’s liability guarantee. The right payroll system is the one that handles your actual jurisdictions and pay rules at a predictable total cost while leaving you with a clear understanding of what remains your responsibility.
Prices and product details checked August 9, 2026. Pricing, promotions, features, tax rules and state availability may change.
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