For many U.S. small businesses, Gusto is the best all-around starting point: its published pricing is relatively transparent, and its plans combine payroll with tax filings and employee-facing tools. But the right choice depends on more than the monthly fee. QuickBooks users may prefer QuickBooks Payroll, Patriot offers a lower-cost option if you are willing to handle tax filing yourself, and ADP or Paychex may suit employers seeking a larger provider and broader support.
This comparison focuses on U.S. cloud payroll for small and midsize employers. Prices below are signals from the cited pages, not guaranteed quotes; promotions, add-ons, employee counts and tax jurisdictions can change the bill. A demo is not the same as a free trial, and “payroll software” does not always mean the provider pays and files every tax for you.
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Quick comparison: which payroll provider fits?
The table separates published price signals from quote-only pricing. “Full-service tax” means the provider handles tax deposits and filings, not merely payroll calculations. Confirm the exact scope, state coverage and fees in a current quote or plan description before enrolling.
| Provider | Best fit | Price signal | Tax filing and coverage | Demo or buying path |
|---|---|---|---|---|
| Gusto | Many small businesses wanting payroll, benefits and HR tools together | $49/month + $6 per person in current comparison coverage; contractor-only plan is listed by Gusto at $35/month + $6 per contractor, subject to promotional terms | Gusto says plans include federal, state and local payroll tax filings; verify state registration and any jurisdiction-specific charges | Published pricing and online signup |
| QuickBooks Workforce/Payroll | Employers already using QuickBooks accounting | $88/month + $6.50 per employee for Payroll + Simple Start; page also shows temporary 50% discounts for three months | Bundle scope and tax services depend on the selected payroll package; verify what deposits and filings are included | Bundle pricing and online purchase |
| OnPay | Employers prioritizing straightforward pricing and multistate payroll | About $49/month + $6 per person in current comparison coverage; verify with OnPay | Multistate positioning is a strength; confirm state registration, local-tax and filing terms | Vendor site; check current quote and demo options |
| Patriot Payroll | Budget-conscious domestic employers | Basic: $17/month + $4 per worker; Full Service: $37/month + $5 per worker, in Patriot’s July 2026 comparison | Basic is not the full-service tax-filing option; Patriot lists federal, state and local deposits and filings with Full Service | Published plans and online signup |
| RUN Powered by ADP | Small businesses seeking an established provider and room to add HR support | Quote required; the current page advertises three months of free payroll | ADP describes federal, state and local tax deductions and filings; confirm package, registrations and promotion terms | Self-guided demo and “Get Pricing” quote path |
| Paychex Flex | Employers comparing payroll with broader HR and benefits support | Quote required | Paychex describes tax filing and multistate handling; its payroll is primarily designed for U.S.-based workers | Quote-led |
| Rippling | Businesses consolidating payroll, HR, IT and device management | Quote required | Confirm payroll and jurisdiction coverage for the configuration quoted | Quote-led |
| Deel | Employers with international workers or contractors | About $29 per U.S. employee/month in Patriot’s July 2026 comparison; confirm which Deel product and services that price covers | Global workforce services are a central fit; product scope varies by country and employment arrangement | Vendor inquiry |
| Square Payroll | Small employers already using Square, including contractor-heavy businesses | $35/month + $6 per person in Forbes Advisor’s current comparison | Verify tax filing and HR scope against your workforce and state requirements | Vendor site |
| Homebase Payroll | Hourly teams already using Homebase scheduling or time tools | $39/month + $6 per person in Forbes Advisor’s current comparison | Check payroll tax support and whether the payroll product meets your compliance needs | Vendor site |
| TimeTrex | Operations centered on time tracking and attendance | $5 per person with a $50 minimum in Forbes Advisor’s comparison | Price alone does not establish full-service tax scope; confirm included payroll services | Vendor site |
Price and use-case references: TechnologyAdvice, Forbes Advisor, Patriot’s July 2026 comparison, and the linked vendor pages. Comparison-site prices are not quotes. QuickBooks’ figures are accounting-and-payroll bundles, not payroll-only equivalents.
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Best payroll software by business need
Best overall for many small businesses: Gusto
Gusto is a strong shortlist choice when you want a relatively approachable system that combines payroll, employee self-service, benefits and HR features. Its pricing page says all plans include unlimited payroll runs and that it files federal, state and local payroll tax forms on the employer’s behalf. It also says the service is month-to-month and charges for active employees. Check the plan carefully: support levels and optional services differ, and time tracking, benefits, 401(k), workers’ compensation or faster pay can affect total cost. Gusto lists same-day pay at $90 per payroll and instant pay at $100 per payroll.
Its contractor-only plan is listed at $35 per month plus $6 per contractor, with promotional terms potentially changing the base price for the first six months. Gusto says U.S. contractors are billed at the per-person rate in months they are paid; global contractor pricing follows a different structure. This makes it a plausible fit for a small mixed employee-and-contractor workforce, but not automatically the least expensive option as headcount grows.
Consider another provider if you need enterprise-grade workforce management, extensive custom global payroll, or a quote tailored to complex entities and jurisdictions. See Gusto’s pricing and fees.
Best for existing QuickBooks users: QuickBooks Workforce/Payroll
QuickBooks is most compelling when payroll data must work closely with an existing QuickBooks accounting workflow. The current pricing page presents payroll in bundles: Payroll + Simple Start is listed at $88 plus $6.50 per employee; Payroll + Essentials at $125 plus $6.50 per employee; and Payroll Premium + Plus at $203 plus $10 per employee. The page displays temporary 50% discounts for three months, so do not mistake the introductory offer for ongoing cost.
Compare the bundle’s accounting tools with what you already pay for, then ask how journal entries, chart-of-accounts mapping, classes or locations, time imports and contractor payments work in your setup. It is a weaker fit if you do not want a broader QuickBooks bundle. See QuickBooks payroll pricing.
Best budget choice: Patriot Payroll
Patriot’s July 2026 comparison lists Basic Payroll at $17 per month plus $4 per worker paid and Full Service Payroll at $37 per month plus $5 per worker paid. The distinction is material: Basic is the lower-cost option, while Patriot lists federal, state and local tax deposits and filings with Full Service. Patriot also lists unlimited payrolls, direct deposit, multiple pay rates, contractor payments and employee and contractor portals.
Patriot may suit a domestic small employer that wants to keep costs down and can manage tax filing, or one that chooses the Full Service tier for filing support. Do not compare its Basic headline price with a provider’s full-service price as if they include the same work. Patriot’s comparison identifies U.S.-only coverage and fewer enterprise integrations as limitations. See Patriot’s plan comparison.
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Best multistate alternative to compare: OnPay
Current comparison coverage places OnPay around $49 per month plus $6 per person and highlights it for multistate payroll. That is a useful price signal, not a verified quote or guarantee that every state registration and local tax service is included. Before choosing it, ask whether each work location is supported, whether new-state setup is included, and what happens when an employee moves or works across state lines. Visit OnPay for current plan information.
Best for a large-provider support structure: RUN Powered by ADP
RUN has four named packages: Essential Payroll, Enhanced Payroll, Complete Payroll & HR+, and HR Pro Payroll & HR. ADP says RUN can deduct and file federal, state and local payroll taxes, create and e-file W-2 and 1099 forms, support direct deposit, and integrate with accounting, POS, HR and business tools. It does not publish a universal price; it asks businesses to request pricing and currently advertises three months of free payroll. Ask for the regular price after the promotion, implementation fees, per-payroll charges and the cost of any HR or support tier.
ADP provides a self-guided demo as well as a “Get Pricing” path, which lets you inspect the product before a sales conversation. RUN can suit employers who value a provider with broader payroll and HR infrastructure; it may be frustrating if you need transparent online pricing without a sales interaction. Its current ratings disclosure is discussed below. See RUN Powered by ADP.
Best payroll plus HR and benefits: Paychex Flex
Paychex offers small-business, midsize, enterprise and contractor payroll offerings, with Flex packages called Select, Pro and Enterprise. Its materials describe automated payroll calculations, direct deposits, tax filings, pay stubs, employee support and multistate tax handling. Pricing is quote-led, so compare the full proposal rather than a headline estimate. Paychex says its payroll is primarily designed for U.S.-based employees and contractors; it is not the obvious first choice for an international-first workforce. See Paychex payroll services.
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Best for combining payroll with HR and IT: Rippling
Rippling is worth evaluating when the goal is to manage payroll alongside HR, IT and device administration in one platform. Pricing is quote-only in the available comparison information, and a broad platform can be excessive if you need only payroll. Ask for an itemized quote and identify which modules are required, optional or billed per employee. Visit Rippling.
Best for international teams: Deel
Domestic payroll products should not be assumed to cover foreign employees or local employment obligations. Deel is a more relevant starting point for international employees and contractors, but its payroll, contractor-payment and employer-of-record offerings are different services. A comparison price of about $29 per U.S. employee per month appears in Patriot’s July 2026 coverage; confirm the product scope and country-specific cost directly. Visit Deel.
Best for Square or hourly-workforce ecosystems: Square, Homebase and TimeTrex
Square Payroll is a natural contender when the business already uses Square payments or POS and wants contractor workflows; it is less compelling if the business does not use Square or needs extensive HR. Homebase Payroll is more relevant when hourly scheduling and time tracking already run through Homebase. TimeTrex is attendance- and time-tracking-led; its listed per-person price has a $50 minimum, but that alone does not establish the depth of full-service payroll. For all three, verify tax filing, tips, overtime, multiple pay rates, local rules and the cost of the additional tools you need.
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Price signals in Forbes Advisor’s comparison are $35/month plus $6 per person for Square and $39/month plus $6 per person for Homebase; TimeTrex is listed at $5 per person with a $50 minimum. See Square Payroll, Homebase Payroll and TimeTrex.
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Payroll software is a system the employer uses to calculate wages, deductions and taxes, run payments, produce reports and maintain payroll records. The employer may still be responsible for depositing taxes, submitting filings or correcting errors. Full-service payroll generally means the provider handles tax deposits and filings on the employer’s behalf, but the contract determines precisely what is included and what happens if data supplied by the employer is wrong.
- Payroll software: Calculates payroll and supports payment and records; tax filing responsibility can remain with the employer.
- Full-service payroll: The provider handles specified tax deposits and filings as well as calculations. Check local taxes, amended returns, new-state registration and tax-notice support separately.
- Service bureau: An accountant or provider may perform more of the work manually, with different workflows and responsibilities.
- PEO: A co-employment arrangement that can add HR, benefits and compliance services; it is not simply a payroll software subscription.
- Employer of record (EOR): A provider legally employs workers in another country or jurisdiction. This is distinct from paying an overseas contractor through domestic payroll software.
Do not accept “we handle taxes” as a sufficient description. Establish whether the vendor calculates, deposits, files, prepares year-end forms, responds to agency notices and supports amended returns—and which of those tasks remain yours.
How much does payroll software cost?
Most price comparisons begin with a monthly base fee and a per-worker charge, but the true total can also include contractor fees, state charges, benefits administration, time tracking, workers’ compensation, 401(k), support upgrades, paper checks, expedited payroll, setup and year-end services. Some providers charge per person with a minimum; others require a custom quote. Promotions should be separated from the recurring price.
Three illustrative monthly calculations
The following arithmetic uses published price signals above, assumes every listed employee is billable, excludes taxes and add-ons, and does not treat temporary offers as recurring. It is not an apples-to-apples comparison: QuickBooks figures include accounting bundles, while Patriot’s Basic tier does not provide the same tax-filing service as its Full Service tier.
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| Illustrative headcount | Gusto at $49 + $6/person | Patriot Basic at $17 + $4/worker | Patriot Full Service at $37 + $5/worker | QuickBooks Payroll + Simple Start at $88 + $6.50/employee |
|---|---|---|---|---|
| 3 billed people (for example, owner plus 2 employees) | $67/month | $29/month | $52/month | $107.50/month |
| 10 billed employees | $109/month | $57/month | $87/month | $153/month |
| 25 employees across 3 states | $199/month before any state or add-on charges | $117/month before any state or add-on charges | $162/month before any state or add-on charges | $250.50/month before any state or add-on charges |
The three-state example is not a claim that those totals include state setup, local taxes or multistate fees. Confirm whether a price counts owners, inactive employees, contractors or only workers paid in a billing cycle; the vendors’ billing definitions can differ. Do not use this table to compare QuickBooks’ accounting bundle with payroll-only plans without valuing the included accounting subscription.
Use a total-cost formula before you sign
Monthly cost = base fee + employee charges + contractor charges + required add-ons + state or local charges + payment, filing and support fees. Ask for both the first-year total and ordinary recurring total, including any introductory price expiry. For a quote-led provider, request the same headcount, pay frequency, states, features and implementation assumptions from every vendor.
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Which payroll features should you compare?
Use this checklist against the plan you would actually buy, not the vendor’s broadest product page. A feature described as available may require a higher tier, add-on or integration.
- Tax and year-end work: Federal, state and local tax calculations; deposits; filings; W-2 and 1099 preparation; amended returns; tax notices; new-state registration.
- Pay runs: Direct deposit, paper checks, same-day or next-day timing, unlimited regular runs, off-cycle payroll, bonuses, commissions, multiple pay rates, overtime and garnishments.
- Leave and employee access: PTO and sick-leave tracking, employee pay stubs, self-service tax forms, mobile access and correction workflows.
- Workforce types: Contractor onboarding and payments, contractor portals, seasonal staff, multiple legal entities and terminated-employee processing.
- Hourly operations: Time clocks, scheduling, tips, job costing, POS connections and payroll imports.
- Benefits and HR: Health benefits administration, 401(k) integration, workers’ compensation, HR support and compliance resources.
- Accounting and controls: General-ledger exports, chart-of-accounts mapping, class and location tracking, audit trails, permissions and reconciliation.
- Service and transition: Support hours and channels, implementation help, migration assistance, data export and year-end responsibility when switching.
For multistate employers, ask explicitly about local taxes, reciprocal-state withholding, unemployment accounts, state registrations and whether remote-worker locations change your obligations. “Multistate payroll” does not by itself establish that the provider will register your business in every state or that registration is included in the price.
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1Clear out junk files and repair common Windows errors2Fix the driver behind crashes, sound loss and screen glitches3Repair Windows errors before they cause bigger problemsHow to assess payroll-software reviews
Review scores are customer reports, not controlled tests, and a rating for an entire HR platform may not describe its payroll module. Compare ratings only when you know the platform, review count, date, product scope and whether reviews were incentivized. Also read the complaints themselves: usability, tax support, billing, implementation and customer service are different problems and should not be collapsed into one star score.
RUN Powered by ADP reports Capterra, G2 and TrustRadius ratings on its product page and states that the ratings include incentivized reviews and were accurate as of July 15, 2026. Treat that as a dated, vendor-disclosed snapshot, not a permanent score or an independent measure of payroll accuracy. The page’s customer testimonials are marketing statements, not independent reviews. See ADP’s ratings disclosure.
Current comparison pages from TechnologyAdvice and Forbes Advisor can help with shortlist context, but their rankings and review methods are not interchangeable. A provider’s position on a list should not substitute for checking the plan, jurisdiction and workflow your business needs.
What to test in a demo or trial
A recorded tour shows the interface; an interactive demo lets you explore it; a free trial gives temporary product access; a sales-led demo or quote consultation is a conversation. These are not equivalent offers. RUN by ADP offers both a self-guided demo and a “Get Pricing” path; do not assume every other vendor offers a free trial just because it provides a demo or promotion.
- Add a sample employee and inspect the required personal, tax and banking information.
- Set up both hourly and salaried pay, including multiple rates if relevant.
- Enter PTO, sick leave, a bonus or commission, and an off-cycle correction.
- Run a payroll approval workflow and see what can be edited after approval.
- Review tax liabilities and determine which deposits and filings the provider performs.
- Open a sample employee pay stub and inspect employee self-service on mobile.
- Export a general-ledger report and check whether account mapping suits your books.
- Correct a payroll mistake and ask how amended filings or tax notices are handled.
- Process a terminated employee and check final-pay handling for your jurisdiction.
- Add a second state and identify registration, local-tax and unemployment steps and fees.
- Pay a contractor and inspect 1099 preparation, timing and billing rules.
- Contact support with a realistic payroll question and establish service hours and escalation options.
A polished demonstration cannot prove tax-notice handling, year-end accuracy, support response times, migration quality or reliability under real payroll deadlines. Request written answers and contract terms for those operational risks.
Hidden costs, switching risks and questions to ask
Costs that may sit outside the base price
- Setup, data migration and implementation assistance.
- Year-end W-2 or 1099 preparation, amended returns and tax-notice response.
- New-state registration, local tax jurisdictions or additional state fees.
- Same-day payroll, instant pay, paper checks, wire or expedited payment.
- Time tracking, scheduling, HR support, benefits administration, workers’ compensation and 401(k).
- Priority support, dedicated specialist access, multiple entities or added permissions.
- Cancellation terms, minimum charges, inactive-worker billing and data-export fees.
Migration checks before changing providers
Switching midyear needs careful coordination. Before moving, reconcile year-to-date wages, tax withholdings and deposits; establish who will issue each employee’s year-end W-2 or contractor 1099; confirm whether historical records migrate; and agree on the first payroll date and direct-deposit cutoff. A wrong prior-year or year-to-date balance, incorrect employee tax setup, missing local taxes or unmapped general-ledger accounts can create expensive corrections.
Do not assume a new provider automatically registers you in a state, imports correct worker classifications, carries over garnishments or assumes responsibility for earlier filings. Ask who owns each open tax notice or correction, and obtain the responsibility in writing.
Quick Recap
Choose by workforce and operating model
- One-owner business or a few employees: Compare a simple, transparent plan such as Gusto or Patriot, and decide whether you want to perform tax filing yourself or pay for full service.
- Existing QuickBooks Online user: Compare the QuickBooks payroll bundle with your current accounting subscription and test the actual journal-entry workflow.
- Hourly restaurant or retail workforce: Prioritize time-clock and POS integration, tips, overtime, multiple pay rates, scheduling and job costing—not just the base payroll price.
- Contractor-heavy business: Check 1099-NEC preparation, onboarding, payment timing, contractor portal access and whether fees apply only in months workers are paid.
- Multiple states or remote employees: Compare Gusto, OnPay, ADP and Paychex on registrations, local tax coverage, unemployment accounts and per-jurisdiction charges.
- Benefits or dedicated HR support needed: Compare higher Gusto tiers, Paychex and ADP on the exact benefits administration, support and compliance services in the quote.
- Payroll plus IT and device administration: Consider Rippling only if consolidating those functions has value beyond payroll.
- Employees in other countries: Compare global payroll or EOR services such as Deel by country and employment arrangement; a U.S. domestic payroll plan is not a substitute.
- Household employer: Household payroll has distinct tax and reporting needs; a dedicated household-employer service may be more appropriate than a general business platform.
How to choose without overpaying
- Define the workforce: Count employees, contractors, pay frequencies, legal entities, states and local jurisdictions, including planned hires or remote moves.
- Decide who owns tax work: Choose between employer-managed filings and provider-managed deposits and filings; list exceptions such as registrations, amended returns and notices.
- Set non-negotiable workflows: Identify timekeeping, tips, benefits, 401(k), accounting integration, job costing and employee self-service requirements.
- Request comparable totals: Give each vendor the same headcount and feature list. Separate promotional months from normal monthly and annual cost.
- Run the demo checklist: Test corrections, second-state setup, contractor payment and ledger export—not just the ordinary payroll screen.
- Check exit terms: Confirm data export, cancellation, year-end form ownership and how long records remain available if you switch.
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
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