The best online payroll services
Do you want to go straight to the answer? The best online payroll services for most businesses are undoubtedly Gusto or Paychex.
Historically, payroll is one of the most complex aspects of managing a business. Business owners must ensure that everyone is paid with 100% accuracy, including calculations related to taxes, benefits, and more.
It shouldn't be that difficult. Well, about one third of small businesses are fined by the IRS every year due to payroll errors. With the increasing number of businesses working with remote staff, freelancers, and independent contractors, managing payroll is no small feat.
But modern payroll solutions are evolving to adapt to this situation. We will show you the best solutions up to the task.
The 6 best online payroll services
When it comes to something as important as payroll, you don't want to take risks with a lower quality service. Depending on the size of your business, I recommend only six online payroll services:
Enjoyment
Paychex
OnPay
ADP Paie
QuickBooks Paie
SurePayroll
Carré de paie
Discover the features, prices, advantages, and disadvantages of each service in order to find the one that best suits your business.
Pleasure
Starting from $39.99 per month
Gusto is a relatively recent company. It was launched in 2012 under the name ZenPayroll and rebranded in 2015. Since then, Gusto has experienced quite rapid growth and now serves over 100,000 businesses across the country.
The reason why so many businesses choose Gusto for payroll is the simplicity of the platform. It is easy for anyone to set up, manage, and pay workers.
With Gusto, you can manage payroll in just a few minutes. You can even run it on autopilot, assuming things don't change with each pay cycle.
Not only does Gusto calculate your taxes, but it also organizes everything for you. Local, state, and federal taxes are automatically paid to the correct government office every time you run payroll. This benefit is completely free, while competitors charge an extra fee.
One of my favorite aspects of Gusto is the onboarding process for every employee. Whether it's a new W-2 employee or a 1099 contractor, they can on-board themselves.
Your staff will have easy online access to pay stubs, W-2s, and anything else they need. Even former employees will still be able to view past payroll information.
Gusto offers unlimited pay cycles, which means you can make payments whenever you want. You are not confined to weekly or biweekly cycles.
Gusto helps you with compliance, time tracking, PTO, benefits, and much more, in addition to being an online payroll management company offering a comprehensive service. Gusto's rates are as follows:
Core - $39 per month
6 dollars per month per person
Libre-service pour les employés
Administration des prestations de santé
Administration de l’indemnité compensatoire pour les travailleurs
Politiques des OPT
Complete - $39 per month
12 dollars per month per person
Toutes les fonctionnalités de base
Offres et embarquement des employés
Suivi du temps
Demandes de temps de détachement
Annuaire des employés et enquêtes
Concierge - $149 per month
12 dollars per month and per person
Toutes les caractéristiques complètes
Professionnels certifiés des ressources humaines
Centre de ressources RH
The basic plan is perfect for small teams with a basic pay. As your team grows, you can upgrade to the full package. Gusto Concierge is designed for large companies as a full-service human resources solution.
Workers' social and health benefits are free to integrate into Gusto. They do not charge any administrative fees, so you only pay the premiums.
401k plans, 529 college savings plans, HSAs, FSAs, and commuter benefits come with additional monthly base rates, as well as additional fees for each participating employee.
Gusto has everything you need in an online payroll service. We use it here at QuickSprout, and I think it's exceptional. The only potential downside is the price. It used to be one of the cheapest payroll options on the market, but that's no longer the case.
You can
Paychex
Starting from $59 per month
Paychex has been in the payroll sector for nearly 50 years. They currently meet the payroll needs of over 650,000 businesses.
Over the years, Paychex has evolved to adapt to the growing trends in the payroll sector. This is what makes it such an attractive option for online payroll services.
Although Paychex offers solutions for small business owners, I recommend this company to large organizations looking for new payroll options.
The reason why Paychex is better for large businesses is its flexibility. Paychex offers solutions that go far beyond just payroll processing. They also provide human resources administration services, employee onboarding, background checks for new employees, and powerful analytics tools.
According to the plan you choose, employees can be paid by direct deposit, paper check, or prepaid debit card.
Paychex Go is the plan designed for small businesses. It starts at $59 per month plus $4 per employee. It is easy to sign up and get started online by creating a free account. However, overall, the offering is quite limited and as a small business owner, I would look for other options.
Paychex Flex is the comprehensive payroll and human resources management solution designed for large businesses. Pricing is customized based on your needs. Additional benefits of Paychex Flex include:
Free mobile application
Service du grand livre
Rapports personnalisés
1 000 dollars de services de marketing numérique prépayés
Assistance téléphonique et chat en direct 24 heures sur 24 et 7 jours sur 7
Spécialiste de la paie
Déduire et remettre automatiquement les salaires saisis
The Flex plan also includes employee services such as additional payment options, essential onboarding services, human resources administration, employee selection, and a financial wellness program.
I would say that the biggest drawback of Paychex is that the registration process is not as simple as some of the other options on our list. You will need to request a quote, which you cannot do on your own without assistance.
OnPay
Starting from $36 per month
OnPay was founded in 2007. The company has experienced rapid growth over the years and now processes over 50 billion dollars in wages each year.
I love OnPay because it is a simplified payroll process. There is only one plan to choose from, and it comes with everything you need, all inclusive. That's why OnPay is my top recommendation for small business owners.
The all-in-one payroll service has a simple and transparent pricing. It is $36 per month plus $4 per employee.
This is a significant advantage compared to some other options on our list, especially when considering all the features and benefits you will receive.
Unlimited monthly payment cycles
Déclarations et paiements d’impôts automatisés
Soutient les travailleurs W-2 et 1099
Délai de 2 jours
Payer par dépôt direct, chèque en direct ou carte de débit
Saisies-arrêts
Des taux de rémunération et des horaires flexibles
Retenue sur l’assurance chômage
Plus de 40 rapports
Intégrations dans le temps
OnPay also offers specialized payroll solutions for businesses in specific sectors with unique needs. This includes, for example, restaurants, farms, non-profit organizations, and churches.
Another major advantage of OnPay is the employee self-service. Your employees can onboard, access their accounts even after leaving the company, and update their personal information at any time. Employees can also manage voluntary deductions such as their 401k plans directly online.
OnPay integrates with other software that you may use to manage your business, such as QuickBooks, Xero, or TSheets.
Overall, OnPay is as simple as possible. You will get everything you need to manage payroll for your small business, including benefits. It is easy to add items such as employee health and dental care, workers' compensation benefits, and retirement plans.
Your first month of using OnPay is free. They also cover the migration fees from your old payroll service provider.
The only major downside of OnPay is that they do not have a mobile app. Although the site is optimized for mobile devices, apps seem to be quite standard in our time.
OnPay will charge you an extra fee for any end-of-year form sent to your office or employees. But you can always print them yourself to avoid these fees.
Visit OnPay to learn more.
ADP Payroll
- Very popular payroll service
ADP Payroll is one of the most popular online payroll services, offering "payroll services, global supply chain management, and outsourcing" in over 140 countries worldwide. It offers two different levels of plans:
Salaries of Small Businesses
Salaires des moyennes et grandes entreprises. Il s’agit d’un service destiné aux grandes entreprises de 50 à 1000 employés et plus.
At these two levels, your business can choose from four different pricing plans. Depending on the chosen level, you can benefit from all the services you expect, such as direct deposit and tax filing, as well as more specific advantages, such as legal assistance and human resources training kits.
ADP Payroll can also help you verify the backgrounds of various hired individuals, give you access to over 25,000 job posting sites to find the right recruit, and also schedule interviews and job offers.
You will also be able to track your employees' work hours and manage their vacation days and PTO requests.
According to their website, they help nearly 700,000 small businesses with their payroll solutions. So you know you will be in good hands with them.
As for pricing, you will need to go to their website and get a free quote from them. Depending on the specific needs of your business, however, you can expect to pay around 10 to 15 dollars per employee.
QuickBooks Payroll
Starting from $45 per month
QuickBooks is best known for its accounting solutions for small businesses. But the company also has an outstanding online payroll service that ranks highly on our list.
QuickBooks Payroll is definitely something to consider if you are already using the company's accounting software. You can easily add QuickBooks Payroll to your existing QuickBooks accounting plan.
The result will be a seamless all-in-one solution for your accounting, payroll, and human resources needs.
All local, state, and federal taxes will be calculated and paid automatically at each pay cycle. You can also run the automatic pay function after the initial setup to minimize the time spent on payroll each week.
One of the aspects I prefer about QuickBooks Payroll is that the company stands behind its product. It is so confident that its calculations will be accurate that it will pay the penalties incurred in case of classification errors.
As you may have guessed, the biggest advantage of using QuickBooks Payroll is its integration with QuickBooks accounting software.
Your accounting records and reports will be updated in real time with each payroll cycle. This also allows you to easily share payroll-related information with your accountant.
More than 1.4 million businesses use QuickBooks for payroll management. So you know it is a company and a solution you can trust.
Here is a brief overview of the plans and pricing of QuickBooks Payroll:
Kernel - $45 per month
$4 per month per employee
Salaires à service complet
Possibilité d’utiliser le système de paie automatique
Avantages pour la santé
Soutien d’experts
Dépôt direct le jour suivant
Prime - $75 per month
$8 per month per employee
Toutes les fonctionnalités de base
Dépôt direct le jour même
Autorisations des utilisateurs
Centre de soutien aux RH
Suivi de l’heure avec une application mobile
Elite - $125 per month
$10 per month per employee
Toutes les fonctionnalités Premium
L’embarquement de l’élite
Suivi du temps d’élite avec planification de projet et géofencing
Garantie de pénalité fiscale
Conseiller personnel en ressources humaines
Overall, QuickBooks Payroll is as solid as it seems. They offer exceptional customer support for such a large company. If you have issues, questions, or need help, it is easy to find a solution.
QuickBooks Payroll is a bit lacking in terms of social benefits and HR guidance for all plans. But it is a top choice to consider, especially if you are already using QuickBooks Online for your accounting needs
Pay slip
Starting from $29 per month
Square is best known for its point of sale software and credit card processing services. But Square Payroll is an excellent all-in-one payroll solution for any business.
The biggest advantage of using Square Payroll is its compatibility with other Square solutions. Therefore, if you are using Square POS, you can synchronize these time cards with your payroll system.
It is one of the best ways to digitally track employee hours without having to manually enter information for each pay cycle. Square will also help you calculate and distribute any employee tips on their credit card.
Another major advantage of Square Payroll is the setup. You can get started in just a few quick steps, all online. Simply enter your company information, add your workers' information, and run your payroll.
You can also invite your employees to enter their own information for self-service onboarding. Square Payroll has an excellent mobile app for managing salaries from anywhere.
The pricing of Square Payroll is affordable and simple. It costs $29 per month, plus $5 per person paid.
In addition, Square Payroll offers a unique option for businesses that pay contractors. It costs only $5 per contractor per month, with no base subscription fees. It is one of the most affordable pricing plans you can find.
Overall, Square Payroll is perfect for businesses that already use the Square POS system. It has everything you need to process payroll.
That being said, I would not recommend it to large companies that need more human resources. Square Payroll is quite limited in that sense.
SurePayroll
Personalized pricing
SurePayroll has been around for about twenty years. In 2011, the company was acquired by Paychex. However, it is still managed and sold as a separate payroll service, and it is different from the Paychex plans we have reviewed earlier in this guide.
This payroll service is better equipped to meet the needs of small business owners, compared to its parent company Paychex.
All you have to do is enter the hours or salary of each employee, verify tax deductions, and approve the payroll to start processing. This operation is extremely easy to do online for any small business owner.
Perform an unlimited number of payrolls each month at no extra cost. You also have the option to process payrolls on the same day.
If your company manages the same payroll every cycle, you can use automatic payroll service as a transfer service.
SurePayroll helps you manage 401ks, HSAs, FSAs, travel allowances, and garnishments. They also offer outstanding customer service via phone, email, and live chat. However, this assistance is limited to six days a week during normal business hours.
In addition to small business owners, SurePayroll carves out a unique niche. They offer specific payroll solutions for nannies, caregivers, and other household employees.
This service allows property owners to avoid IRS fines and ensure compliance.
Like with Paychex, you will need to request a quote from the sales team to learn more about your specific pricing options. Getting started is not necessarily a walk in the park. SurePayroll offers two months free, which is one of the best promotions I have seen in my research.
The value of a payroll management company
The main advantage of an online payroll management company is to simplify your payroll process. Whether it's new hires, subcontractors, or simply weekly payments for full-time employees, online payroll makes things easier.
With online payroll software, you don't need to hire someone to manage payroll for you. The software takes care of everything, from tax declarations to withholding taxes, and much more.
Another major advantage of online payroll is flexibility. Some companies offer on-demand payments, so your staff is not tied to specific pay cycles.
You will also have access to your entire payroll system, wherever you are.
How to find the best online payroll services
Many different factors must be taken into consideration when evaluating an online payroll service. This is the methodology we used in our research to create this guide.
Company size
Large and small companies have different needs; payroll is no exception. A company with only five employees will not use the same payroll system as a company with 50 or 500 employees.
Identify payroll solutions that are best suited to the size of your company. If you plan on growing and hiring new employees in the months or years to come, make sure to choose an online payroll solution that can grow with you.
Types of Employees
Who do you pay?
Most payroll services cater to businesses that employ full-time W-2 employees. However, there are better options if you have part-time staff or make payments to independent contractors.
Automation
Your online payroll solution is supposed to make your life easier. I always recommend systems with automated options.
If your pay doesn't change between each cycle, look for an option with an automatic pilot mode that allows you to set it and forget it. The best online payroll services automatically calculate and record taxes and other withholdings at the source.
Self-service for employees
If you opt for a user-friendly online payroll service for employees, it will also make your life easier. The best payroll software allows employees to update their personal information, manage their benefits and taxes, and view their previous pay stubs.
You can even find payroll services that offer self-onboarding for employees. Just invite them to sign up so they can enter their personal data and banking information. Your W-2 and 1099 workers can use self-service functions to access tax documents each year, instead of having to print and mail them themselves.
Benefits
Not all payroll systems have integrated options that allow you to set up and manage employees' social benefits. I'm talking about things like
Workers' compensation
Plans 401k
HSAs
Assurance maladie
Vision et soins dentaires
If you offer this type of benefits to your employees, you must therefore find a suitable payroll system.
Pay cycles
How often would you like to process payrolls?
Many online payroll systems will not limit you to once a week or twice a month. There are many options that offer an unlimited number of payrolls each month.
This is great for those of you who do not want to be tied to a specific schedule. In some cases, you can even let your employees decide when and how they will be paid.
Perhaps you want salaried employees to be paid automatically every week. But you want to manually pay independent contractors for specific amounts only once a month. There are online payroll services that allow you to do both easily.
Price
The cost of your payroll service will obviously be a deciding factor.
In many cases, payroll plans are structured with a fixed monthly rate and an additional fee per employee. Monthly rates can range from 30 to 150 dollars. We have seen employee fees ranging from 4 dollars per month to 12 dollars.
The price you pay will also have an impact on the features of your plan. If you are looking for a comprehensive HR solution in addition to traditional payroll, you can expect to pay a higher price.
Conclusion
Every business needs a payroll solution. But not all online payroll services are created equal. There are definitely options on the market that are better than others.
What is the best online payroll service? The answer is different for each business owner. Here is a brief overview of the top choices based on our methodology:
Taste
Paychex
OnPay
ADP Paie
QuickBooks Paie
SurePayroll
Carré de paie
Whether you are a small or a large company, or whether you have specific payroll needs, you will definitely find a solution in this guide.