12 Best Payroll Software of 2025: Expert Reviews & Pricing Guide
This guide was updated in mid-August 2025 to refresh the existing content and ensure its accuracy. We have also welcomed some newcomers to the listing.
The best payroll software is payroll administrators’ BFF: They help ensure employee payments are made right and on time, compliant with the latest regulations, and reduce costly errors. With so many options out there, it can be overwhelming to choose the best one. That’s what this guide is for.
Here you'll find the best payroll software for small businesses, top choices for large companies, options for teams in the U.S., and even recommendations for businesses operating globally. These platforms strike a perfect balance of usability, automation, support, and value throughout our tech tests.
To ensure we list products that are truly best-in-class, we have reviewed over 50 payroll systems since 2021, attended software demos, surveyed accountants and HR professionals who have used these tools day in day out, consulted with industry experts, and ran our independent tests to rank each option in four criteria: ease of use, automation, mobile compatibility, and support options.
- Ease of Use: We focused on how user-friendly each software was. It’s crucial that HR professionals and accountants can navigate the system easily without getting bogged down in complicated processes. The goal of payroll tech should be to lighten your team’s load, not make their jobs harder.
- Automation Capabilities: We found that having good automation capabilities is a significant advantage for a payroll platform. Features like automatic tax calculations, fast payroll processing, and solid compliance tracking differentiate top-notch payroll and benefits software solutions from mediocre ones. Automation helps everything flow smoothly while ensuring employees are paid correctly and in line with the law.
- Mobile Compatibility: We paid attention to how well each option worked on mobile devices since many people need to access payroll information on the go. Imagine your accountant wanting to double-check payroll schedules while out for coffee, or your HR manager easily approving payslips on their tablet during a meeting. Plus, employees should be able to check their pay dates from their phones without hassle.
- Expert Support: Obviously, quick and helpful support can make a big difference! When your customer success manager (CSM) knows their stuff about local payroll laws and practices, it can lead to a smoother experience for everyone involved. On the flip side, if the support team isn’t familiar with your specific payroll requirements, it can lead to long waits for help and lots of frustration.
The payroll solutions featured in this guide received the highest average scores in the test. Please review our HR tech assessment methodology for more details.
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Deel
Though founded much later than competitors, Deel has established a good reputation for its ability to support payroll in over 200 currencies and ensure compliance across 100+ countries.
PROS
- Payroll services in 100+ countries, contractor management extended to 150+ countries, and 15 different payment options.
- 200+ in-house local tax, payroll, and legal experts to aid contractors in setting up LLCs.
- Local compliance management in 100+ countries.
- Automated payroll and invoicing processes.
- Self-service model often verifies identity within 24 hours.
- Offers APIs and native integrations with over 100 HR solutions.
- Excellent 24/7 customer service with fast onboarding (2-3 days) and local payroll experts in each jurisdiction.
- Seamless integration with platforms like QuickBooks, BambooHR, and Greenhouse, plus custom integration options.
- User-friendly, self-service features enable quick setup; identity verification often takes under 24 hours.
- Automated invoices simplify payments, provided they're in English.
CONS
- No phone support.
- Higher pricing compared to some competitors.
- Contract modifications need addenda, and a $5 payout fee applies.
- Invoice generation seems to be available solely in English.
- Key features like onboarding automation are add-ons, which may increase costs.
- Limited flexibility in modifying contracts or service agreements; changes often require an addendum.
- Invoices cannot be generated in languages other than English.
One of the best things about Deel is that the platform keeps getting more comprehensive each time we pay it a visit.
Starting with core payroll and contractor management services in 2019, Deel now includes a global EOR that works across 100+ countries, an expanded array of payment options, visa support, and automated compliance management. So, whether you’re looking to hire full-time employees, contractors, or freelancers in countries where you don’t have local entities, Deel can still assist.
One particularly impressive feature offered by the platform is the ability to process payroll in over 200 currencies with one click (you read this right, one click).
Another is its extensive payment options. There are 15 different methods, ranging from traditional bank transfers to the more modern PayPal, Wise, Payoneer, and even cryptocurrency via Coinbase. As a cherry on top, your contractors can also obtain a Deel card which lets them receive payments in USD and use these funds directly for purchases.
As expected from a tech-savvy startup, Deel’s built-in automation is good, too. Payroll can be fully automated, and invoices can also be auto-generated based on contract terms.
However, Deel payroll and EOR are more expensive than some alternatives. For example, Papaya Global offers contractor management for $30 per month per contractor and that’s $29 with Oyster, whereas Deel charges $49.
As of this writing, Deel still doesn’t provide phone support. Time tracking features are also missing, which may lead to extra money spent on supplemental solutions for such needs.
Over 35,000 companies have used Deel, including Brex, Google, and Duffel.
Deel provides a range of payroll solutions with different pricing structures:
- Deel Payroll: For businesses with existing entities, this plan offers comprehensive payroll services at $29 per employee per month.
- Deel U.S. Payroll: Specifically for U.S.-based companies, this plan handles payroll, tax calculations, and compliance across all states for $19 per employee per month.
- Deel Contractor: This plan covers compliance, payments, and contractor management in over 150 countries for $49 per month.
- Deel EOR (Employer of Record): This plan enables international hiring without an entity, including payroll, taxes, and benefits for $499 per month.
- Deel US PEO: This plan offers a wider range of services for US companies, including HR, payroll, and benefits administration for $89 per employee per month.
Best For
Deel’s payroll software is best for companies that are scaling quickly and need to hire across multiple jurisdictions without establishing local entities.
I use Deel to manage multiple contractors in various countries and to maintain compliance with contractor/freelancer working relationships. Deel provides a reliable solution for handling international payments efficiently.
The platform processes payments quickly and in a streamlined way. I also have the ability to conduct background checks on international workers, which I find to be very valuable. Deel also provides compliance guides for employers to help keep everything organized and in one place.
I like the following aspects of Deel:
- The ability to pay international contractors/freelancers in US currency or their local currency.
- The ability to pay international contractors/freelancers on a timely schedule without delays.
- The compliance guides and knowledge base that Deel provides for customers.
My organization decided to implement Deel for several key reasons. Last year, I was managing multiple projects that required hiring contractors from various countries. I needed a solution that could handle international payments seamlessly and efficiently.
While I had been using platforms like Bill.com and QuickBooks, the payment processing times for international contractors were often lengthy. Deel offered a much faster and more streamlined process, including the ability to conduct background checks on international contract workers and freelancers. This made it the ideal solution for my organization's needs.
- Deel's customer service is not always available during EST or PST hours when issues arise.
- Deel can be costly when hiring multiple workers; there should be bundled rates or plans for several workers.
- There have been issues with entering banking information, and Deel doesn't work with certain banks, without providing an explanation.
Deel is similar to Oyster. I have tried both with clients and prefer Deel, as it is more cost-effective and provides a more streamlined process.
Consider what countries the freelancers/contractors/workers are located in and whether Deel supports those countries.
The company also needs to consider compliance and how contracts should be executed. Several countries, including the US, have strict labor laws regarding how a freelancer/contractor should be classified versus an employee.
I have been a Deel customer for almost two years. During that time, they have resolved many issues with the platform, and it is now much more user-friendly and easier to use.
Deel is good for businesses that hire freelancers and contractors and want to avoid the risk of misclassification.
Deel is not good for companies that do not hire any freelancers or contractors.
Paylocity
Paylocity combines a simple interface and strong U.S. payroll features that cover everything from tax management to benefits administration, making it a versatile choice for mid-sized businesses.
PROS
- Intuitive interface, even for users who aren’t tech-savvy.
- Employers and employees alike appreciate Paylocity’s customer support team.
- Offers a solid value compared to other enterprise-grade payroll tools.
- Employees find the app straightforward and functional for basic payroll tasks.
- The Paylocity team provides guided setup, easing the transition process.
- Paylocity’s customer support is highly rated for always being available to answer questions.
- Global payroll support for 100+ countries.
- Provides free and unlimited training modules on the website.
- Paylocity’s mobile app has a good UI and functionality
- The tool is easy to use for both employees and employers.
- Has 350+ pre-built integrations.
CONS
- Larger teams may find the reporting features less comprehensive than competitors.
- Support is English-only, with no region-specific assistance.
- Less effective for teams managing both employees and contractors worldwide.
- Very small companies may find Paylocity’s features unnecessary for their scale.
- Undisclosed pricing.
- It doesn’t have a free trial or free plan.
- Support is available in English only.
- It isn’t the best solution for remote teams looking for a tool to manage payroll and benefits for their contractors.
From the moment we started testing Paylocity, its simplicity stood out. Navigating the dashboard felt straightforward, even for team members who weren’t particularly tech-savvy.
As one of our editors logged into the mobile app as an employee to access their payroll details, they shared that they could quickly update their direct deposit information during their commute, thanks to the app’s intuitive design. While the mobile app didn’t offer all the features of the web version, it allowed employees to perform essential tasks like viewing pay stubs and checking tax information with ease.
Another thing we liked about this payroll software was its self-service capabilities. For example, employees could adjust their tax withholdings themselves without involving HR, and the system provided real-time updates.
During our tests, updating tax filing status took just a couple of minutes, and then it was ready for HR to review the update instead of managing the entire process manually. However, when we needed to process benefits-related updates, we noticed a lack of automation. For example, verifying benefits data during open enrollment had to be done manually, which could have been more efficient with automation, we suppose.
We were also impressed with how well its modules integrated with each other. For example, once a candidate was hired in the recruiting module, their details automatically transferred to the onboarding module. This means that users won’t need to re-enter information, reducing the chance of errors and saving time.
And the training module was equally great—it was easy to assign courses to new hires and track their progress. We could use the training library to assign compliance courses to all employees during onboarding, and managers could monitor completion rates in real-time.
Paylocity’s reporting was straightforward for basic needs. We could use it to generate payroll history reports for audits or track specific tax details for compliance. However, its limitations became evident when we needed to create customized reports for executive analysis, such as combining payroll data with workforce performance metrics. We ended up exporting data into spreadsheets for further manipulation.
And while the support team was knowledgeable, the response times weren’t as fast as we expected for time-sensitive issues. As reported by some of the users we surveyed, they wish the support were quicker and more efficient, particularly for high-priority concerns since it’d take them a few days or sometimes, nearly a week to get their raised issue resolved.
40,000+ companies, including Momentus, Watters, and Weigel’s.
Paylocity’s pricing is not publicly disclosed, as it depends on the specific features and services a business requires.
Best For
Paylocity is best suited for mid-sized companies with fewer than 2,000 employees, especially U.S.-based organizations.
During my year as an HR Consultant, I used Paylocity regularly—several times a week and daily when updating information. I managed payroll processing, tracked time-off requests, and oversaw employee benefits to ensure accurate and timely payments.
The reporting features were essential for identifying and addressing discrepancies, helping me maintain accuracy. I also relied on the platform's built-in processes to guide onboarding and manage new hires efficiently.
It was an integral part of my workflow for maintaining data consistency and compliance.
- It made payroll processing simple and user-friendly.
- The accurate reporting features helped maintain data integrity.
- Employees could access their payroll information independently, reducing the need for me to provide printed payslips.
I was an HR Consultant contracted by various companies and used Paylocity intermittently for about a year. Although I was not involved in purchasing the tool, I saw firsthand how it streamlined compliance processes, which saved a significant amount of time.
The platform was easy to use and had great features that supported my HR role, especially as a remote user managing multiple clients. Its accessibility and functionality made it an effective tool for handling essential HR tasks.
Overall, Paylocity provided a reliable solution for managing payroll and compliance efficiently.
- Employees were occasionally locked out of their accounts, often due to forgotten login credentials, requiring me to guide them through the reset process.
- Customer service was overly automated, making it frustrating to reach a live representative when needed.
- The platform could be slow at times, especially when running reports, which delayed task completion.
I have also used ADP, which was more suited for larger companies with complex HR needs and extensive data management. Paylocity, by contrast, was a better fit for the smaller companies I worked with due to its simplicity and user-friendly design. It required less training to use effectively, making it a more practical solution for smaller-scale operations.
When considering Paylocity, it’s important to evaluate whether it suits the size of your business and aligns with your specific HR tasks. Determine if you need the tool exclusively for payroll or for additional HR functions such as benefits management and employee performance tracking.
Scalability and user access requirements should also be considered to ensure it meets your organization’s needs efficiently.
A year ago, when I used Paylocity, new features like time tracking and benefits management had been implemented, making it more user-friendly and competitive. These updates allowed it to better rival other platforms in the market by providing more comprehensive functionality.
Paylocity is well-suited for payroll specialists, managers overseeing HR processes, and administrators handling bulk updates from spreadsheets. It is a great platform for small to medium-sized businesses across various industries.
It may not be the best option for large companies requiring advanced reporting capabilities and comprehensive HR management tools.
Workforce
We chose Workforce.com for its strong employee-facing mobile experience and its automated compliance safeguards, which make it especially effective for shift-oriented SMBs balancing labor efficiency with risk management.
PROS
- Payroll is natively built with direct flow from timesheets to pay runs.
- Automation reduces manual work: auto-approved timesheets, tax filings, and garnishments.
- The mobile app allows employees to view pay stubs, update their bank information, and track historical payments.
- Support includes knowledge base, live chat, email, phone, and ticketing.
- Strong audit logs help maintain payroll accuracy and compliance.
- Full-service, in-house payroll engine with tax filing and wage garnishment support.
- Centralized employee profiles housing HR data, documents, and compliance logs.
- Automated time-to-payroll workflows reduce manual intervention.
- Onboarding and offboarding steps are trackable, with document bundling and digital forms.
- Employee self-service tools (mobile and web) for leave requests, profile updates, and shift management.
CONS
- A free trial is not offered.
- Payroll is offered as part of an all-in-one suite and cannot be licensed independently.
- Payroll compliance is currently limited to the U.S. and the U.K., which restricts global coverage.
- The web interface is functional but could use a modern redesign.
- No standalone access to payroll or HR modules.
- No free trial or sandbox access to test payroll workflows without speaking to a Workforce.com representative.
- Recruitment components are basic compared to specialized ATS systems.
- Their payroll system lacks international tax/localization support.
Workforce.com’s payroll offering feels like the natural extension of its time and attendance roots. In our demo, we saw payroll runs pulling data not just from timesheets and schedules, but also from employee records that contained certifications, incident reports, performance reviews, surveys, and onboarding documents. Because payroll, HR, and workforce management all live on the same codebase, it felt cohesive in a way many payroll add-ons don’t.
Running payroll itself was straightforward. Timesheet data flowed directly into pay runs, allowing us to preview deductions, contributions, tips, commission, bonuses, leave accruals, garnishments, and taxes before processing direct deposits with just a few clicks. We also appreciated the level of automation built into the payroll system. During testing, timesheets that fell within pre-set tolerance rules were automatically approved, so only those that fell outside the rules required review. The system also handled tax filings and garnishments independently.
On the employee side, the mobile app stood out. Workers can view pay stubs, see their historical earnings, and update bank information without logging into a desktop. We particularly liked how earnings were tied to shifts: employees could track what each shift paid and watch weekly totals add up. That kind of visibility provides hourly workers with a clearer picture of their pay in real-time.
Support was also reliable, offering a knowledge base, live chat, phone, email, and ticketing system. While we didn’t test the speed of responses, having multiple channels is reassuring, especially for SMBs that don’t have a dedicated payroll team.
Nevertheless, there are a few trade-offs to consider. One drawback is that Workforce doesn’t offer a self-sign-up free trial, so you won't have the opportunity to explore it on your own before speaking to a sales rep. When it comes to features, the payroll tool primarily caters to the U.S. and U.K., which may not meet the needs of enterprises with thousands of employees worldwide. While we find the workflows to be quite efficient, the admin web interface isn’t as modern as some other options listed, such as Deel and Rippling.
Winnipeg Jets, Altitude Trampoline Parks, Domino’s Pizza, Pinnacle Live, Cedartown Foods.
Workforce.com offers pricing plans ranging from $5 to $24 per employee per month.
Best For
Workforce.com payroll is best for SMBs with hourly teams who value automation, mobile access, and operational efficiency over advanced reporting or international coverage.
I used Workforce on a daily basis, as I was frequently fielding questions from employees and managers. The key workflows I used included time and attendance, fair work week compliance, predictable pay, onboarding, scheduling, and payroll.
These processes were streamlined through the platform, which reduced the need for manual interventions. Workforce allowed me to respond quickly to inquiries and resolve issues efficiently.
The ability to access all functions from a single interface significantly improved my productivity.
- Labor forecasting – Workforce has incorporated AI capabilities to assist with forecasting future labor needs.
- Onboarding – The entire process is paperless and can be completed prior to the employee’s first day of work.
- All-in-one – Everything from recruiting to benefits and payroll is integrated in one place.
My organization transitioned from Kronos to Workforce several years ago. Kronos created a lot of additional work, as we had to make manual entries.
Workforce solved this problem by providing crucial workflow connections throughout the applicant-to-employee process. It allows us to do everything from assigning attendance points to viewing paychecks and resolving payroll issues.
- Benefits – This module is helpful but the weakest on the platform; it's difficult to automate, resulting in frequent manual entries.
- Reporting – There are endless reporting options, but the inability to save templates requires generating a new report each time.
- System upgrades – These often occur during business hours, causing delays in processing critical actions.
Workforce ranks above several similar tools, as the all-in-one option is extremely beneficial for any HR department. I prefer having everything on one system instead of using multiple systems that do not communicate with each other.
Organizations should consider which key modules are required to function on a daily basis before making a purchase. Knowing this up front is important, as adding modules later can create instability in reporting and system performance. Ensuring compatibility with current workflows is also crucial for a smooth implementation.
Workforce has done a great job keeping up with technology advancements. The new AI feature for labor forecasting has been a significant improvement.
Workforce is ideal for any employer with at least 50 full-time employees.
Workforce is a very robust tool, so an organization with fewer than 15 employees may find it too costly for their needs.
Zoho Payroll
Zoho Payroll stood out during our hands-on evaluation for how quickly it enabled us to launch payroll across multiple states, with direct deposit, tax setup, and employee enrollment guided through intuitive workflows. It’s especially appealing for organizations already using Zoho Books or Zoho Expense, since syncing payroll data is baked in.
PROS
- Supports payroll in the U.S., India, and GCC.
- Automates tax filings across all 50 U.S. states.
- Offers a highly rated mobile app for employee self-service.
- Includes regular, off-cycle, bonus, and termination payroll types.
- Integrates natively with Zoho Books and Zoho Expense.
- Provides a free 14-day trial with full feature access.
- Includes guided setup, migration help, and compliance support.
- Supports payroll in the U.S., India, and GCC.
- Automates tax filings across all 50 U.S. states.
- Offers a highly rated mobile app for employee self-service.
- Includes regular, off-cycle, bonus, and termination payroll types.
- Integrates natively with Zoho Books and Zoho Expense.
- Provides a free 14-day trial with full feature access.
- Includes guided setup, migration help, and compliance support.
CONS
- Does not support 1099 contractor payments in the U.S.
- Currently offers no integrations beyond the Zoho ecosystem.
- Requires manual filing for some local and state taxes.
- Charges additional fees for payment failures and delayed filings.
- Launched in September 2025, so some features are still maturing.
- Does not support 1099 contractor payments in the U.S.
- Currently offers no integrations beyond the Zoho ecosystem.
- Requires manual filing for some local and state taxes.
- Charges additional fees for payment failures and delayed filings.
- Launched in September 2025, so some features are still maturing.
Zoho Payroll is a promising option for automating payroll, taxes, and employee compensation across multiple regions. With versions tailored for India, GCC, and the U.S., this payroll software brings statutory compliance and pay cycle management together under one clean, easy-to-navigate interface.
In our demo of the U.S. version, we were able to set up the organization, tax settings, and direct deposit within an hour. The system supports both salaried and hourly W-2 employees, covering regular, bonus, off-cycle, and termination payrolls. The mobile-friendly self-service portal stood out for its simplicity: employees can authorize tax forms, view pay history, and track leave balances directly.
Where Zoho Payroll shines is its automation. It proactively files most U.S. payroll taxes, generates W-2s, calculates benefit deductions, and syncs transactions with Zoho Books. PTO policies are also flexible. You can configure accrual caps, carry-over rules, and state-specific compliance.
However, there are limitations to note. U.S. businesses cannot currently pay contractors (1099s) through Zoho Payroll, though this is supported in the India version. Third-party integrations could benefit from an expansion here, as the available connectors are all within Zoho’s ecosystem and haven’t yet included third-party accounting, time tracking, or HRIS.
We also caution buyers to review Zoho’s fee structure. While base pricing is competitive, you could face additional charges for failed transfers ($8–$100), late tax filings ($150), or manual wire payments. These are not the costs associated with the software, but rather the compliance-related costs, which are automatically added to your next billing cycle.
And because Zoho Payroll's U.S. edition launched as recently as September 2025, the feature set is still maturing. It's a good fit for businesses already using other Zoho products or for SMBs seeking a clean, compliant payroll experience.
KRG Technologies, Leegality, Beez Innovation Labs, CredRight
Zoho Payroll offers two plans: Standard and Professional. Annual pricing starts at $29/month plus $5 per employee, while monthly billing starts at $39/month plus $6 per employee. The Professional plan includes advanced features and starts at $49/month plus $7 per employee (annually). Additional fees apply for failed payments, fund transfer issues, wire transfers, and late tax filings. A 14-day free trial is available with no credit card required.
Best For
Zoho Payroll works best for SMBs and Enterprises operating in the U.S., India, and GCC that need automated payroll, built-in tax filing, and native Zoho integration.
ADP
As one of the best-known and biggest companies in the payroll and HR space, ADP is well-positioned to tackle the complex needs of large enterprises in all kinds of industries.
PROS
- Mature, robust platform & staff with decades of experience.
- Comprehensive packages to tackle payroll, benefits, and HR needs with one tool.
- Big enough to cater to the needs of large enterprises with thousands of employees.
- Native, all-in-one technology suite for recruitment, payroll, and compliance.
- 17 RPO service centers in 14 countries and provide services in 42 different languages.
- Dedicated team of AIRS-certified recruiting professionals.
CONS
- Price points might be too steep for budget-strapped organizations
- Not the most modern platform. Prone to bugs and has an outdated look and feel.
- Little flexibility to cater to specific needs when it comes to implementations and pricing plans.
- Pricing is not publicly disclosed.
- Technology options outside ADP’s dedicated HR tools are limited.
ADP stands out in a crowded field thanks to their ability to offer related HR functions like benefits administration, compliance, and time and attendance in addition to tailored payroll packages - all from a single, easy-to-use platform. Their tailored payroll packages offer a range of tools and add-ons, and we’ve found that upgrading between packages is easy, which is great for companies expecting notable shifts in headcount.
However, ADP may not be the best fit for SMBs due to its high price point. Fees tend to increase with time, and it’s not the cheapest tool out there. Also, we’ve spoken to numerous users who have remarked upon their customer service as an aspect they could improve. Some common complaints include the time of each response and not having a stable point of contact to refer to within the company.
In our experience, the software itself can also create some issues with time. While few companies are able to offer as much, it’s common to encounter bugs and errors that require you to speak to a representative in order to get it fixed – for instance, the hourly pay rate doesn’t come through properly.
Overall, ADP is one of the best-known names in the space and their huge market share means they’re definitely a must-consider for some companies, but they are certainly not the most flexible. Also, since you’ll be among thousands of other customers, you’re unlikely to receive a white-glove customer service experience.
Margaritaville, BP, The Bancorp, The Boston Globe, Whole Foods, LongHorn Steakhouse and more.
APD’s pricing is not publicly available. However, they can provide a custom quote through their website if you indicate your company size and the desired modules.
Best For
Large organizations with headcounts in the thousands. ADP has extensive technical and human resources plus a staggering amount of experience in the field.
Gusto
Gusto offers versatile features such as flexible pay schedules, payroll deductions, automated tax filing, and almost everything else an SMB needs for compliant and fast payroll.
PROS
- Full-service multi-state payroll including W-2s, 1099s, and contractors.
- EOR services for hiring international full-time, salaried employees.
- Supports automated tax filing and benefits administration.
- Flexible payroll options and unlimited pay runs.
- Comprehensive customer support resources.
- Transparent pricing without long-term contracts or setup fees.
- The dashboard feature keeps tabs on compliance tasks
- The hiring and onboarding sequence is nicely streamlined between HR and the new hire
- Post-offer, pre-start tasks are made easy with integrations like CorpNet (state tax set up) Checkr (background checks)
- Easy payroll for U.S.-based W-2 folks, domestic, and international contractors
- Person-to-person phone support, email, and other customer service resources
- The business model is responsive to customer needs
CONS
- Limited analytics dashboard.
- No native accounting feature for earnings and spending tracking.
- Federal/state compliance alerts and benefits require the Premium plan or add-ons.
- Entry plan lacks native time tracking and online signatures.
- Gusto can support payments for international contractors, but not employees
- No native accounting feature to keep earning and spending under the same roof
- Analytics dashboard is simplistic
Gusto has always been a worthy consideration within the payroll software category, especially for small and medium-sized businesses.
First, Gusto is very user-centric: Even the cheapest plan includes call, email, and live chat support at extended hours. There is also an online help center and dedicated community where accountants can connect and learn from each other.
With features ranging from full-service multi-state employee and contractor payments to benefits and even global EOR, Gusto can assist with many business types. We tested its payroll capabilities and can report that its ability to schedule and run fast, flexible (and unlimited) payrolls is pretty much on par with enterprise solution ADP.
That said, we can’t escape the fact that Gusto relies on third-party integrations for accounting capabilities. And while this vendor now provides an international EOR ( partnering with Remote), this service is not available for part-time, hourly workers.
Gusto has a transparent pricing structure and is more affordable than some competitors like Deel. For contractors, it's $6 per contractor per month (Deel is $49) and for employees, it's $40 per person per month (Deel charges $500).
It may be cheap but Gusto does lack some essential features in higher-tier plans, including federal/state compliance alerts, time tracking, and multi-state payroll services. The most affordable plan only supports single-state payroll. For online signatures, time tracking, and expense management, you’ll have to integrate Gusto with third-party tools.
Gusto serves over 400,000 customers nationwide, spanning a wide range of industries and company sizes. While they don’t break down the exact share by business segment, we’ve seen companies of all shapes and sizes — from startups to midsize firms — embrace Gusto’s platform for its reliable payroll and HR features.
Gusto offers various payroll software plans:
- Simple: Starts at $49/month, plus $6 per team member.
- Plus: Begins at $80/month, with an additional $12 per person.
- Premium: Costs $180/month, plus $22 for each person.
- Contractor Only: Available for $35/month.
Additionally, add-ons are available for the Simple and Plus plans:
- HR Resources: $50 plus $5 per employee.
- Priority Support: $30 plus $3 per employee.
Best For
Gusto is great for U.S.-based startups and growing SMBs with limited HR resources.
We process payroll semi-monthly, so we use Gusto at least 24 times a year. Occasionally, I log in to update benefits information, such as 401k contributions. It's convenient to store employee documents digitally, eliminating the need for paper files. Gusto is set up to automatically calculate and deduct 401k contributions, including our 25% match up to the maximum. Additionally, it automatically transfers these funds directly to our provider, so I don't have to worry about making separate payments.
The interface is user-friendly. Benefits deductions are seamlessly integrated with payroll processing. I appreciate how support tickets are efficiently tracked within Gusto.
Our small business needed a cost-effective payroll solution, and Gusto provided an affordable option. We've been using it for just under a year to manage payroll for our two employees. We also needed a solution for direct 401k deductions from our payroll, which has allowed us to save on taxes with pre-tax deductions.
I am not pleased that the support team seems to be outsourced outside of the USA, which occasionally makes me question the accuracy of the information provided. Also, I wish I didn't have to use one of their partners to integrate our 401k plan.
Gusto's interface is superior to many competitors with its ease of use and straightforward setup. It intuitively understands my needs without requiring setup in multiple areas to achieve the desired functionality.
Gusto might not be ideal for larger companies. It can be challenging to manage frequent payroll changes due to the platform's complexity in this area.
Since I am relatively new to using Gusto, I am not familiar with its historical changes or updates.
Gusto is very well-suited for small businesses with fewer than 20 employees.
Companies with more than 50 employees or those with frequent payroll changes may find Gusto less accommodating.
Rippling
We have a high opinion of Rippling for the way it combines stellar HR features, payroll, and even IT in one suite.
PROS
- Integrated platform for HR (including payroll), IT, and finance solutions.
- Robust automation features within an easy-to-use interface.
- Extensive analytics options for comprehensive payroll insights.
- Provides a very clear report of company expenses, breaking down headcount costs.
- All-in-one platform for employee management + PEO services offered, and even a suite of other IT products
- With 500 integrations, it’s very likely that they integrate with other key tools from your tech stack.
- Operates globally with any currency
- Workflow automation
- Analytics opportunities
- Provides a holistic view of company outflows—headcount costs included
CONS
- No option of completely automating the payroll process.
- Requires a minimum of one-year contract length.
- Rippling's payroll requires purchase of its core HR platform.
- Total buy-in to Rippling is essential
- Very SMB-oriented, in case you’re a larger company.
- New features tend to be buggy in ways that tech teams are not accustomed to fixing
Rippling is a 3-in-1 HR, IT & finance platform that can handle multi-state payroll, global payroll, benefits, PEO, EOR, and anything in between for your business.
Rippling has always stood out for its UI. The design is crisp, but more importantly, it’s very well thought out. We tried multiple features during our tech test: onboarding, payroll processing, PTO, and time tracking, and we had no complaints.
Rippling’s payroll solution stands shoulder-by-shoulder with other peers on our list. You can use multi-state and global payroll, as well as EOR and PEO, depending on your needs, to hire and pay employees and contractors in the U.S. and overseas.
On the benefits front, while not as versatile as Gusto’s (9,000+ plans available), Rippling offers 4,000+ options—still a lot more than ADP’s 700. We also love that the platform’s integration list is always growing (500+ at the time of writing).
We’ve talked to HR pros who use Rippling daily. Efficient payroll tools, user-friendly benefits enrollment, and generally helpful phone and email support were all mentioned.
However, we’re quite surprised to discover that it’s not possible to automate the entire payroll process—a feature most modern payroll solutions offer.
Rippling is also less flexible when it comes to billing. There’s no free sign-up option like with Deel. A minimum one-year commitment is also required, unlike Gusto or PapayaGlobal which let you pay either monthly or annually.
Rippling's pricing begins at $8 per month per user and can be customized based on selected modules or the entire platform and the number of users.
Best For
Rippling is worth consideration for midsized and large teams looking to combine payroll, HR, and more into a single tool.
As an HR user, Rippling is used almost daily for HR operations. It plays a key role in recruiting, benefits management, and absence/time tracking. An HR admin can vet candidates, configure and manage benefits, track and pay PTO, and handle compliance documentation. The system supports various workflows, making HR processes more efficient.
- Rippling has a clean, visually appealing interface.
- It offers strong integrations and is user-friendly for beginner admins.
- Implementation is quick and straightforward for organizations.
I consulted with a tech startup on a tech stack selection project, where they chose to use Rippling. My engagement lasted about six months, covering implementation and organizational change management.
Rippling is a workforce management platform specializing in HR management, compliance, and expense management. The organization needed an HRIS as it began scaling aggressively and required a system to streamline HR operations.
- The system lacks flexibility for complex HR requirements compared to platforms like Oracle or Workday.
- Customer support is among the weakest in the HRIS market.
- While onboarding is fast, it can be confusing, as Rippling prioritizes speed over thorough implementation.
Rippling targets the middle market, catering to fast-growing startups and mid-sized enterprises. It offers more features than basic HRIS options but lacks the depth and complexity of Workday. While many companies find it appealing, I don’t think it’s worth the price.
- Budget vs. features—how much are you willing to spend for the functionality you need? HRIS options vary widely.
- Organization size and HR complexity—ensure the system can handle your operational demands.
Founded in 2016, Rippling has effectively targeted fast-growing startups and mid-sized enterprises. However, its development team focuses more on UI enhancements than adding meaningful features.
- Companies that prioritize an intuitive interface for admins and employees.
- Those looking for more features than basic HRIS options but not ready to invest in enterprise-level solutions.
- Companies with either very small or very large HR budgets, as their needs likely don’t align with Rippling’s offerings.
- Organizations with advanced HR architecture or complex requirements.
Paycor
Paycor is a feature-rich payroll tool boasting capabilities such as autorun, real-time calculations, paystub previews that are available three days before payday, and much more.
PROS
- Unlimited monthly payrolls.
- User-friendly payroll solution with a simple, intuitive interface.
- Employee mobile-friendly self-service portal for HR info and benefits.
- Multiple subscription plans for businesses of varying sizes.
- Offers frequent discounts and free trials with no set-up fees.
- Paycor payroll solution and mobile app are both straightforward to use.
- Intuitive self-service employee portal.
- Offers multiple modules for small businesses and custom plans for teams with 50-1000 employees.
- Unlimited payrolls.
- Offers discounts frequently. Though not listed on their site, a free trial is available to those who contact the support team directly.
- On-demand pay is available for all plans.
- With the acquisition of the people development platform Verb, it has improved its employee learning experience.
CONS
- Reporting functionality is not robust with occasional data unavailability.
- Pricing is undisclosed. Some SMBs found it expensive.
- Customer services are not very responsive.
- Time tracking is a paid add-on.
- Undisclosed pricing.
- Customer support is reported to be slow at times.
- It is not a good fit for teams with 1000+ employees or those requiring advanced customization to meet their unique requirements.
Paycor is a great option for small to mid-sized businesses seeking a solution that can handle HR tasks in addition to payroll.
Paycor doesn’t (directly) handle global payroll like Deel or Papaya. Instead, the platform outsources such service to its partners and pays close attention to its domestic users—U.S.-based companies and staff. Thanks to that, its national payroll functionalities are rich and, at the same time, straightforward.
Within this single software, you’ll find autorun, pay options, compliance alerts, and employee self-service, to name a few. The system automates federal and state tax filings and you can do as many payroll runs as you like.
Paycor is particularly well-liked for its flexibility. With multiple plans to choose from, businesses can opt for extra tools like onboarding and compensation planning when they truly need them.
The self-service portal is easy to use and provides access to a bunch of cool features. From checking pay stubs to viewing work schedules, updating profiles, and requesting time off, everything's right there on desktop and mobile.
However, a fair number of HR pros we’ve spoken with mentioned that they weren't happy with Paycor's customer support. Most cited the service being often unavailable and the support team members not being on the same page, so they had to report the same issue multiple times.
We also recommend that you communicate clearly with Paycor about the full costs associated with using its product as, from what we found, there may be extra fees like minimum billing and charges for early check clearance on top of the regular subscription cost.
40,000+ companies including McDonald’s, Wendy’s, the Cincinnati Reds, Detroit Zoo, and the Chicago Fire FC.
Varies depending on your headcount and the specific features you choose.
Best For
Paycor excels for U.S.-based organizations with up to 1,000 employees, especially in industries like manufacturing, healthcare, food and beverage, nonprofits, and professional sports.
We selected Paycor primarily for its payroll functionality. The time tracking and payroll integration was easy to use and straightforward. Paycor stayed up to date on wage laws, so we were pleased with the system's compliance. It also served as an all-in-one HRIS, housing our employee database, timekeeping, and form tracking, such as policy updates. It provided a streamlined approach to managing employee history and digital files.
Paycor had a simple interface that was easy to navigate. We were pleased with its all-in-one HRIS solution, which replaced multiple separate systems we had previously integrated. It was a cost-effective solution for a business of our size.
We used Paycor at a previous organization I worked for. We selected it over competitors because we felt it was the best fit for the size of our organization (about 200 employees). The main reason we chose it was to use it as an all-in-one solution for HRIS. We used it for approximately four years.
Customer service at Paycor left a lot to be desired after implementation. There were extra fees for special requests that were not explained upfront. Annual renewals became more expensive over the years.
It is a cost-effective solution compared to many competitors. Reports are customizable and easy to generate. With some other HRIS tools, report generation was more difficult. Since implementation, customer service has been lacking.
Other HRIS providers tend to emphasize customer service and client partnerships more. Paycor met our needs at the time, but more robust systems would better serve larger organizations.
There are a few key factors to consider when purchasing an HRIS/payroll tool. One is customer service and how well the provider supports your organization after the sale. This is especially important for small organizations that rely on strong customer support to save time.
Cost is another factor, but pricing may vary depending on the organization's size, with some providers offering significant discounts for larger businesses.
Organizations should also clarify their specific needs by creating lists of "must-haves," "nice-to-haves," and "not needed" features. This helps avoid paying for unnecessary functionality and can serve as a bargaining tool during negotiations.
During the time I used it, I observed that they kept up to date with wage and labor laws by state, which was crucial for compliance. Over the four years I used it, they implemented software updates to ensure the system functioned smoothly. Although we did not use this feature, they added integration capabilities with other tools over time.
Paycor is well-suited for mid-sized businesses that have HR experts on staff and need an easy-to-use tool.
Paycor may not be the best choice for very small organizations due to its lack of strong customer support. It may also not be ideal for very large organizations that require more advanced modules found in other HRIS software.
Paychex
Paychex offers three different plans that can serve the needs of various types of small businesses, all focused on payroll processing and featuring some HR tools as you go up in range.
PROS
- Pay-as-you-go plans for various business scenarios.
- Plan upgrades offer enhanced features like performance management, employee screening, and benefits services.
- 48-hour onboarding with personalized payroll guidance for Select and Pro plans.
- Experienced payroll and benefits administrator for 740,000 US companies.
- Timecard processing can be fully automated.
- Integrates well with benefits providers like Benetrac for benefits management.
- User-friendly interface for reviewing W2s and paystubs.
CONS
- Users struggled to get timely help due to frequent payroll contact changes and long wait times.
- Some reported payroll errors and tax inaccuracies which caused compliance issues.
- Separate departments in Paychex for payroll, HR, and benefits hinder integration, customization, and support for small businesses.
- Limited third-party integrations.
- Some users reported slow app login.
- Less modern looking compared to competitors.
We quickly understood why Paychex is so popular among U.S. businesses after diving into its automations.
The auto payroll tax filing, for example, is nicely done. It can handle the whole tax filing process, which is super handy for multi-state teams in minimizing errors and avoiding penalties. Additionally, the employee onboarding feature is one of the most robust we have tried, with easy-to-complete online forms and personalized messages.
We also got a good impression of Paychex’s time tracking, as this tool not only supports touchless employee clock-ins but is agile enough for both medium and large teams.
On top of that, the availability of PEO services means Paychex users can gain access to specialized support for health benefits, compliance, and onboarding without the hassle of finding a whole new tool.
Paychex might be a bit trickier to use and get support than ADP but its strong automation focus is a boon and its HR tools are high quality.
However, if top-notch design is important to you, a fair warning: Paychex’s UI isn’t very good. Perhaps due to its abundant feature set, the payroll platform’s interface gives off a rather cluttered feeling.
Cluttered interface aside, we found the customer support team to be underwhelming. It's tough to get hold of someone on the phone and, when it comes to email support, this vendor can take hours and even weeks to respond. We're also not big fans of the frequent changes in Paychex's customer success managers' contacts, either. This, according to several users we spoke to, has made it even tougher to get assistance.
740,000+ companies, including ESET, Funnelbox Inc., Smile Cafe, H.Y.P.E. Counseling Services, ASG, and Pet Partners.
- Flex Essentials plan costs $39/month + $5/employee/month.
- Flex Select and Flex Pro plans have custom pricing.
- Some features like recruiting, document management, and time tracking are charged separately.
Best For
Mid- to large-sized U.S. businesses that face the intricacies of employing and paying workers across state lines.
We used it for straightforward payroll processing for W-2 employees. Since we did not offer benefits, there were no additional payroll deductions to manage. They provided federal and state labor and tax information to help maintain compliance.
Direct deposit setup was available and appreciated by employees. There was also an option to purchase workers’ compensation insurance, but we did not utilize it due to our remote work setting.
It provided straightforward payroll processing for W-2 employees. You could customize it and add specific features as needed. It was more modern than QuickBooks and offered improved compliance support.
Before my time at Kelly OCG, the smaller firm I worked for used Paychex for payroll. We had previously used QuickBooks, which had become outdated, and Paychex was gaining traction in the industry.
It was user-friendly for processing payroll, including handling wage and bank garnishments when applicable. We were able to customize it to meet our business needs, which was a major advantage.
For tax filing, there was an additional charge for W-2s and, I believe, 1099s, although we did not have any 1099 contractors on our payroll.
Customer support was not very helpful. It often felt like a new representative was assisting each time we called. Although not needed in our case, employee time tracking required an upgrade. There were additional fees for tax filings.
It is better than QuickBooks in terms of usability and features. That is the only similar payroll processing system I can compare it to. Between the two, I would choose Paychex.
Consider how many employees you have. Think about whether the person processing payroll prefers phone or online access. If your company plans to offer employee benefits, this might not be the best solution.
They now offer Paychex Flex, which is a more cost-effective solution for smaller businesses.
Small businesses or companies planning to hire many 1099 contractors would find Paychex beneficial.
Paychex is likely not a good fit for large companies with many fully benefited employees.
Remote
Remote provides a unified global payroll solution with strong compliance controls and direct EOR support across more than 100 countries. We like their intuitive UI, localized payroll compliance, and wide international reach, which is especially beneficial for fast-scaling startups and remote-first teams.
PROS
- Payroll and compliance coverage in over 100 countries without needing local entities.
- Consolidates contractor and employee payroll in one platform.
- Transparent per-country pricing model for EOR and contractor management.
- Intuitive dashboard that simplifies global payroll processes.
- Supports multiple pay methods, including localized payment rails.
- Fast and compliant payroll in 170+ countries.
- Live chat support with local payroll experts.
- Flexible, localized benefit packages.
- Flat-rate pricing structure, no deposits or hidden fees.
- Mobile app streamlines expense reimbursement with autofill from receipt photos.
CONS
- No phone support; email support can sometimes require repeated follow-ups.
- Mobile app lacks full functionality compared to the browser version.
- Invoicing UX can be improved; it currently lacks autosave functionality.
- Doesn’t have a free trial.
- Redundant for organizations solely recruiting within the U.S.
- Help center documentation isn’t easiest to understand.
Remote’s payroll software stands out for its international reach and compliance infrastructure, particularly for companies without local legal entities. It supports payroll in more than 100 countries, allowing businesses to manage both global contractors and full-time employees from a single platform. The user experience is designed to be intuitive—we were able to navigate key workflows, like employee onboarding and payroll setup, with minimal friction.
During our tech tests, the dashboard provided clear visibility into multi-country payroll cycles and compliance alerts, which makes it a strong contender for HR teams prioritizing legal and tax compliance.
One of the standout features of this vendor is its approach to Employer of Record (EOR) services. Unlike platforms like Papaya that often depend on third-party local partners, Remote manages its own legal entities. This in-house strategy provides customers with greater confidence in maintaining consistent service and data control across different countries.
Feature-wise, Remote also keeps up with top players like Deel, offering one-click invoicing, payroll automation, and streamlined contractor payments in multiple currencies. The platform is particularly popular among tech companies that are scaling globally and have a lean HR team.
That said, our experience wasn’t without a few hiccups. Some users we spoke with mentioned inconsistent customer support, including slow responses and lengthy email threads for what should be simple queries. We also noticed that the mobile app occasionally redirected us to the browser for certain actions, which slightly diminished its convenience on the go.
Remote has been used by companies including Pydantic, Axelera AI, Reverse Tech, and Weaviate.
Remote offers several pricing tiers, depending on the level of support needed:
- Contractor Management: Starts at $29 per contractor per month.
- Contractor of Record: Starts at $325 per contractor per month.
- Global Payroll: Starts at $29 per employee per month.
- Employer of Record: Starts at $599 per employee per month.
Best For
Remote is best suited for remote-first, growing teams that want to simplify international hiring and stay compliant without setting up local entities.
Papaya Global
Papaya Global distinguishes itself in the payroll software category by facilitating secure, seamless payments to contractors and employees across 160+ countries, supported by rigorous security and compliance protocols.
PROS
- 5 individual solutions at an affordable price: payroll, EOR, contractors, global workforce payments, and agent of record.
- Guaranteed 72-hour payouts in 160+ countries with full-service payroll.
- Dedicated local support for international employees.
- Free access to global employment specialists in 160 countries.
- 60-day money-back guarantee for dissatisfaction with platform performance.
- EOR monthly fee reduced from $650 to $599 per employee.
- Papaya Global packs the EOR services you need to do global payroll and employment compliantly in over 160 countries.
- Automated payments in over 100 currencies, 80 of them directly to the worker's bank account through its global banking partners.
- Dedicated customer support providing locations-specific knowledge regarding employment and payroll.
- End-to-end payroll guaranteed payouts in 72 hours.
- Offers four standalone solutions: data and insights, supplemental benefits & immigration support, payment services, and employee data management, making the platform more affordable and scalable.
CONS
- No free trial or plan is offered.
- Limited existing integrations, but free use of pre-built and custom APIs.
- Additional fees include setup, onboarding, per-employee cycles, year-end fees, and a deposit.
- No local entities in service countries. No tax penalty guarantee info.
- No free trial or free plan.
- Doesn’t own entities in all the countries it serves. The platform forms relationships with existing local in-country partners to handle employment in a specific region on the client’s behalf.
- BI analytics reports and global immigration services cost additional fees.
- Charges extra fees for setup, onboarding, employee cycle, and tax filing. Also requires a refundable deposit.
- Built-in integration options aren’t very robust. However, the platform does offer pre-built APIs, SFTP, and custom API integrations for free.
Papaya Global has its own time and attendance tracker that works really well with its payroll and compliance services. We can imagine how well-received this feature is by HR pros who can now handle employee hours, PTO, and payroll in one unified place.
We think Papaya’s benefits team is also among the best in the field. They break down all the options and can pair you with top-quality benefits providers across hundreds of different countries and regions. Best of all, you get all this bespoke advice at no extra cost.
And, just as we expected from a top player, Papaya’s self-service portal is good. It’s very handy for getting started, requesting time off, and checking pay stubs, and now, it’s even accessible on the go.
However, unlike Deel, which has its own entities in more than 150 countries for its EOR services, Papaya Global relies entirely on local partners. This presents compliance risks and potential add-on fees. Further, the fact that the platform doesn't offer a tax penalty guarantee is another thing worth noting.
We contacted several individuals who have used Papaya for at least three months to see how their experience with customer service has been, and the gathered feedback was kind of mixed. While some found the support quick and helpful, others have been dealing with the same problems over and over again. A few even felt like the reps might not have all the answers to solve their reported issues.
1,000+ companies, including Fiverr, Toyota, Wix, Deezer, Intel, and Microsoft.
Papaya offers 5 different modules:
- PayrollPlus has 3 plans: Grow Global, Scale Global, and Enterprise Global, priced at $25, $20, and $15 per month per employee respectively.
- EOR: Starts at $599 per employee per month.
- Contractors: Begins at $30 per contractor per month.
- Global workforce payments: Starts at $2.5 per transaction.
- Agent of Record: Begins at $200 per contractor per month.
Best For
Companies that employ a diverse, international workforce and need a centralized solution to manage payroll complexities.
There are several key ways I use Papaya Global. I use it routinely for our hiring and onboarding process, not just for our in-house employees but for contractors as well. I assign roles and permissions for our different departments, including temporary roles for contractors based on need.
This also includes time tracking for our hourly employees and contractors. I use it to monitor local labor laws and manage employee benefits, including handling time-off requests, benefit enrollment, and logging performance reviews.
Every 25th and 10th of the month, I review our workflows, including automated payroll, to ensure pay and time accuracy.
First, its ability to consolidate payroll and compliance. Second, the ease of use during our onboarding process for both employees and contractors. Third, the ability to manage employee benefits and time-off requests across multiple jurisdictions.
Our company operates in several jurisdictions, both in the United States and abroad. We needed an HR system that had extensive features but was also easy to use. Its ability to integrate payroll, compliance, and tax management in one place made it simple for our management teams in different jurisdictions to operate efficiently.
As our team consists not only of in-house employees but also contractors, temporary hires, and vendors, the ability for managers to view and manage this diverse group was critical.
Previously, we used a collection of different systems that did not communicate with each other in many of the jurisdictions where we operated. This led us to create our own spreadsheets and send them to a centralized person who would consolidate the data for tracking and reporting purposes.
In the two-plus years we have used Papaya—aside from the initial growing pains of adjusting to the layout—our organization has operated much more smoothly.
The platform has so many features that it can be overwhelming and occasionally clunky. It becomes easier to use over time, and the Papaya Academy is very helpful. The cost is higher than other solutions we have used.
A more subscription-based model that doesn't charge per employee might be better. Customer support can be inconsistent, with varied response times and occasionally unhelpful responses. I recommend that they create a standardized training program for their support staff, especially internationally.
Compared to other tools where we had to use different products in various locations, Papaya Global is the best at integration, and we no longer need multiple systems. It is number one for a reason.
First, consider the cost, which can be high for smaller companies.
Second, assess the size of your company and the jurisdictions in which you operate to determine if such a robust solution is necessary. If you're not operating in at least three different countries, this solution may not be right for you.
Third, the software is designed for companies with more complex needs than just running payroll. If you need a solution that combines payroll, HR, tax, and compliance, this is a strong option.
Papaya Global consistently update their solutions and have made improvements to customer support.
Medium to large-sized organizations operating in multiple countries will find Papaya Global useful. It is especially useful for those seeking a single solution for HR and payroll.
Small organizations or those not operating in multiple countries will not find Papaya Global a good fit.
APS
After testing APS firsthand, we found that its mix of human expertise and experience in service-based industries across 50 U.S. states makes it an excellent fit for organizations in the country looking for reliable payroll processing combined with exceptional support.
PROS
- Each customer is assigned a dedicated account team, ensuring personalized, prompt assistance.
- Tailored payroll expertise for sectors like healthcare, hospitality, churches, and non-profits.
- Recent updates to the UX/UI have modernized the interface while retaining familiarity.
- Comprehensive HRIS features, including workforce planning, AI Assist for HR, and integrations with popular platforms like QuickBooks Online.
- Affordable for small to mid-sized businesses.
- Processes payroll across all 50 U.S. states.
- APS is very cost-effective. Although the pricing is custom and depends on your business size, we’ve heard current users speak of its affordability. Jackie R, who is a HR Director for a small-sized company says, “I love that APS offers all aspects of an HRIS system at an affordable price. We are a small business and can't afford the big name payroll vendors, but get everything they offer at APS for a price we can afford as a small business.”
- Their customer service is remarkable. As testified by multiple users, the customer service team at APS is prompt and there for you every step of the way, right from implementation to anytime you get stuck using the software. They’ll likely resolve your issue within the same day.
- APS is very easy to navigate and everything is updated and saved in real-time. Despite its complex features, you would likely not find it confusing. They also have how-to guides that come in very handy.
CONS
- No free trial available.
- Only supports payroll in the United States, excluding international use.
- Payroll must be purchased to access other features like workforce management.
- Minimum cost of $250 per month applied to all 25-to-100-employee companies.
- The reporting feature is limited in functionality. Sometimes, there will be missing information that you may require.
- Although their customer support is prompt, you can’t directly reach their team via phone. Customer service answers your queries via email and if you wish to talk to someone on the phone, you’ll have to mention it.
APS Payroll is a solid, U.S.-focused payroll solution with a human touch that truly sets it apart from many competitors.
One of its biggest strengths is customer service. From day one, you’re assigned a dedicated account team, which means there’s always someone familiar with your setup available to help. Throughout our experience, we found APS’s support team to be responsive, with most issues resolved within the same day. Most users we spoke to also praised the payroll software vendor for being there from the implementation phase through ongoing assistance.
APS specializes in payroll for service-based industries such as healthcare, hospitality, churches, and non-profits. This focus has allowed APS to develop a payroll system tailored to meet the unique needs of these sectors, including managing workforce planning while ensuring compliance with the varied payroll regulations across different U.S. states.
During our test, we appreciated the expertise of APS’s payroll specialists, who clearly knew the intricacies of state-level payroll requirements—something that sets APS apart from competitors relying solely on automation.
Over the past couple of years, APS has made notable product enhancements, including AI Assist for HR and integrations, but our favorite is the platform’s new look. Previously, the outdated design was one of our biggest complaints. However, by the time of our test, APS had updated its interface while striking a balance between modernizing and maintaining the familiarity that many long-time customers prefer.
APS doesn’t offer a free trial; however, the pricing starts at $250 per month for 25-100 employees, which makes it quite affordable for small SMBs compared to other payroll providers.
During our research, we spoke with Jackie R., an HR Director for a small company. “I love that APS offers all aspects of an HRIS system at an affordable price. We are a small business and can't afford the big name payroll vendors, but we get everything they offer at APS for a price we can afford as a small business,” Jackie shared.
This aligns with our experience—while it’s not the cheapest option out there, the features provided make APS a valuable solution for businesses needing robust payroll and HR services without breaking the bank.
Unfortunately, APS's primary focus on the United States means it lacks the ability to handle operations for companies outside the country, making it a poor fit for international organizations.
Another thing to bear in mind is that the payroll solution is a required component of using other services that APS offers, such as benefits or HR. So, if you’re looking for a workforce management solution but want to keep your current payroll tool, APS is not ideal for you.
3,500+ companies, including Wahlburgers, Rainbow Sandals, Grayson College, and Hillside Christian Church.
- For businesses with 25-100 employees, APS starts at $250/month, which includes a base fee of $50 and an additional $5 for each employee. Optional features like attendance tracking and scheduling are available for additional costs.
- For companies with more than 100 employees, pricing is available upon request.
Best For
U.S.-based companies in the service industry.
Homebase
Homebase is a simple yet effective payroll solution that is a great bet for small businesses in the retail, hospitality, and service industries. Its biggest strength lies in how swimmingly it integrates with Homebase’s time tracking and scheduling tools, which makes payroll easy to run with minimal manual input.
PROS
- Easy integration with Homebase time tracking and scheduling helps reduce manual payroll work.
- Clear pricing at $39/month plus $6 per active employee, which is quite affordable for small businesses.
- Automated tax filing at federal, state, and local levels built-in.
- Facial recognition clock-in to reduce buddy punching and time theft.
- User-friendly interface designed for hourly workers and shift-based businesses.
- Separate dashboards for managers and employees
- Real-time communication features allow for schedule changes on the move
- Requesting and approving paid time off is easy
- Great scheduling templates help managers streamline work
CONS
- Not ideal for larger businesses needing dedicated payroll support.
- US-only payroll with no support for international employees.
- Facial recognition currently does not verify photos against employee profiles.
- Limited third-party integration support
- Additional features are somewhat expensive
If you’re a small retail, restaurant, or service-based business, Homebase Payroll can keep your HR and payroll operation simple and efficient for you.
One of this payroll system’s biggest advantages is how well it syncs with Homebase’s time tracking. Unlike Gusto, which requires third-party time tracking integrations, Homebase automatically pulls employee hours, overtime, and PTO into the payroll system.
During our testing, we clocked in and out using the Homebase app, and our hours were instantly reflected in the payroll dashboard without needing manual adjustments. This makes it a great fit for small businesses that rely on hourly workers and shift-based schedules.
Additionally, Homebase offers overtime prevention tools, which automatically clock out employees when their shift ends to prevent unapproved overtime. This is a feature we haven’t seen in other payroll solutions like APS and Gusto, which makes Homebase a stronger option for labor cost control.
We liked that Homebase provides automated payroll tax calculations and filings at federal, state, and local levels. The platform also includes a facial recognition clock-in feature to prevent buddy punching—something not natively available in competitors like Gusto or APS. The only drawback here is that this feature doesn’t match employee photos to their profiles, making it less foolproof than it initially sounds.
We think Homebase is great for small businesses, but it may not scale as effectively for larger organizations as a few other SMB-friendly payroll software like Gusto.
Another thing to bear in mind is that similar to APS, this vendor is hyper-focused on the U.S. market and thus does not currently support global payroll. Also, they don't offer dedicated account teams if you're looking for more personalized customer service.
100,000+ U.S.-based companies, including Fuzzy Goat Yarn Shop, The Blind Goat & Xin Chao, and Arthritis and Osteoporosis.
Homebase has a clear pricing structure specifically for small businesses. The payroll tool is marketed as an add-on and can be added to any Homebase plan (even the free one) for $39 per month, plus an additional $6 per month for each active employee.
Best For
If you’re a small retail, restaurant, or service-based business, Homebase Payroll keeps things simple and efficient. It’s a great choice for small, shift-based businesses that need automated payroll with built-in time tracking and overtime prevention.
Key Payroll Software Features
Key payroll software features include automated payroll processing, employee self-service, time tracking integration, multi-state and global compliance, customizable reporting, mobile compatibility, and security and data protection.
- Automated Payroll Processing: Ensures accurate, on-time payments by automating calculations, pay runs, and tax filings.
- Employee Self-Service: Lets employees view pay stubs, update tax details, and access payroll info without HR intervention.
- Time Tracking Integration: Connects directly to attendance systems to automatically pull in hours, overtime, and PTO data.
- Multi-State and Global Compliance: Keeps you aligned with local, state, and international tax laws and labor regulations.
- Customizable Reporting: Offers precise, accurate data on their payroll costs, taxes, benefits, and workforce metrics to aid decision-making.
- Mobile Compatibility: Managers and employees can access payroll info using their mobile devices.
- Security and Data Protection: Safeguards sensitive employee and financial data through encryption, multi-factor authentication, and role-based access.
How to Choose Payroll Software
Before making any investment in a payroll system, you must know what your team wants to achieve with this tool. Our recommended vendors in this buyer guide will save you time and help you narrow down your shortlist to 3-5 options based on your needs.
Next steps, you’d want to jump on a demo with each of these vendors and trial their products first-hand. Equip yourself with the following to ensure you cover all the bases:
- Expert support: Top-tier vendors often provide service-level agreements with guarantees for known scenarios like wait times. For example, APS offers dedicated support and guarantees that 100% of customer queries are answered within an hour. You should also look at real user reviews as they can offer a unique glimpse into how much a vendor prioritizes the customer experience. We did just that—including a verified user review underneath the detailed review of each tool we recommend, so be sure to take advantage of it.
- Key Payroll Software Features: A bare-bones payroll software platform provides automated payroll processing, including time tracking, tax calculation, filing, and pay distribution functions. Another nearly-standard element is employee self-service functions. Think twice about skipping this feature: employees love it, and your HR team will thank you for the time they’re not spending checking someone’s current PTO accrual.
- User-Friendly Interface: In addition to good desktop performance, we recommend companies that offer apps or a mobile-friendly web interface. This is especially critical for payroll software because most users will be employees, not members of your HR team. Look for tools built to enable all users to get the most out of the product. Everyone should be able to access their info on the go with ease.
- Compliance Assurance: If you’ve ever been tasked with running payroll, you know that state and federal regulations are numerous and subject to change (check out the screenshot below as an example). Payroll software should operate in compliance with regulatory standards so you are not at risk of fines or penalties associated with late or incorrect filings.
The last step is determining how much each option would cost you. Most vendors can give you a tailored quote post-demo, but don’t forget to let them know you are also considering other options. From our experience, sales tend to give informed prospects a better quote so that they can compete with their rivals. Once you reach the point where you have all your key notes on each option’s features, drawbacks, and rate cards, you’ll see how easy it is to spot the best payroll software for your company.
Pitfalls When Buying Payroll Software
Some critical pitfalls to watch out for when considering the purchase of payroll software are underestimating the total costs of ownership, ignoring scalability, and overlooking compliance and integration requirements.
1. Underestimating Total Costs
Many businesses focus solely on the initial purchase price of payroll software, neglecting to account for ongoing costs that can accumulate over time. This includes subscription fees, training expenses, and potential costs for necessary upgrades or additional features.
A low-cost solution may end up being more expensive in the long run due to hidden fees or inadequate functionality that requires further investment.
2. Ignoring Scalability
Choosing payroll software that does not accommodate future growth can severely limit a business's operational capabilities.
When an organization expands globally, for example, their payroll needs become more complex; thus, selecting a solution that lacks global payroll capabilities can result in inefficiencies and require a costly switch to a new system later on.
3. Overlooking Compliance and Integration Needs
Compliance with tax laws and labor regulations is critical when managing payroll. Many businesses mistakenly assume that payroll software will automatically ensure compliance, but errors can still occur, leading to potential legal penalties.
Given that more than 9 in 10 business leaders worldwide (94%) want to see their payroll software integrated across all their HR systems, failing to consider the payroll software’s integration capabilities can lead to data inconsistencies and operational disruptions.
4. Documentation Readiness
Comprehensive documentation completed in advance will ensure a smooth payroll system implementation. Timely payroll processing is critical for building employee confidence in the new system, so do everything you can to ensure the software makes a good first impression.
5. Broker Compatibility
If you work with an insurance broker, ensure the chosen vendor supports this partnership arrangement. Not all vendors accommodate external brokers, and those that do may impose additional fees.
6. Geographic Mismatch
Whether it’s global access or county by-laws, make sure your vendor can support all your employee types (independent contractors vs. employees) and office locations (Canadian payroll vs. state-side or international payroll). Read the fine print if you’re looking for a global payroll solution.
As of 2024, payroll for contractors in other countries is fairly common, but this is not the case for employees outside of the U.S., for whom EOR providers may offer more suitable services.
Payroll Software Pricing
Payroll software is typically priced per employee per month. Many vendors offer free trials (such as Rippling, Remote, and Paycor), and most offer discounts for longer-term commitments. As indicated in our payroll software pricing guide, a good payroll tool can cost as little as $19 per month to up to four figures, depending on your business size, employment types, and support requirements, among others.
We recommend negotiating, even if it’s a little out of your comfort zone. Deals can be found if both parties are flexible. From our experience, many vendors, especially those who don’t list their pricing on their websites, are open to negotiation, so go ahead and ask.
Payroll Software FAQs
What is payroll software?
Payroll software is a specialized solution designed to streamline, automate, and manage employee payments.
Can my company do payroll without software?
Technically, yes. But is it a good idea? Probably not. While it's possible to process payroll and benefits manually, this approach is prone to human error and demands significant time and effort.
Automating payroll frees up valuable time that can be better utilized to enhance your business or product. It also reduces the risk of compliance-related fees and fines, provided that you go with a vendor that specializes in your jurisdiction and can provide not only a good tool but also excellent guidance when it comes to navigating those legal intricacies.
What are the different types of payroll systems?
Payroll systems can be categorized in various ways based on specific criteria:
- Country-specific payroll systems, for example, Canadian payroll tools, are tailored to meet the legal and tax requirements of a specific country and often include localization features such as language support and compliance with local payroll regulations.
- SMB-focused payroll platforms are designed specifically for budget-minded teams and, thus, are typically affordable and cover essential payroll processing without the complexity of larger systems.
- Enterprise payroll software is developed for large organizations and can handle a high volume of payroll transactions, and comes with advanced features like integration with other enterprise systems, extensive reporting capabilities, and customizable configurations.
- Global payroll systems are suitable for companies with a global workforce, with multi-country payroll, HR, and compliance for different types of workers.
- Industry-specific payroll software, such as trucking payroll software, often includes additional features relevant to particular labor laws or industry practices, such as tracking of overtime, certifications, or union agreements.
Should I use payroll software or payroll services?
It depends on your specific use cases. Payroll software and payroll services serve different needs. Payroll software automates processing, manages employee data, calculates taxes, and ensures legal compliance, making it ideal for in-house, established accountant teams.
In contrast, payroll services or payroll outsourcing offer a hands-off approach, where dedicated professionals manage all payroll tasks. This is perfect for those with limited human capacity for payroll management and who would like to hyper-concentrate on their core business functions.
Are payroll and benefits software better handled through the same platform?
Many vendors provide comprehensive solutions that cover both payroll and benefits tools. Conversely, some vendors focus on either benefits or payroll alone and offer the rest through partners and integrations.
In our view, using the same platform for payroll and benefits can significantly simplify processes, enhance data consistency, and may even cut costs. Nevertheless, the decision ultimately depends on your particular needs, preferences, and scale.
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