Best Payroll Software for Your Business: 2023 Edition

Rippling is a San Francisco-based company that provides cloud-based HR and IT employee-management solutions – including payroll and benefits – as well as computer and software management and security tools. Founded in 2016, it’s the newest payroll software provider on our list. As you’ll see in our review, it doesn’t lag behind its more established competitors.

Price

Like Zenefits, Rippling is an HR and BA platform first and foremost, and software for payroll processing second. The core plan has a base cost of $35 + $7 per employee per month. It offers an employee directory, onboarding automation, team task management, time-off tracking, enterprise-grade reporting, core HR integrations, electronic documents, and support for custom fields and permissions. What is a payroll program without payroll options? We’re glad you asked. You can add one for $5 per employee per month, and it provides a wealth of features, such as automatic tax filing, workers compensation, new hire reporting, direct deposit, check, and international payroll support; and an error-free guarantee. In addition to the HR and payroll software you can also choose ACA & COBRA Administration and Commuter & HSA/FSA packages, as well as a dedicated HR helpdesk package for real-time support. Benefits are a separate package that includes everything from 401(k) to health insurance.

Usability

Rippling’s home page contains most of the features found on competitor sites. A navigation tool can be found in the left vertical pane. From here you can access various panels labeled for onboarding and offboarding employees, as well as a company records directory. There are also tabs for tasks, reports, documents, and settings.

All your installed apps, including the payroll and benefit add-ons, can be found at the bottom of the page. When it comes to other HR payroll system providers, these are usually bundled together. Whether this is a pro or a con is up to you. We found it a plus, as everything looks cleaner and is more streamlined. The software also seamlessly integrates with all of your favorite apps and accounting software from QuickBooks and Xero to NetSuite and TSheets. This is a major plus for Rippling.

Platform and Compatibility

In addition to the desktop platform, Rippling offers a companion payroll app for both iOS and Android. These are very well designed and intuitive but they are not as full-featured as the online platform. After logging into the app, you can access a scrollable employee list, from which you can message, email, or call them. You can also access all of the integrated apps from here, but you cannot view benefits information as you can with Zenefits.

Also unlike most of the offerings on our list, Rippling payroll doesn’t work well in a mobile browser.

Payroll Calculation and Benefits

Rippling is similar to Zenefits in that it’s an HR platform with payroll capabilities rather than the other way around. If you want to manage your payroll with Rippling, you have to purchase the payroll module at $5 per employee per month. If you’ve set up multiple payroll entities such as employees and contractors on the same payroll you can access them as separate entities when adding or changing hours and other details. This can be helpful for companies with a large staff. It also means that Rippling might not be the best payroll software around for small business owners, as they end up spending extra time setting everything up for a few contractors or hourly employees.

Tax Filing

The tax filing system in Rippling’s payroll add-on is second to none. It handles all 50 US states and even international payments, doing filing for I-9s, W-2s, W-4s, and 1009s automatically. It also supports unlimited pay runs and provides an error-free guarantee. The web payroll site provides extensive information on taxes and how they work in each of the 50 US states. It’s a fantastic system overall and our favorite aspect of Rippling’s platform.

Customer Support

When it comes to doing business with online payroll companies, customer service is often cited as an important factor when deciding which payroll websites to trust Rippling is a bit of an oddball here – there is no live chat or phone support, which are standard with most competitors. On the other hand, email support is pretty much around the clock, and it tends to be very quick and detailed. There’s also a very thorough self-help portal on their website.

The quality of customer support is generally above average, but if you’re the type of person who needs to talk with someone right away, Rippling may not be your best option.

Summary

Rippling is one of our favorite picks on this list. The company offers world-class tax and payroll management, has a first-class HR platform, and offers unmatched integration with the most popular software solutions on the market. The cons are the email-only nature customer support policy and the fact that the mobile app is missing Rippling’s excellent benefits-administration features.

OnPay was founded in 2011. Since then, the software has kept evolving year after year thanks to user feedback. Considering the quality of the service and the design of the platform, it could easily be considered the best payroll program on the market. OnPay automatically inputs your data for you, guaranteeing complete accuracy of the transfer. The interface is entirely user-friendly and offers a separate platform for your employees to use. The automatic tax filing system will make your life even easier for you and your workers. While the price might not be its best feature, the pricing plan is completely transparent and straightforward. Check it out.

Price

OnPay’s best online payroll service puts a lot of emphasis on transparency, which is why you won’t find any hidden fees or extra charges. There is only one pricing plan and it comes with all the available features. The cost of the subscription is $36 a month, plus an additional $4 per person. The website even includes a handy slider that tells you right away how much you’ll need to pay for a specific number of people. You won’t have to pay any setup fees and the first month is free of charge.

Usability

Before you can begin your first free month, you’ll need to set up an account. It is a fairly simple process that needs you to fill out the basic information, while the payroll software programs in the list of your employees and their wages automatically. The slick interface is easy to use and customize. The dashboard on the left gives you quick access to sections and subsections. Different types of actions are color-coded to minimize errors and make navigation much easier. The weekly live demo webinars are a great way to see the service at work and ask any questions you might have.

Platform and Compatibility

OnPay is a web-based platform that works well on all types of devices. The responsive design ensures that you don’t lose any functionalities on your mobile phone or tablet. OnPay’s best payroll software for small business ventures doesn’t have a special mobile app for iOS or Android. However the platform doesn’t really need it, so we can’t consider this a flaw. Your employees access separate versions of the program where they can check their details after they leave the company.

Payroll Calculation and Benefits

As we’ve mentioned before, the team of experts helps you out at the very start with employee migration and managing wages. The company guarantees the accuracy of this information, so you have nothing to worry about. You can set up an unlimited payroll program and easily combine different types of payments like salaries, tips, and reimbursements. Instead of filling out all the data for each employee, you can ask them to do it through the best software for payroll without giving them full administrator privileges. OnPay also fulfills the role of an insurance broker, helping you find the best possible benefits by gathering quotes from various sources.

Tax Filing

You won’t find too many companies guaranteeing tax compliance, but OnPay is one of them. The software automatically gathers and submits taxes on all levels. If you have any specific questions, the company’s team of experts can provide you with information for any of the 50 states. Of course, OnPay is considered the best payroll software for small businesses because it caters to both employers and employees. The tax information and account specifics stay on the site for former employees to use if they need to.

Customer Support

OnPay takes pride in being user-oriented, so it’s no wonder that the customer support is at the top of its game. You can contact the company via email, phone, or live chat. The fastest and most reliable way to get an answer is to use the chat function. The OnPay customer service agents are quick to respond, friendly and, most importantly of all, helpful. In addition to that, the company provides plenty of reading materials so you can learn about the benefits of payroll software, human resource management, and insurance quotes.

Summary

OnPay payroll services will put your mind at ease. When you come onboard, your company information, employees, and their wages are automatically transferred to the platform. The employees can fill out the necessary data themselves and the company representatives are there to help you out with insurance benefits. The tax filing is done automatically on all levels – local to federal – with the company’s full compliance guarantee. The price might be a bit on the steep side, but for the first month it’s the best free payroll software you’ll ever find. It is well worth giving OnPay a chance.

Square Inc. is a financial services and merchant services aggregator and mobile payment company based in San Francisco. It was formed in 2009 and made its first app the following year. While initially focused on mobile payments, these days the company has expanded into financial services. Square’s online payroll service has been in operation since 2015.

Price

Square is one of the more affordable solutions on our list. W-2 employees will set you back $35 + $5 per employee per month, while 1099 independent contractors cost only $5 per employee per month, without the $35 subscription fee. Compared to other payroll service providers, you get quite a bit for those $40 per month: payroll services, automated tax filings, the ability to track time, a way to offer your employees health benefits and provide them with online accounts, as well as the option to pay them through Square’s mobile app. Square has partnered with third-party benefits providers such as SimplyInsured, AP Intego, Guideline, and Alice. You also have the option of using your own health insurance and retirement plan companies.

Usability

Unlike other software solutions on our list, which offer separate tabs for various fields, Square payroll displays everything on one huge scrollable page – which can be a bit cumbersome to navigate. You can easily connect with Quickbooks Online. Another advantage is available to employers who already use Square’s point-of-sale software.
Employees and contractors who clock in and out through the software will automatically get synced with your software. This makes paying contractors on an hourly basis a breeze.

Platform and Compatibility

In addition to its Windows-based software, Square has recently added Android and iOS payroll apps. The payroll application for mobile devices is a little different from the desktop solution. The main overview dashboard doesn’t have links to previous payrolls and you cannot access the labor costs graph. It also splits the desktop version’s Navigation pane into three separate panels: Overview, Team, and History. You can still access all of the features of the desktop application and run payroll through your mobile app without problems. Depending on how you run your business, this can be a huge advantage compared to competitors like Zenefits payroll which offers a mobile app to employees only.

Payroll Calculation and Benefits

Square’s payroll calculation system is fairly standard but it is missing important features available from Gusto and others. It can calculate gross wages, benefits and insurance, Social Security, and state and federal taxes. You can type bonuses, commissions, and so on. The problem is that the payroll system doesn’t allow for multiple pay rates, and you can also key in paid time off or sick leave, but not both at the same time. This can prove to be a bit of a hassle if you have employees who work on different tasks that don’t have the same pay rates. There aren’t a lot of report templates, but you can export paycheck details, paystubs, and other data in CSV format.

Tax Filing

If your biggest fear when it comes to payroll is tax processing, you’ll be glad to know that Square offers a payroll management system with automated tax filing. Square’s software calculates and withholds payroll taxes each time you run payroll. It pays these taxes to your state employer tax agency and federal government when they are due, and you can see a detailed breakdown of these payments in the history panel.

Customer Support

The Square support team is available via a toll-free phone number Monday through Friday, 6 a.m. to 6 p.m. Pacific time. Like other payroll providers, Square offers a comprehensive online self-help library as well as email support. Customers online generally leave favorable reviews, and we’ve also had pleasant experiences – the response times tend to be quick and the staff is knowledgeable and helpful. Top marks in this category for Square.

Summary

Overall, we were very pleased with what Square offers. Best used as a tool to manage payroll for small business organizations, Square gives you a lot of bang for your buck.

The standout features are definitely the low price, the tax filing system, and the comprehensive customer support platform. Easy integration with useful software such as Quickbooks is a welcome addition. On the other hand, the payroll calculation system could offer more options and the online payroll user interface could be cleaner and easier to navigate.

Patriot Software’s story began in a humble Ohio factory basement in 1986. Thanks largely to its competitive pricing model, it has become one of the preferred small business payroll software solutions on the market.

Price

The basic Patriot package starts at just $10 and $4 per employee. This gets you essential payroll features similar to Gusto’s – except that you have to file your own taxes. A timekeeping module will set you back another $5 per employee per month. At this price point you are not getting fancy features like onboarding, electronic signatures, or cloud-based file storage. Patriot’s HR module provides online storage at an added $4 + $1 per employee per month. If you want to make use of Patriot’s payroll tax software, the base price rises to $30 a month.

Usability

Patriot payroll software is not the quickest or simplest package to set up, but the company’s excellent customer service and setup wizard can help with the process. There are a lot of steps to complete, such as entering employee payment history and finding out your state’s tax rates. The software is also a bit dated compared to payroll websites like Gusto. However, the wizard is very helpful. It can point you to useful information, such as how to get your state unemployment number.

Platform and Compatibility

Patriot’s software works equally well on PC and Linux platforms. Patriot doesn’t have a dedicated app, but the website is optimized for mobile devices and features full desktop payroll software functionality.

Payroll Calculation and Benefits

Due to the very low base cost, many features are hidden behind extra costs. You can create user names and passwords for your employees so they can view their pay stubs. Once everything has been set up, you can view gross and net pay totals. Extra features, such as attendance and time tracking are charged separately, and are fairly basic compared to what you can get from Patriot’s competitors. The payroll calculation system is the best part of Patriot’s package. For a small business owner the salary calculator is an excellent tool, providing you are willing to invest the time in setting everything up properly.

Tax Filing

With a base price of just $10 + $4 per employee, Patriot Software is definitely the cheapest payroll service on our list. At this price, you are not getting any tax filing options. The payroll system will calculate federal and state tax liabilities, but you have to either file them yourself or pony up an additional $20 per month to have Patriot do it for you. This is still cheaper than Gusto Core, but it also comes without any extra HR features. If you need 1099 reporting, you have to use the entirely separate 1099 module.

Customer Support

Patriot software reviews often mention the quality of customer service. The company has live chat, email. and phone support. It is available from 8 a.m. to 8 p.m. Eastern Time, Monday to Friday. The company also has a robust help center and embedded helpful videos in each menu.

Summary

Patriot is a fantastic option for very small businesses and people who are experienced with filing their own taxes. It offers all the basic features you need to get started for a very competitive price. Customer service is excellent. Patriot software could be easier to set up and tax filing/HR feature charges can pile up. However, it’s still cheaper than Quickbooks when you take everything into account.

Quickbooks was developed by industry giant Intuit. The company was formed in 1983 in Mountain View California. It achieved major success with Quicken, a program for individual financial management. When it became clear that companies also need an Intuit paycheck calculator, the company launched Quickbooks in 2000. While it may not be the best payroll service for small business owners today, it quickly gained popularity when it was launched, and in 2005 it had a whopping 74% market share.

Price

Quickbooks payroll cost places it at the very top of our list in terms of price. Put simply - Quickbooks is expensive. Quickbooks payroll options include Simple Start, Essentials, Plus, and Advanced plans, at $30, $55, $85, and $200. You can add $45 + $5 per employee for full-service payroll with automation and 401(k) plans.

There are additional charges if you have 1099 contractors. However, you can get 50% off your first three months of subscription service and there is a 30-day trial available.

When it comes to payroll systems for small businesses, the Simple Start plan is the most cost-effective option. It allows you to track income and expenses, capture and organize receipts, maximize tax deductions, invoice and accept payments, run basic reports, send estimates, and track sales and sales tax.

Plans above Simple Start add time and inventory tracking, bill management, and project profitability tracking, while allowing more users access – Start supports only one user per account.

Self-service payroll lets you pay and file federal and state payroll taxes right from the Quickbooks payroll software and file W-2s at the end of the year. Full-service automates the process by getting experts to help set up, file, and pay payroll taxes for you.

Usability

Doing accounting and payroll is complex by nature. Quickbooks payroll services software tries to minimize frustration with a well-laid-out and intuitive interface. The company also has a comprehensive knowledge base and a wealth of helpful tutorials. 

It’s not the most intuitive package to navigate, though. And in a Gusto vs Quickbooks payroll knockdown, Gusto wins because of its rich integration options with third-party apps. Quickbooks integrates well with other Quicken software, however, including Quickbooks Accounting - and since that software is so widely used, it may be the most important kind of integration.

Platform and Compatibility

Quickbooks payroll service is accessible on all platforms. Desktop versions are available for Mac and PC, while the mobile app works on iOS and Android. The versions work a little differently, however. 

The Android version allows you to access basic employee information; preview payrolls; enter hours, payment history, and taxes; and view forms that have previously been submitted. 

The iOS version opens up with your employee list and the four most recent payrolls. It also features a settings tab with some quality-of-life features that are still pending in the Android version.

Payroll Calculation and Benefits

There is no free payroll software provided as part of Quickbooks; it has to be purchased separately. The self-service option gets you access to gross and net pay totals as well as state taxes, but you have to file those yourself. 

In addition to paycheck records, Intuit also provides a customer self-service option with ViewMyPaycheck, but its functionality is limited when it comes to 401(k) balances and benefits. Employees must also submit change requests to you directly for processing. 

Time off and sick leaves have to be managed manually - you enter time-off requests from employees each pay cycle before processing. Finally, Quickbooks isn’t a benefits provider, so you will have to get a third-party app to manage health insurance and any benefits that you offer to employees.

Tax Filing

We’ve already mentioned that payroll software from Quickbooks doesn’t file your taxes for you unless you pay a hefty $45 + $5 fee per employee for full-service payroll.

Quickbooks software is fairly intuitive, but navigating state and federal tax laws can be a pain for inexperienced business owners. There are helpful but costly options here, too. 

Poster compliance service, for example, sends you copies of all the necessary federal and state labor posters each year. However, this costs up to $88 depending on the state, and at that point, you’re better off just paying Intuit staff to handle the whole process.

Customer Support

Intuit payroll service includes phone and email support. Working hours are 6 a.m. to 6 p.m. Pacific time, Monday to Friday, and 6 a.m. to 3 p.m. on Saturday. This makes it one of the best payroll companies for people who need help outside standard working hours. 

The company also has a huge support platform on its website. However, customer reviews of service quality are mixed, and many find the support platform a bit complicated to navigate.

Summary

Overall, Quickbooks is a serious platform from a well-established company that offers a wealth of options and a high-quality service. The main problem is the price - put simply, there are cheaper options out there that get the same job done for small and medium-sized businesses. 

High base service fees and low per-employee costs position Quickbooks as a candidate that’s suitable for the title of best payroll software for large business owners. Those high initial costs are less of a concern for enterprises with hundreds or even thousands of employees, and it is here that Quickbooks catches up with its rivals in affordability.