Top 10 Payroll Software Solutions for Small Businesses in the United States

For small businesses in the United States, payroll processing can be a complex and time-consuming responsibility. From tax compliance to managing deductions, issuing payments, and handling employee benefits, payroll management involves many moving parts. 

Payroll software solutions are designed to help small businesses streamline these processes, reduce the risk of costly errors, and ensure compliance with federal, state, and local regulations.

In this article, we’ll examine the top 10 payroll software solutions for small businesses in the U.S., covering their features, pricing, and unique benefits. With the right payroll software, you can save time, reduce stress, and focus on growing your business.

1. Gusto

Gusto is an all-in-one payroll and HR platform specifically designed for small to medium-sized businesses. 

It simplifies payroll by automating key processes like tax calculations and filings, benefits administration, and employee onboarding, making it ideal for small businesses that want comprehensive HR and payroll features in one platform.

• Automated Payroll Processing: Gusto takes care of payroll processing, calculating, filing, and paying federal, state, and local payroll taxes automatically.
• Benefits Management: Gusto offers a wide range of benefits, including health insurance, retirement plans, 401(k), and more.
• User-Friendly Interface: Gusto’s interface is intuitive, making it easy for small business owners to navigate even if they don’t have a background in payroll.
• Employee Self-Service: Employees can access their pay stubs, W-2 forms, and benefits information through Gusto’s self-service portal.

Pricing

Gusto offers multiple pricing plans to accommodate different business sizes and needs:

• Core Plan: $39/month + $6/month per employee. This plan includes full-service payroll, benefits administration, and employee self-service.
• Complete Plan: $39/month + $12/month per employee. Adds advanced features like time-tracking and PTO (paid time off) management.
• Concierge Plan: $149/month + $12/month per employee. Includes dedicated HR support, making it ideal for small businesses that need professional HR assistance.

Best For: Small businesses looking for an all-in-one payroll and HR solution that is easy to use and covers essential payroll and benefits needs.

2. QuickBooks Payroll

Due to its well-regarded integration with QuickBooks accounting software, Intuit’s QuickBooks Payroll is a practical option for small businesses that already use QuickBooks.

This integration allows for seamless synchronization of payroll and financial data, reducing manual data entry and minimizing errors.

• Tax Accuracy Guarantee: QuickBooks Payroll guarantees accuracy in tax calculations, ensuring that your business remains compliant with federal and state tax regulations.
• Same-Day Direct Deposit: QuickBooks Payroll offers same-day direct deposit, providing flexibility and speed for business owners who need to process payroll quickly.
• Comprehensive Reporting: With QuickBooks Payroll, businesses can access various payroll and financial reports, helping with insights into labor costs and cash flow.

Pricing

QuickBooks Payroll offers three pricing tiers, catering to different business needs:

• Core Plan: $45/month + $5/month per employee. This plan includes basic payroll and tax filing features.
• Premium Plan: $75/month + $8/month per employee. Adds HR support, same-day direct deposit, and time tracking.
• Elite Plan: $125/month + $10/month per employee. Offers tax penalty protection, expert setup review, and a personal HR advisor.

Best For: Small businesses that already use QuickBooks for accounting and want seamless integration with their payroll.

3. Paychex Flex

Paychex Flex is a scalable payroll and HR solution that is suitable for both small and mid-sized businesses. It provides an impressive range of features, including payroll processing, HR support, and employee benefits administration, all available through a user-friendly online platform and mobile app.

• Mobile Payroll Processing: Paychex Flex allows business owners to process payroll from any location via its mobile app, which is ideal for business owners on the go.
• Built-In Compliance Tools: Paychex Flex includes tools for compliance assistance, helping businesses stay up-to-date with changing tax laws and regulations.
• Employee Self-Service: Employees can access pay stubs, tax documents, and other information through the platform’s self-service portal.

Pricing

Paychex Flex offers customized pricing based on your business size and specific needs. Paychex Flex pricing generally starts at around $39/month + $4 per employee, but it’s best to contact Paychex directly for an accurate quote.

Best For: Small businesses that expect to grow and want a scalable payroll and HR solution that can adapt to their changing needs.

4. ADP Run

ADP is one of the most well-known names in payroll, and its ADP Run software is a trusted choice for small businesses. ADP Run offers a robust set of payroll features and access to ADP’s extensive expertise in compliance and HR.

• Compliance Support: ADP Run specializes in keeping businesses compliant with ever-changing payroll regulations, helping to minimize legal risks.
• Flexible Payroll Options: ADP Run allows you to set different payroll frequencies and offers options for direct deposit, prepaid cards, or paper checks.
• HR and Onboarding Assistance: ADP Run includes tools for managing employee onboarding, background checks, and other HR tasks, making it a comprehensive option for small businesses.

Pricing

ADP Run’s pricing is customized based on your business requirements, but it generally starts around $59/month + $4 per employee. ADP provides customized quotes to meet specific business needs.

Best For: Small businesses looking for a trusted payroll provider with strong compliance support and flexible payroll options.

5. OnPay

OnPay is a full-service payroll solution designed to be both affordable and straightforward. With an intuitive interface and transparent pricing, it’s a great choice for small businesses that need reliable payroll processing without the high cost.

• Transparent Pricing: OnPay charges a single flat rate, which includes all payroll, tax filings, and support, making it easier to budget for.
• Payroll for Diverse Workforces: OnPay supports payroll for full-time, part-time, and seasonal employees, as well as contractors.
• HR and Benefits Integration: OnPay includes basic HR features and benefits administration options, allowing small businesses to manage HR tasks alongside payroll.

Pricing

OnPay charges $36 per month, plus $4 per month per employee, with no additional fees for tax filings or HR tools.

Best For: Small businesses on a tight budget looking for a cost-effective, user-friendly payroll solution.

6. Patriot Payroll

Patriot Payroll offers both Basic and Full-Service payroll options, allowing businesses to choose based on their needs and budget. With affordable pricing and an easy-to-use interface, it’s ideal for small businesses that want simple payroll processing without additional HR features.

• Affordable Plans: Patriot’s pricing is budget-friendly, with options for both basic and full-service payroll.
• Customizable Settings: Supports different pay frequencies and employee types.
• Employee Portal: Employees can view pay stubs and tax documents through a secure portal.

Pricing

• Basic Plan: $10/month + $4/month per employee.
• Full-Service Plan: $30/month + $4/month per employee.

Best For: Small businesses looking for a cost-effective payroll solution with flexible options.

7. Square Payroll

Square Payroll is an affordable payroll option that integrates seamlessly with Square’s POS system, making it ideal for small retail and service-based businesses. It offers support for both W-2 employees and 1099 contractors.

• POS Integration: Syncs with Square’s point-of-sale system for easy time tracking and payroll.
• Same-Day Payments: Provides same-day direct deposit for employees, ensuring timely payroll.
• Flexible Payment Options: Allows payroll to be managed for both contractors and employees.

Pricing

• Employees: $35/month + $5/month per employee.
• Contractors Only: $5/month per contractor.

Best For: Retail or service businesses using Square’s POS system.

8. Wave Payroll

Wave Payroll is a cost-effective payroll software that integrates with Wave’s free accounting software. It’s an excellent choice for small teams on a budget, providing essential payroll features without overwhelming complexity.

• Integration with Free Accounting: Syncs seamlessly with Wave’s free accounting platform.
• Customizable Pay Schedules: Supports multiple pay schedules for both employees and contractors.
• Direct Deposit: Allows direct deposit payments, making payroll simple and efficient.

Pricing

• Tax Service States: $35/month + $6/month per employee.
• Self-Service States: $20/month + $6/month per employee.

Best For: Small businesses already using Wave’s accounting platform.

9. Zenefits

Zenefits is a full HR platform with payroll as an optional add-on, making it ideal for small businesses that need comprehensive HR services alongside payroll. Zenefits includes tools for managing employee benefits, compliance, and onboarding, offering an all-in-one solution.

• Integrated HR and Payroll: Combines HR, benefits, and payroll on one platform.
• Compliance Support: Helps small businesses stay compliant with employment regulations.
• Employee Self-Service Portal: Employees can manage their benefits, time off, and view payroll information.

Pricing

• Payroll Add-On: Starts at $8/month per employee, in addition to Zenefits’ base HR package.

Best For: Businesses that need a comprehensive HR platform with integrated payroll.

10. SurePayroll

SurePayroll, a subsidiary of Paychex, is a full-service payroll provider designed for small businesses. It offers payroll, tax filing, and compliance support, and its straightforward platform makes it an ideal choice for business owners who need simplicity and reliability.

• Full-Service Payroll: Calculates and files taxes on behalf of the business.
• Mobile Payroll Options: Payroll can be processed from any location via mobile.
• Compliance and Tax Filing: Helps small businesses stay compliant with federal, state, and local regulations.

Pricing

• Pricing: Starts at $29.99/month + $5 per employee. Contact SurePayroll for an exact quote.

Best For: Small businesses needing a full-service payroll solution with a focus on compliance.

Additional Tips for Selecting the Right Payroll Software

1. Consider Your Business Size and Needs: Some software is better suited to small teams, while others can scale as your business grows.
2. Look for Integration with Accounting Software: If you already use accounting software, choosing a payroll solution that integrates seamlessly can save time and reduce errors.
3. Evaluate Customer Support Options: Look for 24/7 support or dedicated advisors if you anticipate needing extra guidance.
4. Check for Compliance Features: Payroll compliance is crucial, so choose a solution that keeps up with federal and state regulations.
5. Factor in Your Budget: Determine your budget for payroll software and look for transparent pricing structures without hidden fees.

Conclusion

Choosing the right payroll software solution for your small business depends on your specific needs, budget, and future growth plans. 

Each of these 10 platforms offers unique benefits, from cost-effective solutions like Patriot Payroll to all-inclusive HR platforms like Zenefits. 

By carefully assessing the features, pricing, and scalability of each software, you can find the best solution to streamline payroll processes, ensure compliance, and save time—allowing you to focus on running and growing your business.