Compare payroll software for maintenance companies and facility service teams managing W-2 technicians plus 1099 subcontractors.
Maintenance companies—facility maintenance, preventive maintenance, and repair crews—need payroll that handles W-2 technicians and office staff, 1099 subcontractors when you use them, and labor cost that ties to jobs or sites when you use QuickBooks. Our picks work for small and growing operations, from single-site crews to multi-location maintenance providers, whether you want an all-in-one platform or simple flat-rate payroll.
Our top payroll picks for maintenance companies.
Best overall for small maintenance companies4.8From $40/moAll-in-one payroll with 1099 support for subs, contractor self-service, and automatic tax forms. Handles W-2 and 1099 in one system. Built-in time tracking. No sales cycle—good for owners and office managers running payroll.
Best for maintenance companies using QuickBooks4.6From $30/moPayroll inside QuickBooks so labor cost flows into job or site costing. Ideal when you run invoicing and books in QuickBooks. Pay techs and 1099 subs in the same system; time tracking can tie hours to jobs or locations.
Best value for straightforward payroll4.5From $40/moFlat pricing and one plan. Pay W-2 employees and 1099 subcontractors with tax forms included. Simple for small teams—works with any accounting software. Support included.
Best for growing maintenance teams4.4From Custom pricingPayroll and HR that scale to more techs and service locations. Custom pricing and optional dedicated support. Good when you're expanding and want a full-service partner for compliance and multi-state.
Side-by-side at a glance.
| Software | Best for | Starting price | Payroll types | Standout feature | Review |
|---|---|---|---|---|---|
| Gusto | Best overall for small maintenance companies | $40/mo | W-2, 1099 | 1099 subs; time tracking; all-in-one | Read review |
| QuickBooks Payroll | Maintenance using QuickBooks | $30/mo | W-2, 1099 | Labor cost in jobs/sites; job costing | Read review |
| OnPay | Best value; straightforward payroll | $40/mo | W-2, 1099 | Flat pricing; 1099 included | Read review |
| ADP | Growing maintenance teams | Custom pricing | W-2, 1099, multi-state | Scale; optional dedicated support | Read review |
What to look for when you're choosing payroll as maintenance companies.
Maintenance companies often have W-2 techs and office staff plus 1099 subs for overflow or specialty work (e.g. HVAC, electrical, plumbing). Your payroll system should handle both in one place—correct withholding for W-2, no withholding for 1099, and the right tax forms (W-2 vs 1099-NEC) at year-end. Contractor self-service lets subs view pay stubs without extra admin.
Labor cost by job or site is central to maintenance profitability and client billing. If you run your books in QuickBooks, payroll that posts labor to jobs (QuickBooks Payroll) keeps job and site costing accurate. Gusto and OnPay sync to QuickBooks but don't push cost to jobs the same way; they're still strong for running payroll and tracking who worked where.
Tech hours—preventive maintenance, repairs, on-call—can be captured with mobile apps, time clocks, or manual entry. The best setup syncs hours into payroll so you're not re-entering data. Gusto has built-in time tracking; QuickBooks Payroll integrates with QuickBooks Time for time-by-job. Accurate hours support job costing and overtime compliance.
Maintenance companies serving multiple sites or states need payroll that handles multi-state tax registration, filing, and compliance. All of our picks support multi-state; ADP adds dedicated support when you have more locations or complexity.
Many maintenance companies have an owner or office manager running payroll. Choose software that's straightforward to set up and run—published pricing, no long sales cycle, and support when you need it. Gusto and OnPay are built for self-serve; QuickBooks Payroll fits if you already use QuickBooks; ADP offers dedicated support when you're ready to scale.
Why we chose these tools for maintenance companies.
Gusto is our top pick for most small maintenance companies: W-2 and 1099 in one system, contractor portal, automatic tax forms, and built-in time tracking. No sales cycle—owners and office managers can run payroll and add subs without calling a rep. It scales as you add techs and sites.
When you run invoicing and books in QuickBooks, QuickBooks Payroll keeps payroll and labor cost in the same system. Labor posts to jobs for job and site costing—critical for maintenance and client reporting. Pay techs and 1099 subs in one place. Best if QuickBooks is already your central tool.
OnPay offers straightforward payroll for W-2 and 1099 at a flat price. One plan, no tier maze—good for maintenance teams that want predictability. Contractor payments and tax forms are included. Works with any accounting software.
ADP fits growing maintenance companies that want scale and optional dedicated support. Multi-state payroll, more techs, and a full-service relationship when you need it. Custom pricing—get a quote and compare to Gusto or OnPay at your headcount.
For more options across all use cases, see our best payroll software roundup. To compare platforms side-by-side, see our payroll software comparisons.
Quick answers for this use case.
