Quick verdict
How these two tools differ.
QuickBooks Payroll and OnPay are both popular with small businesses. QuickBooks Payroll is the integration play: if you already run your books in QuickBooks, payroll posts to the right accounts and jobs with no sync or export. OnPay is the simplicity play: one plan, flat base-plus-per-person pricing, and solid payroll and benefits without tying you to Intuit.
QuickBooks Payroll wins on workflow when you're deep in QuickBooks—labor cost flows straight into job costing, and you never leave the ecosystem. OnPay wins on clarity: no tier maze, included support, and you can use any accounting software. Both handle W-2 and 1099 payroll with automatic tax filing; both offer benefits. The choice often comes down to whether you're already on QuickBooks (QuickBooks Payroll) or want a standalone payroll tool with flat pricing (OnPay).
Pricing is comparable at entry—QuickBooks Payroll often starts around $30/month base; OnPay around $40/month base, both plus per-person fees. QuickBooks can be slightly cheaper at very small scale but costs can rise with add-ons (time tracking, 1099). OnPay's flat structure is easier to project. Choose QuickBooks Payroll if you live in QuickBooks. Choose OnPay if you want simplicity and don't want ecosystem lock-in.
Comparison summary
Winner for QuickBooks integration
QuickBooks Payroll
Payroll runs inside QuickBooks—no sync, labor cost flows straight into job costing.
Winner for pricing clarity
OnPay
Flat pricing with one plan and predictable per-person cost.
Winner for standalone payroll
OnPay
OnPay works with any accounting software and doesn't lock you into QuickBooks.
Quick decision guide
Which product fits your situation.
Choose QuickBooks Payroll if:
- You already use QuickBooks for accounting and want payroll in the same app.
- You want payroll and job costing in one place with no sync or export.
- You're okay with Intuit's ecosystem and may use QuickBooks Time or other add-ons.
- You want labor cost to post automatically to the right accounts and jobs.
Choose OnPay if:
- You want a standalone payroll tool that syncs to any accounting software.
- You prefer flat, predictable pricing with no tier or add-on maze.
- You don't use QuickBooks (or don't want to be locked in) and want included support.
- You want simple setup and straightforward payroll without ecosystem dependency.
Ratings comparison
How we score each product.
| Category | QuickBooks Payroll | OnPay |
|---|---|---|
| Ease of use | 4.7 | 4.6 |
| Features | 4.5 | 4.4 |
| Pricing | 4.4 | 4.7 |
| Support | 4.3 | 4.5 |
| Integrations | 4.8 | 4.3 |
Feature comparison
Side-by-side feature check.
SupportedPartial supportNot available
| Feature | QuickBooks Payroll | OnPay |
|---|---|---|
| Payroll automation | Full W-2 and 1099, integrated with QuickBooks | Full W-2 and 1099, flat-rate model |
| Tax filing | Automatic federal and state | Automatic federal and state |
| Contractor support | 1099 and contractor payments in same system | 1099 and contractor payments |
| HR tools | Basic; less depth than Gusto | Basic; less depth than Gusto |
| Benefits administration | Available; often via add-ons or partners | Health and 401(k) included |
| Integrations | Native QuickBooks; best with Intuit ecosystem | QuickBooks, Xero, time tracking |
| Ease of use | Very easy if you already use QuickBooks | Simple setup; clean interface |
Pricing comparison
What to expect to pay.
QuickBooks Payroll uses tiered pricing: a base fee (around $30/month on Core) plus per-person fees. Add-ons for time tracking and 1099 e-file can increase the total. OnPay uses one main plan: a base fee (often around $40/month) plus a flat per-person rate—no tiers for core payroll. At similar headcounts they can be close; OnPay is often easier to project because the structure doesn't change. QuickBooks can be slightly cheaper for very small teams; OnPay wins on pricing clarity. Compare total monthly cost at your headcount.
Pros and cons
Strengths and trade-offs.
QuickBooks Payroll
Pros
- Seamless integration with QuickBooks—no sync needed
- Payroll and job costing in one place
- Familiar for existing QuickBooks users
- Competitive entry-level pricing
Cons
- Ecosystem lock-in if you're not already on QuickBooks
- Less HR and benefits depth than Gusto; add-ons can add cost
- Pricing can climb with plan and add-ons
OnPay
Pros
- Flat, transparent pricing—no tier maze
- Simple setup and straightforward payroll
- Support included (phone, email, chat)
- No accounting lock-in; syncs to QuickBooks, Xero, etc.
Cons
- Less depth than QuickBooks Payroll for job costing inside QB
- Fewer HR and hiring features than Gusto
- No native in-app books like QuickBooks
Best for
Which tool fits your situation.
Best for QuickBooks users
QuickBooks Payroll is the better fit if you already run your books in QuickBooks. Payroll posts to the right accounts and jobs automatically, and you avoid syncing a separate payroll app. Job costing and labor flow stay in one system.
Best for flat pricing
OnPay wins on pricing clarity—one plan, flat per-person rate, no tiers. QuickBooks Payroll's cost can vary with add-ons. If you want predictable, easy-to-budget pricing and don't need payroll inside QuickBooks, OnPay is a strong choice.
Best for standalone payroll
OnPay is the better fit if you want a payroll tool that works with any accounting software and don't want to commit to the QuickBooks ecosystem. You get simplicity and flat pricing without lock-in.
Alternatives
Other options we review.
Read full reviews
Dive deeper into each product.
For detailed ratings, features, and pros and cons, see our standalone reviews:
Best payroll software guides
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