Payroll Software Pricing Guide

Most payroll platforms use one or more of these building blocks:

• •Monthly base fee — A fixed amount each month to use the platform, often covering the first few employees or a base level of service.
• •Per-employee pricing — An additional fee per employee (and sometimes per contractor) per month or per pay run.
• •Bundled plans — Tiered plans that bundle a base fee with a set number of employees or features (e.g. tax filing, HR tools) so you can pick the tier that fits.
• •Custom enterprise pricing — Quoted pricing for larger businesses or those needing many modules, locations, or compliance support.

Flat monthly fee + per employee — Providers like Gusto and QuickBooks Payroll publish a base monthly rate plus a per-employee (and often per-contractor) fee. You can estimate cost easily. OnPay uses a similar model with straightforward flat-rate tiers.

Premium plans with HR add-ons — Many platforms offer higher tiers that include or add HR features (onboarding, PTO, benefits administration). Moving up a tier increases the base or per-person cost but can replace separate HR tools.

Custom quote pricing — ADP, Paychex, and some others typically quote based on your headcount and needs. Patriot Payroll offers low published pricing for budget-conscious small businesses.

These factors commonly increase what you pay:

• •More employees — Per-employee fees add up as headcount grows.
• •Contractor payments — Some providers charge per contractor or per 1099 payment.
• •Benefits administration — Health, 401(k), and other benefits can add fees or require a higher plan.
• •HR features — Onboarding, PTO, documents, and compliance tools often come with premium tiers.
• •Tax filing support — Full-service tax filing is usually included in the base or a tier; some entry-level plans charge extra.
• •Time tracking — Integrated time tracking may be included or cost extra per user.
• •Workers' comp / compliance add-ons — State-specific or industry add-ons can increase the bill.

Very small businesses — With a handful of employees and basic payroll plus tax filing, many providers land in the range of roughly $50–$100 per month. Base fees plus a few per-person charges add up quickly; the exact number depends on the vendor and plan.

Contractor-heavy businesses — If you pay mostly contractors, look for transparent per-contractor or flat-fee pricing. Some platforms charge less for contractors than for W-2 employees; others bundle a set number before per-person fees kick in.

Growing teams — As you add employees, expect the monthly total to rise with per-person fees. Moving to a higher tier for HR or benefits will increase cost further but can replace other tools.

Businesses needing payroll + HR — All-in-one payroll and HR platforms typically cost more than payroll-only options but can still be cheaper than running payroll and HR in separate systems. Compare total cost (payroll + HR + benefits) when evaluating.

Pricing changes over time and varies by provider and plan. Check each vendor's current pricing and our best payroll software roundup for up-to-date comparisons.

Patriot Payroll — Patriot Payroll offers low published base fees and per-employee pricing, aimed at very small or budget-conscious businesses that need compliant payroll without extra HR bells and whistles.

OnPay — OnPay uses straightforward flat-rate pricing with a base fee and per-person charge. It fits small businesses that want predictable costs and solid payroll plus tax filing without a complex sales process.

Square Payroll — Square Payroll is often priced competitively for very small teams and is a natural fit if you already use Square for payments or POS. It keeps payroll simple and in the same ecosystem.

Gusto, Rippling, ADP, and Paychex offer more than basic payroll: HR, benefits, compliance, and (in Rippling's case) IT and device management. Their pricing is often higher than payroll-only tools but can make sense for businesses that need HR and compliance support, multi-state payroll, or a single platform for payroll and workforce admin.

If you need stronger HR, reporting, or support, compare the total cost of a full-service platform against the cost of payroll plus separate HR or benefits tools. In many cases, the higher payroll price is offset by consolidating systems and reducing manual work.

When comparing providers, look at:

• •Base fee — The fixed monthly (or per-pay-run) amount.
• •Per-employee fee — Cost per W-2 employee and per contractor if different.
• •Annual cost — Multiply by 12 and add any one-time or annual fees.
• •Tax filing — Whether it's included or extra, and for which jurisdictions.
• •Contractor support — 1099 payments and forms; extra fees per contractor?
• •HR add-ons — Cost to add onboarding, PTO, benefits, etc.
• •Hidden costs — Setup fees, year-end form fees, or extra charges for multi-state or corrections.
• •Support quality — Phone, chat, or self-serve; response times and availability.

For curated picks by budget and business type, see our best payroll software roundup. We also publish scenario-based guides: best for small business, best for contractors, and best for growing businesses.

We publish head-to-head payroll comparisons so you can see how pricing and features stack up. Start at our payroll software comparisons hub, or jump to specific matchups: Gusto vs OnPay, Gusto vs QuickBooks Payroll, and Patriot Payroll vs OnPay.