The Best Payroll Software for Startups in 2025

Gusto - Comprehensive Payroll & HR for Growing Startups

Gusto has grown from a simple payroll service launched in 2012 to become a complete HR ecosystem that many startups now rely on. The platform brings together payroll processing, benefits administration, and HR management tools in one centralized system, making it particularly useful for businesses that want to reduce administrative overhead.

What makes Gusto stand out is how it handles the complex parts of employment - from tax filings across all 50 states to employee onboarding and benefits management. The interface is designed with small business owners in mind, not HR professionals, making complex processes approachable even if you don't have dedicated HR staff.

Internet Reviews

Users consistently praise Gusto for its intuitive design and straightforward setup process. Many startup founders mention how the platform has saved them countless hours on administrative tasks that previously took up valuable time they needed for growth activities.

Customer support gets frequent positive mentions, with users appreciating the responsive help when navigating more complex HR situations. The automated compliance tools also receive praise for helping businesses stay on top of changing regulations without constant monitoring.

Features

• Automated Payroll Processing: Handles tax filing automatically across all 50 states with multiple pay schedules and direct deposit options.
• Comprehensive Benefits Management: Offers medical, dental, vision insurance options and retirement plans like 401(k) from a single dashboard.
• Advanced HR Management: Includes digital onboarding, self-service employee portals, time-off tracking, and performance review tools.
• Detailed Reporting Capabilities: Creates customizable reports for payroll, time-off usage, and workforce costs to help with financial planning.
• Seamless Software Integrations: Connects with popular accounting, time tracking, and expense management software to reduce duplicate data entry.
• Employee Financial Tools: Provides a mobile app with spending accounts, early direct deposit options, and personal finance features.
• Flexible Pricing Plans: Offers tiered options that let startups choose the right level of service as they grow.

Simplified Pricing Information

• Simple Plan: $40 base price + $6 per employee monthly - includes full-service payroll, employee self-service, and basic hiring tools for single-state businesses.
• Plus Plan: $80 base price + $12 per employee monthly - adds multi-state payroll, next-day direct deposit, enhanced onboarding, and time tracking.
• Premium Plan: Custom pricing - provides a dedicated success manager, HR resource center, compliance alerts, and certified HR expert access.
• Contractor Plan: $35 base price + $6 per contractor monthly - supports unlimited contractor payments nationwide with four-day direct deposit.
• Optional add-ons available for time tracking, faster direct deposits, and health insurance integration at additional costs.

Overall Opinion

Gusto strikes a good balance between functionality and usability that makes it particularly well-suited for startups and small businesses. The platform handles the complex aspects of employment and benefits administration without requiring specialized HR knowledge from users.

The pricing structure scales reasonably well for growing teams, though costs can increase as you add premium features. For startups looking to establish professional HR practices from the beginning without hiring dedicated staff, Gusto provides the tools needed to manage the employment lifecycle efficiently.

While larger enterprises might eventually outgrow some aspects of the platform, for the typical startup journey from founding through to established business, Gusto offers the right mix of features that grow alongside your company. Its combination of user-friendly design and robust functionality makes administrative tasks manageable without becoming overwhelming.

OnPay - Streamlined Payroll for Growing Businesses

OnPay delivers a comprehensive payroll and HR solution tailored for startups and small businesses looking to simplify their employee management processes. The platform combines essential payroll functions with HR tools in one accessible interface, making it particularly valuable for companies without dedicated HR departments.

What makes OnPay stand out is its industry-specific adaptability, offering customized solutions for businesses in sectors like agriculture, nonprofits, and restaurants. This specialized approach helps startups address unique compliance requirements without needing to become payroll experts themselves.

The system operates through a clean, intuitive dashboard that handles everything from onboarding new hires to managing benefits and ensuring tax compliance. For startups juggling multiple responsibilities, OnPay's automation capabilities free up valuable time that would otherwise be spent on administrative tasks.

Internet Reviews

Users consistently praise OnPay for its user-friendly interface and straightforward setup process. Many reviews highlight the platform's strong customer service, with personalized assistance during the initial transition from other systems. Small business owners particularly appreciate the clear explanations of complex payroll regulations.

Some customers have mentioned occasional delays with customer support response times during peak periods. A few users have noted that while the mobile experience is functional, it lacks some of the desktop version's capabilities. Overall, OnPay maintains strong ratings across major review platforms, typically scoring 4.5+ out of 5 stars.

Features

• Comprehensive Payroll Processing: Run unlimited payroll with flexible payment methods including direct deposit, checks, and prepaid debit cards for employees and contractors.
• Automated Tax Filing: Automatically calculate, file, and pay federal, state, and local payroll taxes to ensure complete regulatory compliance.
• Employee Self-Service Portal: Allow employees to manage personal information, access pay stubs, view W-2 forms, and check details through mobile and web platforms.
• Benefits Administration: Streamline benefits enrollment, track insurance and retirement contributions, and ensure compliance with COBRA and ACA regulations.
• Time and Attendance Management: Track employee hours, manage overtime, handle PTO accruals, and generate detailed timekeeping reports automatically.
• HR Reporting Tools: Generate customizable reports, create real-time dashboards, and analyze payroll and employee performance metrics.
• Accounting Software Integration: Seamlessly connect with QuickBooks, Xero, and other accounting platforms to synchronize payroll data effortlessly.

Simplified Pricing Information

• Base monthly fee of $40 plus $6 per employee or contractor paid monthly.
• All features included: unlimited payroll runs, tax filings, direct deposit, debit card payments, and check printing.
• No additional cost for self-printed year-end W-2 and 1099 forms.
• Optional direct mail service for year-end forms at $9.99 per form.

Overall Opinion

OnPay offers an excellent balance of functionality and affordability that makes it particularly well-suited for startups. The transparent pricing model eliminates unexpected costs, while the comprehensive feature set handles all essential payroll and basic HR needs without overwhelming users with complexity.

What truly distinguishes OnPay is how it combines automation with personalized support. For startup founders without payroll expertise, the system manages complex tax calculations and filings while still providing human assistance when needed. The integration capabilities with popular accounting software also make it a practical choice for growing businesses building their tech stack.

While not perfect, particularly regarding some mobile limitations, OnPay provides startups with a reliable, cost-effective solution that can scale with their growth without requiring significant additional investment or training. For most new businesses looking to establish proper payroll processes, OnPay represents a solid foundation.

QuickBooks - by Intuit

QuickBooks stands as one of the most recognized financial management platforms for startups and small businesses. This versatile accounting software helps new companies handle everything from daily bookkeeping to complex financial reporting.

The platform offers both cloud-based and desktop solutions that adapt to your business as it grows. Many startups appreciate how QuickBooks connects directly with bank accounts to automatically import transactions, cutting down on manual data entry and helping founders focus on building their business instead of paperwork.

For startups specifically, QuickBooks provides the accounting foundation needed to secure funding, track burn rate, and demonstrate financial stability to potential investors.

Internet Reviews

Users generally praise QuickBooks for its comprehensive accounting capabilities and wide integration options. The software receives high marks for its ability to handle complex financial tasks while remaining accessible to non-accounting professionals.

However, recent customer feedback highlights growing concerns about payment services and support quality. Many users report frustrations with unexpected account restrictions and challenges when trying to resolve issues through customer service channels.

Despite these concerns, QuickBooks maintains strong loyalty among established users who have built their financial systems around the platform's capabilities.

Features

• Comprehensive Financial Management: Track your business finances with an all-in-one accounting solution that handles invoicing, expense tracking, and reporting for businesses of all sizes.
• Customizable Invoicing: Create professional invoices with your company logo, send them directly to customers, and set up recurring billing for convenience.
• Online Payment Processing: Enable secure digital payments that help you get paid faster and simplify your financial transactions.
• Automated Expense Tracking: Automatically categorize expenses, track bills, and manage payments across multiple vendors with minimal manual effort.
• Inventory Management: Monitor stock levels, receive low inventory alerts, and track product costs across multiple warehouses with advanced inventory tools.
• Payroll Processing: Streamline employee payments with automated direct deposits, tax calculations, and comprehensive payroll management.
• Detailed Financial Reporting: Generate comprehensive financial statements, sales reports, and cash flow analyses to make informed business decisions.
• Bank Account Integration: Connect your bank accounts to automatically import and match transactions, simplifying reconciliation.
• Tax Management Tools: Automatically categorize expenses for tax deductions, prepare 1099 forms, and support tax filing processes.
• Scalable Solutions: Choose from multiple versions that adapt to your business needs, from solo entrepreneurs to large enterprises.

Simplified Pricing Information

• QuickBooks Solopreneur: $20/month for freelancers and individual contractors, including basic invoicing and expense tracking.
• QuickBooks Online: Ranges from $35/month (Simple Start) to $235/month (Advanced), with user limits from 1 to 25 depending on tier.
• QuickBooks Enterprise: Annual plans from $1,703 (Silver) to $5,364 (Diamond) for larger businesses with more complex needs.
• Payroll Add-ons: Additional costs starting at $50/month plus per-employee fees for payroll processing capabilities.

Overall Opinion

QuickBooks offers startups a reliable foundation for financial management with its comprehensive feature set and scalability. The platform shines in its ability to grow alongside your business, from simple invoicing needs to complex multi-user accounting requirements.

While the software excels in core accounting functions, potential users should consider the recent service concerns and relatively high costs as their business scales. For many startups, the benefits of using an industry-standard solution that integrates with most business tools outweigh these considerations.

QuickBooks remains a solid choice for startups that want powerful financial tools and are willing to invest in their accounting infrastructure from day one. Just be prepared to allocate resources for both the software costs and the learning curve required to maximize its potential.

Patriot Online Payroll - Simplified Payroll for Small Businesses

Patriot Online Payroll provides a straightforward solution for small businesses that need to handle payroll without the complexity. The platform caters specifically to U.S. companies, with a clear focus on making payroll management accessible to business owners without financial expertise.

The software offers two main service levels to match different business needs: Basic Payroll for companies comfortable handling their own tax filings, and Full Service Payroll for those who want complete tax management support. This flexibility makes it particularly valuable for startups that may have limited administrative resources.

With features like direct deposit, employee self-service portals, and customizable deductions, Patriot gives small business owners the essential tools they need without overwhelming them with unnecessary options.

Internet Reviews

Users consistently praise Patriot Online Payroll for its user-friendly interface and helpful customer support team. Small business owners particularly appreciate how the platform simplifies complicated payroll tasks into manageable steps. The affordable pricing structure also receives frequent positive mentions in reviews.

Some reviewers note limitations when it comes to advanced features and integrations compared to more expensive competitors. However, most agree that for small businesses with straightforward payroll needs, these limitations rarely cause significant problems.

Features

• Easy Setup and Management: Free setup assistance and a user-friendly wizard help businesses quickly configure their payroll system with minimal technical expertise.
• Three-Step Payroll Process: Run payroll quickly and efficiently with a simple, streamlined process that saves time and reduces administrative burden.
• Unlimited Payroll Runs: Run payroll as often as needed without incurring additional charges, providing maximum flexibility for businesses with varying pay schedules.
• Free Employee Self-Service Portal: Employees can securely access pay stubs, payment history, and time-off balances, reducing HR administrative tasks.
• Comprehensive Tax Filing: Full Service Payroll option handles federal, state, and local payroll tax filings and deposits, ensuring compliance and reducing potential penalties.
• Free Direct Deposit: Offer employees convenient payment options with free direct deposit services in 2-4 business days.
• Seamless Business Integrations: Easy integration with time and attendance tracking, HR software, workers' compensation, and 401(k) plans to streamline business operations.
• Affordable Pricing Options: Competitive pricing starting at $17 per month plus $4 per employee, with flexible plans to suit businesses of all sizes.

Simplified Pricing Information

• Basic Payroll costs $17 per month plus $4 per employee or contractor, offering unlimited payroll runs and a free employee portal.
• Full Service Payroll is priced at $37 per month plus $4 per employee or contractor, with Patriot handling all tax filings and deposits.
• Time & Attendance add-on is available at $6 per month plus $2 per employee.
• HR Software add-on costs $6 per month plus $2 per employee, providing tools for managing employee information.
• New customers can enjoy a 30-day free trial with 50% off for the first three months.
• Additional services like 1099 Electronic Filing start at $20 for the first five 1099s and $2 for each additional up to 35.
• Multistate Payroll Tax Filing is an extra $12 per month for each additional state beyond the first.

Overall Opinion

Patriot Online Payroll stands out as an excellent option for startups and small businesses looking for an affordable payroll solution without unnecessary complications. Its strength lies in making payroll accessible to non-experts while providing enough customization to handle most small business needs.

The clear pricing structure avoids surprises, and the option to choose between managing your own taxes or having them fully handled offers valuable flexibility as your business grows. While it may not have all the bells and whistles of more expensive enterprise systems, Patriot delivers exactly what most startups need: reliable, straightforward payroll processing without a steep learning curve or budget-breaking cost.

Rippling - Your Complete Workforce Management Solution

Rippling stands out as an all-in-one platform that brings together HR, IT, and finance operations under one digital roof. Since its founding in 2016, it has become a go-to solution for startups looking to simplify their administrative tasks.

What makes Rippling particularly valuable for growing companies is how it connects different aspects of business management. When you hire someone new, the system automatically handles everything from payroll setup to email creation and benefits enrollment, saving countless hours of manual work.

The platform's strength lies in its ability to evolve alongside your startup. With over 500 app integrations including popular tools like Slack and QuickBooks, Rippling fits naturally into your existing workflow while providing room to scale as your team expands.

Internet Reviews

Users generally praise Rippling for its comprehensive approach to workforce management. Most find the interface intuitive and appreciate how it successfully integrates multiple HR functions into one cohesive system. The time tracking and employee training features receive particular praise from startup owners.

However, customer support appears to be a common pain point. Many users report frustration with the support structure, noting that only administrators can contact the help team. Some customers mention technical issues that take weeks to resolve, and others find it difficult to get clear pricing information upfront.

Features

• Unified Workforce Management Platform: Integrates HR, IT, finance, and administrative tasks into a single cloud-based system, simplifying complex business operations and reducing administrative overhead.
• Global Payroll Solutions: Manages payroll across different countries and currencies, enabling businesses to handle international compensation efficiently with automated tax compliance.
• Lightning-Fast Employee Onboarding: Automatically sets up new employees in payroll, benefits, and IT systems within 90 seconds, streamlining the integration of new team members.
• Comprehensive IT Management: Provides robust device security, software access control, and compliance monitoring to protect company data and ensure seamless technological infrastructure.
• Advanced Expense Management: Creates custom reimbursement policies, tracks expenses across 100+ countries, and automates bill review and approval processes.
• Extensive Third-Party Integrations: Connects with over 500 business applications like Slack, Office 365, and QuickBooks to create a flexible, interconnected work environment.
• Powerful Analytics and Reporting: Offers custom reporting tools and workflow automation, enabling businesses to gain deep insights and create personalized operational strategies.

Simplified Pricing Information

• Base platform starts at $35 per month plus $8 per user per month, using a Per Employee Per Month (PEPM) model.
• HR services like recruitment, payroll, benefits administration, and performance management can be added for additional costs.
• Global payroll solutions available in dozens of countries with contractor payments in over 140 countries.
• Advanced IT services such as app, inventory, and device management can be added for an extra fee.
• HR Help Desk with one-on-one support from certified HR professionals available for an additional monthly charge.
• Pricing is highly customizable, requiring businesses to contact Rippling directly for a personalized quote based on specific organizational needs.

Overall Opinion

Rippling offers startups an impressive solution to the complex challenge of managing a growing workforce. Its ability to connect HR, IT, and finance functions in one platform makes it particularly valuable for teams that want to reduce administrative work and focus on building their business.

While the modular pricing structure allows for flexibility, startups should budget carefully as costs can add up when selecting multiple features. The reported customer service issues are worth considering, but most users still find the platform's benefits outweigh these downsides.

For startups planning to scale quickly or manage remote teams across different locations, Rippling provides the kind of comprehensive infrastructure that can eliminate many growing pains. Its automation capabilities and extensive integrations make it a solid choice for companies that want their administrative systems to grow alongside their business.