Best Payroll Software Systems Of 2024

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Why We Picked Paychex

Paychex incorporates a range of different solutions and is used widely by small, medium and large-sized companies. While around 40% of users were happy with the functionality of the system, the majority expressed dissatisfaction with its tax capabilities, pricing and customer service. Many described it as dishonest and complained especially that they were oversold on its capabilities and that the salespeople used pushy tactics to try and upsell them. Other complaints of the system included making errors, overpaying employees or even miscalculating taxes resulting in serious penalties. Current and former clients greatly disliked the service.

The UI was the most positively reviewed element of the platform with around 80% expressing satisfaction with the design and navigation. Around 50% were happy with the pricing structure and a minority of around 30% of users said they had positive experiences with some select customer service members. This disparity in experiences may be in part to the high turnover rate in representatives which is mentioned many times during the reviews. This solution could be appropriate for small and medium-sized businesses. It supports larger enterprises, but buyers should make sure it has the necessary functionality before purchasing.

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Pros & Cons

User-Friendly UI: A total of 80% of reviewers who mentioned the UI felt it easy to use.
Price Within Budget: Around 50% of reviewers that mentioned price were satisfied with the pricing structure and found that the system was worth it.

Late Submissions and Missed Deadlines: Around 80% of reviewers that mentioned taxes ran into issues, with around 70% saying they had to pay penalties as a result.
Terrible Customer Service: Clients complained that the customer service was rude, unqualified, ill-informed, unhelpful and had high turnover in almost 70% of reviews that mentioned customer service.
Broken Features: Over 50% of reviews that mentioned the features said they were left wanting. The most common issues were communication problems. Just under 20% of all reviewers complained about errors made by either the solution or the staff.
Late Cancellations: Around 20% of reviewers that discussed price complained that they had canceled the program, but it had kept taking money out of their account.

Key Features

Products: It has many different products for different applications. Here are the most important:

Payroll: The platform offers payment for businesses with one employee, under 10 employees, from 10-49 employees and from 50 to over 1,000 workers. This includes online payroll, taxes, deductions and many tools to generate reports and look at costs.
Time and Attendance: The online time and attendance function ties in directly to payroll, saving time when trying to calculate paychecks. In addition to the software, it also offers TrueShift physical time clocks and the InVision iris recognition clocks. Users can track team activity in real time through the manager’s dashboard, and allow employees to record time, approve timecards and check schedules through the employee dashboard.
HR: It has a range of HR services and software including employee development, hiring, records administration, compliance, benefits administration, learning management and more.

Professional Employer Organization: This is a full-service HR consulting program that helps organizations with liability issues, daily worker problems, risk management, benefits administration and other related issues.
Hiring Service: The software can make the hiring process easier with applicant tracking, screening, recruiting and onboarding capabilities. Please note, they don’t have employee leasing, temp staffing or contract staff services.
Employee Benefits: Managers and workers alike can get access to health insurance for groups or individuals, financial wellness and retirement planning.

Business Insurance: Users can get property and casualty insurance with the help of agents who assist in the selection and implementation process for the new benefits. This includes business owner policies, cyber liability and workers’ compensation.
Finances and Payments: Besides payroll, this program also has business loans, expense management, tax administration and processing for payments.
Startup Solutions: For new businesses, it offers guides, consulting, advice and more for multiple aspects of the process. They give aid with marketing, the incorporation process, business management and access to free online tools.

Payroll and Tax Filing: Process payroll and automatically calculate taxes. Paychex can calculate, file and pay taxes at the federal, state and local level automatically. The platform can calculate hours, doing setup for direct deposit and setting hours per pay period.
General Ledger: Synchronize payroll data with integrations offered by Paychex. The system is compatible with a variety of popular accounting systems, including QuickBooks Online and Xero.
Reporting and Analytics: Generate custom analytics and reports or choose from over 160 customizable templates to track and visualize relevant data.
Learning and Development: Employees can take advantage of online courses to stay educated on relevant topics. Not only does this increase productivity, but it makes employees feel more invested in.
Core HR: It gives employee feedback, manages employee training and tracks important documents through the system’s interface.
Onboarding: Applicants and new hires can complete new hire documents, such as tax forms, and set up direct deposit directly through the platform.
Paycheck Protection Program: Introduced by the CARES Act as a measure for economic stability during the COVID pandemic, the Paycheck Protection Program loans encourage small businesses to keep or rehire workers that have been furloughed. This system offers a quick way to apply for this loan.

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Workday HCM

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^$42

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Why We Picked Workday HCM

Workday HCM is suitable for businesses of all sizes. It is a simple and easy-to-use product with multiple functions that contain all HR data in one place. Payroll and benefits are easy to view and verify. Some improvements are required in the mobile app and system speed. Otherwise, its payroll, timesheet tool, ease of use and unified structure can bring a lot of benefits.

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Pros & Cons

Intuitive: 95% of users who mentioned ease of use observed that the software has an intuitive interface, making it easy to navigate and find information, even for novice users.
Multiple Functionality: 90% of users who mentioned functionality state that Workday HCM acts as a one-stop shop for many HR tasks.
Payroll and Benefits: All reviewers who mentioned payroll had a positive experience, with the ability to track hours, collect tax forms, log pay stubs and more.

Slow: Of reviewers who mention user interface, 5% noted some processes are slow, causing the system to show errors.
Requires Training: For first-time users, there’s a bit of a learning curve to get started, requiring training.
Clunky Mobile App: 85% of reviewers who mentioned the app noted that it has issues quite often and doesn’t include schedules, forcing users to use a separate app.

Key Features

Payroll: Workday HCM offers payroll capabilities for the U.S., U.K., France and Canada. All transactions compile in the payroll module. It includes a calculation engine, which enables running reports and calculations for groups and individuals at any time. A compliance dashboard shows information about upcoming changes as well as the areas of greatest impact within your organization.
Benefits Administration: The software supports a variety of plans, such as health, flex, wellness and retirement. Tools such as the ACA dashboard ensure proper coverage as well as aid managing forms and regulatory changes. The system supports integration with hundreds of providers.
Talent Management: This feature includes onboarding and career and development planning components. New hires can access messages, videos and more from a single dashboard, and there’s also support for international and internal transfers. Pulse surveys and a skills cloud provide insight into your workforce. Additionally, you can set goals, perform reviews, manage succession plans, aid employee career development and pinpoint retention risks.
Learning Management System: Equipped with LMS capabilities, this module helps your organization deliver and track a variety of training materials. Elements include scoring, quizzes, learning campaigns, video, learning paths and more. You can also offer courses to external groups. For extended training, the Workday Content Cloud grants access to third-party content directly from Workday HCM.
Compensation Management: With this feature, you can build customized compensation packages for global use by choosing from over a dozen compensation plan types. It supports international currencies and allowance plans based on local limits. The toolset includes a grid worksheet, events coordination for things like new hires and promotions, pay-range segments, tracking of pay equity, configurable statements, and unified data from other Workday HCM modules such as payroll and benefits.
Workforce Planning: The Workday Adaptive Insights Business Planning Cloud provides tools to create models, compare what-if scenarios and build hiring strategies. It also facilitates collaboration along with evaluation of metrics like costs and workforce breakdown. The platform provides review and approval workflows and integrates data from other organizational systems.
Global Compliance: The solution’s flexibility enables you to configure the pre-built frameworks based on your company’s needs. It contains support for 240 countries, 1,500+ reports, 170 absence plans, geographic controls such as privacy preferences and date formats, and over 3,000 localized data fields. You can automatically translate into over 30 languages, receive free legal support across 58 jurisdictions and control all aspects of the setup.
Workday Marketplace: You can extend the capabilities of Workday HCM by connecting it with third-party integrations for case management, hiring, training and other processes. Partner solutions include LinkedIn Learning, Salesforce Worker and Salesforce Chatter, Saba, HireRight Background Check, and Humanity Employee Shift Scheduling.

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Pricing

License/Subscription Cost	Based on key metrics such as total company revenue and employee size, not just per user Support, maintenance and automatic upgrades are included as part of the annual subscription cost
Maintenance Cost	Based on the service hours of support purchased
Installation/Implementation Cost	Implementation costs are typically 1.25 times the annual cloud subscription cost and involve project consulting costs, such as those for a Project Implementation Advisor, a Functional Implementation Advisor, a Technical Implementation Advisor, etc. Other important factors are the service provider chosen for initial implementation, production support, modules selected and complexity of the implementation
Customization Cost	Will vary depending on the type of optional functionalities added-on
Data Migration Cost/Change Management/Upfront Switching Cost	Includes the cost to switch from the existing product to Workday. The enterprise will need to invest in change management
Training Cost	It varies depending on the training option selected and whether it’s classroom training, virtual training, onsite training or on-demand training
Recurring/Renewal Costs	Typical Costs: Renewal Cost (Year 1): Base cost (1 + X% + CPI) Renewal Cost (Year 2): Renewal Year 1 Subscription Fee (1 + X% + CPI) These are the average renewal costs, but sometimes they also include recurring costs for integration tools or other add-on technologies not included in the base package

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Namely

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^$9

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Why We Picked Namely

Navigating the realm of HR software can feel like searching for a needle in a haystack, but Namely consistently emerges as a top contender, especially for mid-sized businesses. Users frequently highlight its user-friendly interface, affordability, and comprehensive features as standout qualities. Reviews often mention the intuitive design and ease of navigation, making it accessible even for those without extensive HR experience. The platform's affordability, without compromising on essential features, is another recurring theme in user feedback. Namely's wide range of features, encompassing payroll, benefits administration, talent management, and compliance tools, further solidifies its position as a versatile and valuable solution.

When compared to competitors like Deluxe, Namely's broader scope of features becomes evident. While Deluxe primarily focuses on payroll processing, Namely offers a more holistic approach to HR management. This distinction is crucial for businesses seeking a comprehensive solution that extends beyond basic payroll functions. Namely's emphasis on employee engagement and its intuitive self-service portal are also differentiating factors that resonate with users. The platform empowers employees to manage their own information, benefits, and time-off requests, fostering a sense of ownership and streamlining HR processes.

Considering its strengths and weaknesses, Namely appears to be an ideal fit for mid-sized businesses with 25 to 1,000 employees. Its scalability, comprehensive features, and focus on employee experience cater specifically to the needs of growing companies. Namely's ability to streamline HR processes, improve efficiency, and enhance employee engagement makes it a valuable asset for businesses looking to optimize their HR operations and cultivate a positive work environment.

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Pros & Cons

Role-Based Access: Available with a single click, this feature allows users to view, add and update information anytime, according to 100% of reviews mentioning it.
Customization: It’s possible to customize almost all functions and operations, as noted by all reviews of customization.
User-Friendly: As per 80% reviews on this element, a user-friendly interface makes navigation easy.
Regular Updates: All reviews on updates indicated that Namely releases updates regularly to improve its functions and capabilities.
Comprehensive Solutions: All users referring to this aspect appreciated the end-to-end HCM capabilities for HR, payroll and benefits.

Time and Attendance: Adding manual data in the timesheets and attendance manager is a tedious task, according to 100% of reviews on this feature.
Customer Support: All reviews on this element indicated that support is slow and unresponsive.
Integration: There’s a lack of integration and communication between the payroll and HRIS modules, according to all reviews on integration.

Key Features

Payroll: Includes:
- Regulatory compliance, employee access, prebuilt reports, and automatic generation and filing of 1094s and 1095s for ACA.
- Benefits deduction calculations, so payroll numbers are always updated.
- Automatic syncing with all HR data.
- End-of-year reporting like W-2s and 1099s, including tax filing.
Time and Attendance: Enables:
- Data transfer to the payroll module for accurate processing, with options for online time tracking. Offers physical clocks equipped with punch-in methods such as PIN, fingerprint and ID card.
- Data summary views surrounding hourly workers with the admin dashboard, which shows and uses reports to drill into greater detail on different metrics.
- Scheduling, managing overtime and performing mass editing actions.
Talent Management: Provides onboarding capabilities, eSignature, custom performance reviews, task tracking, configurable employee surveys, goal management, customizable automated review cycles and more.
Benefits Administration: Includes health insurance, FSA and HSA options, life and disability insurance, 401(k), wellness programs, and more. Additional insurance coverage for pets and identity theft available as well. Namely Exchange automatically sends employee elections to Cigna.
HR Analytics: Contains:
- Metrics on diversity using factors like gender and age.
- Pay gap analyses for gender and ethnicity, sorted by job level, department and other criteria.
- Dashboard with KPIs such as trends for headcount, time off and attrition.
- Custom reports to gain deeper insights and compare performance against industry benchmarks.
Mobile App: Available for iOS and Android, with geo-fencing for time management. Employees can request time off, while managers can receive notifications and view team PTO.
Open API: Enables Namely to act as a system of record and facilitates single sign-on. Import data from other platforms, such as an applicant tracking system, learning management system or ERP.

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TriNet

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^$8

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Why We Picked TriNet

In HR, you're responsible for a lot of paperwork for core functions like recruiting, tax filing, payroll and performance management (just to name a few). Trying to keep every document organized and secure the old-fashioned way might feel like managing the Smithsonian.;

TriNet can alleviate your document management woes by keeping everything in one place in the cloud.

Its platform includes HR management and administration tools, recruiting, payroll and benefits. Overall, I found the design practical and simple. It didn't leave me guessing where to find things.;

Manage access to folders and documents, create custom folders and specify which employees have access. In the upper right corner, you'll find your profile along with an arrow that reveals menu options. The top right also features your inbox, notifications, help and a handy search bar.

It has separate tabs for worker and company documents. Creating folders to stay organized is easy with the bright orange "Create New Folder" option. Each document allows you to hover over it, where you can click the pencil icon to edit or the trash can icon to delete.

Manage employees’ benefits eligibility, view benefit costs and change enrollment details. Scroll down and see everything covered under your plan, from dental and vision to life insurance. To get employees on board, set your open enrollment dates and automate notifications.;

Customize email invites, preview the employee experience and ensure no one misses enrollment – once it’s open, they’ll see it as a task at the top of their dashboard.;

There’s no guessing when it comes to employee costs, the company contribution and total because it’s laid out clearly in the monthly cost breakdown. Plus, when enrollment time rolls around, there’s a start renewal link, side-by-side plan comparisons and a quoting tool.;

My favorite feature is the step-by-step guide because even if you’ve gone through the labyrinth of benefits enrollment seemingly a hundred times, there’s still a lot of ground to cover, which makes setting everything up less overwhelming. Make your enrollment setup unforgettable with benefits checklists that ensure employees don’t miss important options.

The payroll module is reasonably straightforward. The layout is on the simple side, featuring main menu optionhs including Overviews, People, Timeline, Reports, Taxes, Forms and Settings.;

Just like conveniently passing by a coffee shop on your way to work, essentially every payroll task you have to check off is connected and easy to find. Manage employee notifications, download payroll reports and approve payroll — all in one place.;

The candidate landing page is simple. It shows the person’s name to the very left; on the right, you can view their contact info (there’s a phone icon and email icon), location, workflow status, source (like your career page) and the date they applied.

So, what happens after clicking a candidate's name? You get directed to their profile and, from there, view their resume, scorecard, assessments, emails and documents. There are options at the top to reject or advance candidates. Once they move to hiring, you select their start date and press hire candidate, and ta-da — you’re greeted with virtual confetti.;

I like that there are conveniently automated communication options like sending text messages. It's especially helpful if you’re hiring multiple people and don’t want to lose track of candidates or get anyone stuck in one of the hiring steps.;

While everyone learns things at their own pace, from my perspective, I found TriNet a good fit for beginners.;

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Pros & Cons

Ease of Use: Many users find the platform simple to navigate, making it easy to view paychecks, track time and attendance, manage payroll, and administer benefits.
Automation: Payroll and benefits processes are largely automated, reducing manual tasks and improving efficiency.
Customer Support: The support team is often praised for being professional, friendly and helpful. There are various support options available, including chat and phone and the ability to track case submissions.
Smooth Benefits Enrollment: Most users like its insurance options (especially with it being all integrated right into the platform), including re-enrollment options, multiple language support and mobile enrollment. Overall, the majority found the process hassle-free.

Basic Functionality: Users find the platform design on the basic side, which can be a double-edged sword. While it simplifies navigation, it may feel less intuitive.
Customer Support Wait Times: Some users reported long wait times and the need to connect with multiple support representatives. There are designated support representatives, but the availability depends on the plan you opt for.
Integration Challenges: There have been difficulties linking multiple companies within the platform, complicating things like time-off approvals.

Key Features

Payroll: Log on, go to your payroll overview, and you'll see tasks you need to complete at the top. Click open payroll and review and approve your next pay run. There are also indicators that let you know if anything looks off to prevent payroll errors.
- Pay Cycle Tracking: Monitor pay cycles and important dates categorized by employee groups (exempt vs non-exempt) with downloadable calendar views.
- Advanced Issue Notifications: Receive indicators for potential payroll issues prior to final approval, with advanced filters for insights (location, department, job code).
- Reimbursements: Make reimbursements easy. Choose the type (like driving) and enter the amount right on the platform.
Integrations: Integrate with popular accounting software platforms like Xero and QuickBooks.
Benefits Administration: Offer standard medical, dental and vision benefits, along with life and disability insurance. Additionally, there are commuter benefits, COBRA administration, workers comp, FSA and HSA. Filter from hundreds of providers for easy comparison and manage their information from a dashboard.
- Transparent Pricing: Know where your money's going with monthly cost breakdowns that lay out all the details, from dental to life insurance.
Time Management: Keep an eye on clock-in/out times and hours worked with real-time dashboards. Set up customizable PTO policies, streamline workflows, view calendars, approve requests with a click and let employees manage their sick days/time-off requests.
TimeKeeper iPad App: Protect against fraud and time theft by taking pictures of employees when they check in or out.
Performance Management: Leverage goal management, meetings, action items and performance tracking. Run peer and 360-degree reviews using prebuilt templates and customizable questions.
Document Management: Centralize employee documents, create custom folders and specify which employees have access.
Recruiting and Hiring: Handle all your hiring tasks digitally, fast track completing offer letters with templates and run background checks.
- Job Post Sharing: Share job listings on free job boards and social media, or boost them on paid channels with just a few clicks.
- Automated Communication: Send automated texts, emails and notifications to prevent candidates from getting stuck in one step of the hiring process.
- Candidate Profiles: Click on a candidate's name to access their profile, where you can view their resume, scorecard, assessments, emails, and documents all in one place. Easily reject or advance candidates with just a click from their profile.
- Seamless Hiring: Once you select a candidate for hire, simply choose their start date and hit "hire." Celebrate when they’re officially onboarded.
Onboarding: New hire info syncs across the suite, so you won't have to enter it twice (or worry about double entry). New employees can also manage their part of the process to keep everything accurate and on time.
- Employee Progress Dashboard: Track who’s completed enrollment and send reminders or invitations to new hires.
Compliance Assistant: Use this built-in tool to track federal HR deadlines and set custom reminders. You’ll find detailed explanations of compliance deadlines that could affect your business and sync reminders with your personal calendar. There are also resources to provide a better understanding of regulatory requirements, including ACA, COBRA, EEOC and I-9 compliance.

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Paycor

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^$99

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Why We Picked Paycor

Paycor is a popular HR management software designed for both in-office and remote teams, as well as HR managers aiming to improve performance management. Suitable for small, medium, and large businesses across the United States, Paycor supports teams of 50 to 500 employees and can scale to accommodate organizations with up to 2,500 members.

Key features include personalized coaching, Smart Source recruiting, online learning and leader insights. Financial managers benefit from Paycor’s analytics tool, which helps with compensation planning, pay equity monitoring and trend analysis. The software also integrates with general ledger data and offers self-service options for employees to access pay stubs, history and tax forms.

Jumping on a live chat, I found Paycor's the most personable experience compared to competitors. I selected “just browsing” and received prompts for webinars, compliance checks, product info, and pricing. The only downside was there wasn't an option to start a new chat and the previous conversation kept reappearing even after refreshing.

The mobile app provides employees with easy access to their wages, flexible pay options and paycheck details from anywhere. They can view deductions and adjust federal and state tax withholdings directly through the app.

Users appreciate Paycor for its intuitive navigation, self-service features and employee recognition tools. However, some have experienced extended wait times for customer support and challenges with implementation, which sometimes require additional support team intervention.

Pricing for Paycor begins at $99 per user per month. A free trial is available for prospective users to evaluate the platform before committing.

I found Paycor’s platform pretty straightforward after trying it out, specifically when it came to managing compliance and employee details. I appreciate how the system highlights potential compliance issues and provides clickable warnings for detailed insights. For example, if there's a tax registration issue, I can quickly see specifics like the tax authority, client ID, and tax code, as well as the exact problem, such as a missing tax ID. The platform then guides me to a resolution page where I can easily add the necessary tax ID to fix the issue.

When it comes to managing employees, I found the “Manage People” section intuitive. I can filter employees by department, location, title, or status, including options like 3rd-party payable, Active, FMLA, Laid off, or on paid leave. To perform tasks such as assigning a new responsibility, I simply check the box next to the employee’s name. If an employee needs a specific form or document, checking their name is all it takes.

The homepage is handy for checking time-related information at a glance. I can see scheduled absences, approaching overtime, and current clock-in or break statuses without needing to dig through multiple screens.

For new hires, I can view their name, hire date, email and onboarding progress in one place. Clicking on their name provides access to important details for updates, such as tax information, compensation, and work schedule adjustments.

Sharing documents is simple with the “Bulk Actions” feature. I can select and send documents like the employee handbook, PTO policy, or exit interview questions by setting a date and clicking “share form(s).” I can also track the status of these documents in the Forms & Documents Tracking Center.

I like the drag-and-drop menu options for customizing my homepage. Managing my tasks is made easier with the “My Task” option, and viewing my available PTO balance and requesting time off are just a few clicks away. I can specify the dates and whether it’s a full or partial day leave, add any necessary notes for my supervisor, and submit the request easily.

Accessing and downloading my pay stubs and tax documents directly from the platform is convenient, and setting up direct deposit is straightforward. I can even split my paycheck between two accounts if needed, with one as the primary. Plus, I can check how many days are left until my next paycheck right from the homepage.

I'm a fan of the Recognition Center because it lets me view positive comments from colleagues and leave recognition for others.

Overall, Paycor’s platform has simplified many of my HR tasks and made the process more efficient.

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Pros & Cons

Time Tracking: 86% of users like Paycor's time tracking feature for its simplicity and accessibility.
Payroll: 88% of users found payroll processing convenient and reliable, particularly when processing bi-weekly payroll.
Ease of Use and Navigation: 77% of users appreciate Paycor's intuitive platform, noting that it’s easy to use and navigate, which simplifies daily HR tasks.
Integration and Customization: The platform's ability to integrate various features and customize settings to meet specific needs is frequently highlighted as a strength.
Training Opportunities: Paycor offers a variety of training options, including online webinars, recorded sessions and certification courses, which users find beneficial.
Employee Recognition and Communication Tools: Features that support employee recognition and communication are well-regarded. Users find these tools effective in engaging and managing their workforce.
Onboarding: The onboarding feature is praised for its effectiveness in streamlining the new employee integration process.

Login Frustrations: Users note that the login process can be inconvenient as it adds an extra step to accessing information.
Customer Service: Some recent reviews cite difficulties with the support process, specifically over the phone with wait times.
Timecard Issue: A recent review notes experiencing a glitch with timecard integration, which impacted payroll processing.
Reporting: Users find the reporting features cumbersome and inconsistent. The complexity of reports and the lack of simplicity in generating them are notable pain points.
Integration With Third-Party Platforms: There are some minor issues with integrating Paycor with third-party platforms, such as benefits systems, which can lead to excessive delays and unresolved problems.

Key Features

Leader Insights: Just like report cards, give new managers a detailed look at their successes and areas for growth. Managers view the number of completed 1-on-1s, pay rate changes and recognition, supporting employee development and engagement.
Benefits Management: Centralize employee information and empower employees to self-enroll in benefits plans through the system. Gain high-level insights into maximizing employee benefits packages with analytics.
Compensation Management: Ensure workers are getting paid the correct amount based on experience, skillset, education, certifications, job title and performance (great for reducing turnover and boosting morale).
Career Development: Let everyone know when there’s an opportunity for advancement, develop goals that align with larger business objectives and reward high performers.
Learning Management and Development: Search for courses, take notes, provide feedback and access various learning tools from any internet-connected device.
Payroll Management: Enable easy access to pay stubs, history and tax forms without admin intervention. Ensure accurate payroll processing, calculations and deductions. Automate payroll calculations, tax withholdings and direct deposits, reducing manual entry errors.
Time and Attendance: Monitor employee hours and forecast labor costs using historical data. Clock in and out from Paycor's app. Manage time-off requests and resolve time clock errors.
Scheduling: Ensure peak productivity with real-time analytics. Manage leaves and sick days, ensuring there are enough people to get the job done when unexpected call-outs occur.
Reporting and Analytics: Combine HR, payroll and time data into a single report. Track, store and compile data to provide managers with insights into business practices.
Smart Sourcing: Use Paycor's AI smart sourcing to analyze job descriptions, focusing on key factors like responsibilities and experience to find the best candidates. Run targeted campaigns to attract and engage potential hires, speeding up your talent search.
Job Posting Assistance: Paycor has customizable templates and AI to take skills recruiters type in and turn them into job descriptions. The platform connects to various job sites, including Facebook and LinkedIn, letting managers see which employees share job postings.
Compliance: Paycor offers comprehensive compliance solutions, from application tracking and EEO/OFCCP compliance reporting to simplifying ACA requirements with detailed reports and employee eligibility tracking. They also have online resources on compliance updates and changes to state laws.
Performance Management: Ensure regular 1-on-1s, track goals and collect feedback. Use job assessments, role profiles, templates and role-based reviews.
Learning Management: Get self-paced tailored training and coaching. Employees and managers can take bite-size learning courses on key topics like compliance.
Pulse Surveys: Turn employee feedback into actionable improvements. Empower staff to share their experiences and identify needed changes to mitigate turnover.

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Paycom

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^$25

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Why We Picked Paycom

Paycom users in the past year have expressed both enthusiasm and concerns about the software. Many praise its user-friendly interface, mobile app convenience, and comprehensive feature set, which includes payroll, HR, benefits administration, and talent management. Compared to competitors, users find Paycom to be more intuitive and integrated, streamlining HR processes and saving time. Additionally, customer service is often lauded as responsive and helpful. However, some drawbacks are also mentioned. Implementation can be complex and require significant initial effort. Pricing concerns surface, with Paycom perceived as costlier than some competitors. While offering a wider range of features, this may not be necessary for all businesses, leading to potential overpaying for unused functionalities. Overall, Paycom seems to be a powerful and user-friendly option for companies seeking a one-stop HR and payroll solution. However, its complexity and cost warrant careful consideration, especially for smaller businesses or those with simpler needs. Comparing features and pricing with competitors is crucial to ensure Paycom aligns with your specific requirements and budget.

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Pros & Cons

User-Friendly: 85% of reviews mentioning the interface noted the platform has an intuitive layout, with all features organized and easy to locate.
Customer Service: Customer support is highly responsive, as asserted by 100% of reviews referencing it.
Employee Self-Services: All users referring to self-service observed that employees can easily upload documents, view information and track performance.
Performance Reviews: An open dialogue tool makes employee performance reviews more effective, as indicated by 70% of reviews mentioning this feature.
Use Anywhere: The mobile app is easy to use and has all desktop features available, as asserted by 100% reviews on this feature.
Customization: Customization for most features helps cater to a company’s unique requirements, as noted by all reviews on product customization.

Login Process: All reviews on the login process observed that employees need to log in every time they open the software, as there’s no password save feature.
Challenging Transition: Transitioning between the client and employee side is challenging and cumbersome, as users need to log in to both systems, according to all reviews on this aspect.
Learning Curve: All users reviewing learning noted that the platform has a steep learning curve, making adaptation difficult for new users.
Integration Capabilities: The system doesn't provide integration with major third-party platforms without using SFTP or API, as indicated by 100% of reviews on this feature.

Key Features

Applicant Tracking System (ATS): Build customizable databases to view relevant applicant information and track candidates as they move through the application process. Managers can search and sort applicants by information such as degree, specific skill sets, work history and more.
Compensation Management: Define budgets, award bonuses and integrate with payroll to ensure that all employees receive fair compensation without overspending.
Job Posting: Allows managers to post open positions to thousands of job boards. Managers can also rely on recruitment data to build reports to determine if their recruiting efforts are working.
Payroll: Calculate taxes, process payroll, account for employee expenses and more, directly through the platform. Automate payroll processing, ensuring that employees are always paid the accurate amount at the correct time.
Performance Management: Schedule and facilitate employee performance appraisals directly through the platform.
Reporting: Leverage Paycom’s built-in analytics to generate reports on a variety of processes, including payroll, time and attendance, compensation and more.
Scheduling: Create and edit employee schedules and approve requests for time off through the system’s calendar. Automate time tracking and integrate with payroll to streamline pay processing.

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ADP Workforce Now

Start Price

^$110

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Why We Picked ADP Workforce Now

ADP Workforce Now is a popular PEO and HR solution for businesses that need a comprehensive HCM for payroll, time and attendance, benefits administration, reporting, and compliance assistance. It’s ideal for small teams, mid-sized organizations and larger businesses looking to improve their time tracking, ensure payroll accuracy and go paperless with document management.

Standout features include automated time tracking, collaborative scheduling, talent acquisition, configurable work rules, employee self service and data syncing.

Time and attendance features support productivity by ensuring proper staffing, tracking time via desktop or app, and providing time clocks or ADP® Kiosk access. Additionally, it supports online schedule management, time-off requests and approvals.

It also facilitates benefits administration, SmartCompliance, financial wellness support, and performance and compensation management, fostering a positive employee experience.

Additionally, ADP Workforce Now has AI capabilities that can automate repetitive tasks, analyze workforce data for insights, find tax forms, access company policies, and submit PTO requests through mobile devices or myADP. AI-driven analytics aid decision-making across key HR functions like recruiting, compliance and time management.

Users commend ADP's time tracking for its efficiency and user-friendly interface. However, some users report drawbacks, including customer service issues and a learning curve during implementation.

As a PEO, ADP offers assistance with workers' compensation, claims management and tax support in all 50 states.

Overall, ADP Workforce Now is an inclusive HR solution that provides essential features for payroll, time tracking, and HR management while also offering custom reports, automation and AI capabilities to all business sizes.

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Pros & Cons

Users generally have positive feedback about ADP's time tracking, highlighting its ease of use for clocking in and out, viewing time cards, and requesting time off.
Users highlight quick access to paystubs from current and past jobs. They appreciate having all paystub information in one place and find it easy to download. There are also detailed breakdowns of earnings and deductions.
60% of users appreciate reporting capabilities, particularly the custom reports feature, finding it helpful for generating tailored insights.
64% of users find the system intuitive and user-friendly, praising easy navigation and accessibility of features.

While some users appreciate backend support, such as assistance with 401k information, 73% of users express frustration with customer service, citing long wait times.
47% of users experienced a learning curve with features during implementation. Some users mention poor implementation support, leading to a confusing onboarding experience for employees.
40% of users express reports have room for improvement, noting the reporting functionality can be complex and not intuitive enough, with limitations in filter prompts.
36% of users note difficulties with integration between features and occasional slowness and feel that certain aspects are scattered.

Key Features

Payroll: Access employee pay data on a dashboard. Automate deductions for benefits and other compensation.
- Manage tax filings and access historical pay summaries.
- Prorate pay during a cycle or apply it to previous runs.
- Identify payroll errors via warning notifications.
Time & Attendance: Offers tracking and scheduling capabilities with digital time clocking, visual schedules and clocks with finger scan functionality.
- Facilitate absence management with absence analysis, leave tracking and more.
- Secured Time Tracking: Reduce time theft (like buddy punching) with finger scanning, facial recognition and geofencing.
- Time Tracking Options: Employees can clock in and out using their mobile device, kiosk app, web timesheet, tablet or smart time clock. The time kiosk application enables pin codes or facial recognition for an added layer of security.
- Scheduling: Assign shifts and let employees swap as needed, reducing productivity bottlenecks. Configure scheduling work rules like max hours/days.
- Scheduling by Skill: Ensure efficiency by matching specific employees to jobs based on their skills, licenses and certifications. Use skills-based scheduling to assign employees with the required language and training provisions.
- Dashboards: View absences, schedules, hours worked and overtime. See timecard statuses to help wrap up time details without delaying payroll.
- Time and Attendance Compliance: ADP’s compliance on-demand option gives clients access to a team of consultants for guidance on key practices. Access a content library with info on federal, state and local laws, and regulations.
Talent Management:
- Recruiting and Hiring: Automatically create job descriptions and job postings. Offers screening, compliance mandates by location, hiring-practice guidance, credential verification and background check tools.
- Management and Growth: View employee performance, deliver learning programs and offer leadership skill improvement tools. Reduce talent gaps and plan ahead with succession management.
Benefits Administration:
- With ADP AE Snapshot™, managers can access employee metrics on enrollment preferences and decisions.
- Access ranks of different plans, compare options, calculate and evaluate various scenarios, and configure plan selections with PlanFit.
- Enroll and manage benefits through the mobile app.
- Use eligibility, enrollment activity and plan summary reports.
ADP® DataCloud: Reference reliable industry data and compare company trends and data to information from similar organizations. Predict turnover and discover contributing factors using big data through Turnover Probability Explorer.
ADP® StandOut: Personalize digital coaching content and use 15-minute strength assessments. Offers:
- Real-time team engagement, custom and performance pulse surveys.
- Light-touch check-ins with employees.
- Coaching intelligence and insights.
Learning Management: Allow employees to self-enroll for courses. Custom build or upload training content. Provides:
- 41 pre-packaged compliance and development courses.
- Course tracking dashboards.
- Publishing and tracking of instructor-led training.
- Online demos
HR Assist: Features include:
- Federal and state compliance reporting, along with regulatory expertise and guidance.
- Job description templates and wizards.
- Employee handbook assistance.
- HR doc library and toolkits with guides, forms, documents and policies.
- ADP TotalSource®: Offers support for benefits, payroll, hiring and compliance across all 50 states. Has features like full-time recruiters, applicant tracking, ZipRecruiter integration, mobile-friendly career sites, background checks and onboarding.
Workforce Management: Effectively plan projects and assign tasks, even on the go. Managers can remotely view time off, hours worked and timecards. There’s also overtime and absence analytics and reporting for helpful insights.
Digital Record Keeping: Store confidential company data securely in the cloud. Upload data in batches to save time. Search and audit information.
Onboarding: Facilitate a fully integrated onboarding experience for new hires. Capabilities include:
- Digital onboarding
- Digital I-9 processing.
- Identification of employee payment preferences.
- Onboarding completion reminders.

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Pricing

License/Subscription Cost	Based on recurring subscription fee model (monthly or annual) Costs may vary depending on usage of the application, number of users and frequency of transactions
Maintenance Cost	Included in the subscription cost Provides ongoing customer support through a dedicated customer support team to resolve issues quickly
Installation/Implementation Cost	Included in the upfront and subscription cost
Customization Cost	Will vary depending on the functional requirements such as configurable dashboards, type of data elements required for tracking, complexity of workflows and UI changes.
Data Migration Cost/Change Management/Upfront Switching Cost	Dependent on your current software, amount of data to be migrated, availability of migration tools, complexity of data and gaps between the existing system and the new system
Training Cost	Provides ongoing training and support for users, available with a service fee Offers a Professional Employer Organization (PEO) option, where ADP handles responsibilities like payroll, benefits, regulatory compliance, workers’ compensation, claims management and tax support. Provides HR services, including a helpdesk, HR checkups and strategic guidance Organizations can take advantage of ADP’s outsourcing solutions for talent, pay and tax admin, compliance, strategic HR, and benefits admin
Recurring/Renewal Costs	A recurring monthly fee is charged at the beginning of each month, which typically includes maintenance, monitoring, upgrades, training and support

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QuickBooks Payroll

Start Price

^$37.50

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Why We Picked QuickBooks Payroll

Quickbooks Payroll is part of the Intuit suite of programs. Commenters felt it was easy to use, train and adopt with a simple interface that worked well. They found it affordable and found the integrations of time tracking with employee salaries made running payroll a quick process. Commenters said it was reasonably priced and the features worked well. The most popular functionality included automation, tax calculations and filing, and its ability to centralize and organize data. The largest complaint by far was that this program isn’t complex enough for larger organizations. Reviewers recommended only using it for small organizations. Reactions to customer service were very mixed. Reviewers who were satisfied said the support workers got back to them quickly, were friendly, helpful and called back promptly. Other users had adverse reactions say the staff was incompetent, complaining that there was only chat support and complained of always getting different answers. While most were pleased with the price, some reported getting overcharged and said it was difficult to cancel with charges showing up well after they’d terminated the service. Quickbooks Payroll is a good choice for small and medium-sized businesses. Be sure to understand what functionality comes with which pricing plan before purchasing.

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Pros & Cons

Excellent Functionality: Over 90% of users that discussed functionality were happy with the features, including the tax filing, automation and employee salaries and hours functions.
Simple to Use: Reviewers that talked about the ease of use felt it had a simple and intuitive interface over 80% of the time.
Manage Salary and Hours: More than 80% who discussed the employee time tracking and salary functions felt it worked well.
Affordable: Just under 70% of users who discussed price felt it was an affordable option.

Bad for Large Organizations: Over 90% of reviewers that discussed using the system for big organizations felt the system wasn’t complex enough.
Mixed Customer Service: Users were split on customer support quality, with 52% approving and 48% disliking the service.
Issues with Price: While overall, reviewers that discussed price felt it affordable, over 30% were displeased and said they got overcharged or billed after they’d already canceled.

Key Features

Payroll Processing: Operate 24-hour direct deposit. Pay employees, access integration services for employees, calculate taxes automatically and file taxes directly through the system. Automate payments to save time.
Benefits Management: Administrate workers’ compensation, health insurance, retirement plans and more. Covers workers’ compensation through AP Intego. Offers medical, dental and vision insurance through SimplyInsured. Compare different plans to judge the coverage, value and deductibles and make informed decisions. Calculates deductions for health, medical and dental automatically. Deducts and calculates contributions for 401(k)s from each employee paycheck.
Mobile Capabilities: Create, track and send invoices via smartphone as well as payment reminders.
Workers’ Compensation: Manage workers’ comp, understand state requirements and laws and pick a policy through AP Intego. Provides a free quote and automates premiums.
Inventory: Import information from Excel and sync with Amazon, Etsy and other similar websites to track products, cost of goods, create purchase orders and manage vendors.
HR Management and Compliance: Provides HR resources and consultation to help with compliance through Mammoth Inc. Creates forms from templates for onboarding checklists, employee handbooks and job descriptions. Aids in creating policies, obeying HR laws, hiring and conflict management.
Time Tracking: Track and add billable hours to invoices. Review and put a stamp of approval on employee timesheets. Provides tracking through TSheets. Link hours to specific jobs, save time during payment processing and see real-time insights into employee work hours. Approve and enter employee time cards.
Reporting: Run and export a variety of reports. Create customizable reports for balance sheets, expenses and tracking profit and loss. Create, export, print and customize reports to share with accountants or critical stakeholders. Covers deductions, tax liability, contributions, more than one worksite, summary for taxes and wages, vacation, workers’ compensation and sick leave.
Taxes: Helps users find tax deductions. Store photos of receipts, share books with accountants and sort business expenses by tax categories to help streamline tax filing.
Penalty Payments: Covers payments of up to $25,000 if errors in local, state or federal taxes result in a penalty. Communicates with the IRS. Reviews taxes with experts before sending them to the IRS to cut off issues before they start. Doesn’t cover specific penalties in some situations such as fraud, insufficient funds, healthcare administration, employee classification and several others.
Project Tracking: Track project details such as labor costs, expenses and profits.
Payroll Plans: Offers three separate plans for payroll needs.

Core: Provides core functionality such as payment and calculating payroll taxes.
Premium: Covers team management and provides more powerful tools and services for payroll.
Elite: Gives access to experts on-demand to answer payroll questions. Gives access to tax penalty protection.

Implementation: Aids in transferring current payroll information to the new system. Provides expert support to help users with initial setup and compliance.

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Paylocity

Start Price

^$19

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Why We Picked Paylocity

Paylocity is a user-friendly HCM solution that works well for SMBs and delivers an array of features such as payroll management, hiring and talent management in a unified suite. Self-service capabilities help employees access their information. Some users found issues with its payroll, tracking and timesheet capabilities, reducing accuracy and limiting what can be done. However, it offers an intuitive interface, with tools like onboarding and PTO that make tasks easier while speeding up processes. Businesses looking for an end-to-end system to manage HR functions should consider this as a good contender.

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Pros & Cons

User-Friendly Interface: 60% of users suggested that the interface is user-friendly, with automated payroll and simplified workflows that make it easy to operate and monitor teams.
Unified Dashboard: Paylocity enables HRIS, payroll, timekeeping and admin-related tasks to be handled from a single location, according to 60% of users.
Performance Benefits: It eases task management for essential activities such as checking time off balances and paychecks, conducting goal assessments and achievements, performing year-end reviews, and more.
Easy PTO: It’s easy to use and implement in a day-to-day work routine, with 30% of users mentioning they can check staff availability before approving leaves.
Streamlined Onboarding: The onboarding process checks in candidates and sends paperwork before they start, making it 10%-20% easier for admin setup and paperwork completion according to users.

Support Team: Paylocity's support process is lengthy according to 30% of users, requiring a lot of back and forth to get an issue resolved, which usually takes days.
Cumbersome Payroll: The payroll module requires set up by different people and doesn’t function accurately according to 10% of users.
Timesheets: Tracking time is difficult, as Paylocity doesn’t update and capture time entries until a shift is completed.
System Logouts: Despite automation, additional verification is required when logging in, causing 10% of users to completely exit and then log in again.
Tracking: Tracking functionality doesn’t work well for all the features in the experience of 10%-20% of users.

Key Features

Payroll: Companies can simplify multiple financial tasks related to payroll with this feature. It automates payroll processes and takes care of tax compliance, expense reimbursements into paychecks, garnishment services and custom reports that derive whatever data that’s needed. It provides employees with the flexibility to access a portion of their earned wages when needed.
Workforce Management: This feature helps eliminate the need for manual tracking of tasks, reduces administrative work and maintains accurate records of individual employees. The review forms can be customized to promote employees to set goals via an insight chart.
Employee Self-Service: The software provides users with admin analytics, 24/7 secure access, enrollment and insurance access, and internal plans. This feature helps employees and employers to access, update, enroll and administer data respectively.
Time and Labor Management: Workers can clock in and out via the mobile app, and managers can set geofencing rules that ensure accurate clock-punching. It also syncs with payroll automatically and allows managers to create and adjust schedules as needed, without manually correcting payroll data.
Data Insights: The platform allows users to access demographic information, utilization, headcount, labor costs, position insights, turnover and retention. It also features real-time employee data, analytics for employment trends, strategic hiring and budgeting decisions, and programs to build a diverse workforce.
Reports: The system comes with over 100 standard reports along with an ad hoc reporting tool. Users can schedule reports to automatically generate and track key reports with a favorites feature.
Compensation Management: With this feature, administrators can configure settings such as the approval process and eligibility requirements. It also supports the customization of compensation plans to match organizational pay cycles. Company leaders gain a view into budgets and allocations, while managers can provide increases and view employee data like performance and pay history.
Marketplace Integrations: Organizations can extend Paylocity’s capabilities to streamline the payroll regularity and HR data management across all policies. The solution connects with partner solutions in 20 categories, including single sign-on (SSO), ERP and a variety of HR-related functions. More than 300 integrations are available in the vendor marketplace. Data can flow into or out of Paylocity, or in both directions, depending on the integration.

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Rippling

Start Price

^$8

Per User, Monthly

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Why We Picked Rippling

Navigating the realm of human resources software can feel like venturing into a labyrinth, but Rippling appears to be a guiding light for many businesses. Users frequently highlight its user-friendly interface, making it accessible even for those with limited experience in HR software. Affordability is another key factor that resonates with users, especially when compared to the often hefty price tags of similar solutions. The comprehensive suite of features offered by Rippling further solidifies its appeal, encompassing everything from payroll and benefits administration to talent management and time tracking. This all-in-one approach eliminates the need for multiple, disparate systems, streamlining HR processes and reducing administrative burdens.

Rippling distinguishes itself through its seamless integrations with third-party applications, such as Slack, Zoom, and Microsoft Office 365. This interconnectedness fosters a more cohesive and efficient work environment, allowing data to flow effortlessly between different platforms. Additionally, Rippling's automation capabilities empower businesses to automate repetitive tasks, such as onboarding new employees or processing payroll, freeing up valuable time and resources. The platform's robust reporting and analytics tools provide valuable insights into workforce trends and performance, enabling data-driven decision-making.

Considering its strengths and weaknesses, Rippling emerges as an ideal solution for small to medium-sized businesses seeking a comprehensive, yet affordable and user-friendly HR platform. Its scalability ensures that it can grow alongside a business, adapting to evolving needs and complexities. While larger enterprises with more intricate HR requirements might require a more customizable solution, Rippling's core functionalities and ease of use make it a compelling choice for businesses looking to optimize their HR operations and enhance overall efficiency.

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Pros & Cons

Global Payroll and Benefits: Rippling streamlines international payroll and benefits administration, eliminating the need for disparate systems and manual processes.
Automated Onboarding and Offboarding: New hires can be onboarded efficiently with automated workflows that handle paperwork, equipment provisioning, and systems access. Similarly, offboarding processes are streamlined, ensuring smooth transitions and compliance.
Customizable Workflows: Rippling allows HR teams to create custom workflows tailored to their specific needs, automating tasks such as approvals, data collection, and notifications.
Integrations: Rippling integrates seamlessly with various HR and business applications, including payroll, benefits, time and attendance, and applicant tracking systems, creating a unified HR ecosystem.

Steep Learning Curve: The platform's complexity can be overwhelming for new users, especially those unfamiliar with HR software. Navigating the interface and understanding its features may require significant time investment and training.
Customer Support Challenges: Some users have reported difficulties reaching customer support or experiencing slow response times, leading to frustration when seeking assistance with technical issues or general inquiries.
Integrations and Customization Limitations: While Rippling offers various integrations, it may not seamlessly connect with all existing HR systems or third-party tools used by businesses, potentially requiring additional configuration or workarounds.

Key Features

Onboarding and Offboarding: Onboard employees across departments from anywhere in the world with a single click, setting up payroll, benefits, devices, and apps like Slack and Microsoft 365 within 90 seconds, according to the vendor. When employees are offboarded, the system automatically disables departing employees’ devices.
Payroll: Users need not worry about deductions, paid time off or promotions — the payroll feature is synced with all employee data and HR systems. New hires are set up in payroll and pro-rated automatically. Tools like payrun comparison allow users to compare the current pay run against a previous one, so they can see how variables like promotions and PTO affect employee pay stubs. The module’s global payroll feature expands HR, IT and financial services abroad.
Benefits Administration: The system streamlines all a company’s benefits offerings in one place, from healthcare to 401(k)s. Users can choose from preexisting benefits or shop for new benefits, receiving recommendations on the best options. They can also talk with a licensed Rippling advisor or invite their own broker. New hires are automatically invited to review benefit plans and enroll online.
Workflow Management: Automates changes in the chain of approval, empowering managers to define and execute changes quickly and easily. Managers can and make changes, like giving someone a raise, without giving up control.
Time Tracking: Managers can set a PTO policy that meets the team's requirements. They can then review and approve vacation requests with a click. Logged hours and paid time off are synced with payroll.
ATS: Rippling Recruiting offers a comprehensive toolset, from candidate assessments and in-platform scheduling to feedback forms and customizable email templates. One-click hiring workflows make it easier to manage onboarding. It also integrates with Rippling Headcount Planning and Compensation Band.
Rippling Headcount Planning and Compensation Bands: Achieve visibility and alignment for HR, finance and hiring managers with a single source of data and better access controls.
- Stakeholders can view actual and projected headcount, and automation saves time during the approval process.
- Compensation reporting helps track pay trends and prevent over or underpaying. Workflows provide alerts when compa-ratios change and automate the process of enforcing compensation policies.
ACA and Cobra Administration: Ensures compliance by automatically delivering ACA notices, and it collects and submits employees’ COBRA payments. It also offers FSA, HSA and commuter benefits on one, pre-tax debit card.
IT and Operations Management: Users can automatically buy, configure, secure and manage company devices — both Apple and Android — with an IT system connected to a single employee record. Administrators gain total visibility into every device across the company. They can remotely track employees’ security status and app usage, make changes, and re-assign devices to new employees. They can also install apps on work computers according to attributes like role and location.
Security: Facilitates app management, controls employee access with single sign-on (SSO), and ensures data security with multi-factor authentication and device encryption features. Managers can disable computers during offboarding, encrypt employees’ hard drives, enable multi-factor authentication, push OS and security updates, and lock and wipe lost or stolen devices.

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Pricing & Cost Guide

See the Price/User for the top payroll systems… plus the most important considerations and questions to ask when shopping.

Buyer's Guide

Payroll Software Is About Managing and Automating Payments Effectively

By Olivia Edens, Market Analyst at Selecthub

Payroll Software Buyer's Guide

Paying employees goes beyond just signing checks. Payroll software simplifies that process by automating core tasks, offering flexible deposit options and ensuring tax compliance through a comprehensive employee wage system. Beyond streamlining wage management, these systems play a crucial role in safeguarding your most valuable asset – your employees.

Looking to boost productivity and streamline operations? In this buyer's guide, we’ll delve into the advantages of using a payroll solution from primary benefits to key tips for choosing the right option.

Executive Summary

Payroll software is a comprehensive system designed to automate and oversee various payroll processes, encompassing benefits and compensation management, ensuring payroll regulation compliance and facilitating tax filing.
The top payroll software features are data analysis, payroll reporting, integration and compliance.
The benefits of using payroll software include enhancing payroll accuracy, improving tax compliance, setting flexible pay schedules, simplifying compensation management and improving communication.
Key features of payroll software are payroll management, core functionality and employee self-service, compensation management, payment options, tax filing and compliance, benefits management, leave management and mobile capabilities.
Emerging payroll trends include AI & machine learning, pay transparency, DEI reporting, hybrid and remote work advancements and blockchain technology.
Before committing to a purchase, be sure to ask potential vendors any questions you have about the software.

What This Guide Covers:

What Is Payroll Software?
Types
Primary Benefits
Implementation Goals
Basic Features and Functionality
Advanced Features & Functionality
Current & Upcoming Trends
Software Comparison Strategy
Cost & Pricing Considerations
Questions To Ask Yourself
Questions to Ask Vendors
FAQs
Next Steps
Product Comparisons
Additional Resources

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What Is Payroll Software?

Payroll software is a system for automating and managing payroll processes including benefits management, compensation management, payroll compliance and tax filing. Using a payroll solution helps alleviate stress for your HR team by automating calculations, deductions, pay schedules and reports.

You can opt for a standalone payroll system or be part of a larger software suite. The functionality can span from basic, focusing only on compensation, or extend into more advanced HR and payroll functions based on your needs.

Regardless of your company's size, a payroll provider is essential for error prevention and comprehensive payroll management. It also provides employees with secure access to paystubs and benefits, enhancing transparency.

With multiple departments, your payroll solution needs a range of access for the departments under your umbrella and offers scalability to grow as your business needs change over time.

Types of Payroll Software

Cloud-Based

Cloud-based payroll software is a type of payroll management system hosted on external servers and accessed through the Internet. Instead of being installed on a local server, the software and its data are stored and managed by a third-party provider in the cloud.

Benefits

Accessible: Accessible from anywhere with an internet connection.
Automatic Updates: Updates and upgrades are handled by the service provider.
Scalable: Easily scalable to accommodate the growing needs of the business.
Collaborative: Enables collaboration among multiple users in real-time.
Cost-Efficient: Typically involves lower upfront costs and predictable subscription fees.

Potential Limitations

Internet Dependent: Requires a stable internet connection for functionality.
Security Concerns: Sensitive data is stored off-site, raising security and privacy considerations.
Customization: Limited customization options compared to on-premise solutions.

On-Premise

On-premise payroll software is installed and operated on the local servers of your organization. The software and data are physically present at the user's location, and the organization is responsible for maintenance, updates and security.

Benefits

Control: Full control over software and data, as it's hosted locally.
Customization: Higher degree of customization to fit specific business needs.
Security: Sensitive data is stored in-house, potentially reducing security concerns.
Flexibility: Operable without continuous internet connectivity.

Potential Limitations

Upfront Costs: Typically involves higher upfront costs for software licenses and hardware.
Maintenance Responsibility: Users are responsible for software updates and maintenance.
Limited Accessibility: Accessible only from designated on-premise locations.
Scalability: May face challenges when scaling up for larger businesses.

Expert recommendations and analysis on the top software

Primary Benefits

Check out the benefits of payroll software to gain deeper insights into how adopting a new payroll solution can significantly improve and streamline your workflow.

Benefits of Payroll Software

Boost Payroll Accuracy

Managing payroll can be challenging, causing stress for even the most seasoned HR professional. Payroll software enables automated payments and tax deduction calculations, ensuring legal compliance while reducing manual task demand and preventing human errors. The software also reduces errors by providing reminders for crucial tasks, like tax return submissions, minimizing the risk of penalties.

Most payroll systems can also integrate with accounting software to streamline the bookkeeping processes, eliminating the need for double-entry.

Improve Tax Compliance

Managing taxes is often confusing and overwhelming. Payroll software provides support and updates on compliance mandates while aggregating multi-level policies so you can face challenges head-on. Not only that, but it can also automatically apply these policies, increase data accuracy, and reduce errors in data entry while eliminating the need for manual labor and piles of paperwork.

Payroll software is ideal for businesses with limited manpower, offering ease of use, accessibility and transparency. All team members, from administrators to employees, can access the software simultaneously for streamlined data management, paycheck processing and compliance. This results in greater accountability, making payroll processing stress-free, even during tax season.

Set Flexible Payroll Schedules

Make scheduling your payroll easier, faster and more flexible. Employee management and payroll management go hand in hand. While most businesses opt for bi-weekly payments, using a payroll solution empowers you to schedule your payroll a different way.

Set pay schedules tailored to your business requirements, accommodating diverse needs, like different payment frequencies for various departments, from full-time employees to freelancers, ensuring accurate and timely payments for everyone.

Save Time and Money

By automating time-consuming tasks and reducing the likelihood of errors, payroll software helps avoid the costs associated with hiring additional staff or outsourcing payroll functions. Self-service portals for employees cut down on the time HR personnel spend on responding to individual employee inquiries.

Also, using a payroll solution enables digital record-keeping, reducing the need for physical documents, saving money on paper and storage while streamlining document retrieval and organization.

Simplify Compensation Management

Don’t wait until your employees are shouting “show me the money” to upgrade your compensation processes. Effective compensation management directly impacts satisfaction and retention rates. Timely and accurate payments boost motivation, resulting in higher productivity. Streamline expense, bonus, reimbursement and travel management with payroll tools.

Improve Communication

Eliminate bottlenecks and missed deadlines by staying connected through notifications and reminders. Customize your software to fit industry-specific needs, tracking vital data points like HR compliance. Add custom fields for tax remittance, reporting and employee enrollment. When deploying to employees, brand or white-label the system, ideal for organizations with multiple branches.

Expert recommendations and analysis on the top software

Payroll Management Systems Report

Implementation Goals

Goal 1 Ensure Proper Payroll Management and Efficiency	At its core, payroll software processes payments and runs payroll. It also handles things like attendance tracking, salary rates, direct deposit and physical checks for compensation management. Streamline tracking, calculating and paying various aspects like perks, benefits and reimbursements. Simplifying the process saves time, money and eliminates frustration by making expenses transparent and traceable.
Goal 2 Simplify Payroll Processes With AI and Automation	Implement advanced AI and automation features to streamline payroll processes. Automation helps reduce errors and save time, while AI provides predictive analysis, improving accuracy in forecasting and decision-making.
Goal 3 Develop a User-Friendly Mobile Interface For Payroll	Employees need easy access to their payroll information, and a mobile-friendly interface allows for convenient access anywhere. With self-servce features, employees have access to see their information without waiting on HR for assistance, saving time across the departments.
Goal 4 Enhance Security and Transparency With Blockchain	Blockchain provides a secure ledger that records transactions across a network of computers. Any changes or attempts at fraud are immediately visible, reducing the risk of unauthorized alterations to payroll data. Employees, employers and stakeholders can access payroll transaction records, ensuring transparency that builds trust within the organization and is also be useful for audits.

Expert recommendations and analysis on the top payroll processing software

Basic Features & Functionality

Payroll Management	Manage all things payroll. Calculate employee salaries, deductions and taxes. Automatically calculate salaries based on predefined rules, including regular wages, overtime, bonuses and commissions.
Core Functionality and Employee Self Service	It’s important to have a payroll system that’s relatively easy to learn. At the most basic level, users need to navigate registering, sign in to their portal and look over their information through a user-friendly dashboard. Depending on business complexity, the system may include modules for onboarding, recruiting, ATS, and knowledge management. Employee self-service enables modification of information affecting payment status, with access to pay stubs and history. Self-service portals provide details on pay rates, rules and payment history. Having an intuitive UI makes a huge difference as well, because it simplifies the training process.
Compensation Management	Compensation processes streamline diverse payment tasks for various employee types (full-time, part-time, contract, freelance) and cycles (weekly, biweekly, monthly). The system aids in expense reporting and oversees bonuses, reimbursements, moving costs, per diems, travel expenses and advances.
Direct Deposit and other Payment Options	Provide convenient pay options for employees. Direct deposit is a common option, but companies should provide other options for added flexibility — like checks, payroll cards and mobile payment apps.
Tax Filing and Tax Compliance	Automate accurate tax management with pre-filled forms for local, state, and federal purposes. The system handles various taxes and functions, including garnishments, employee taxes, deductions and benefits. Tax capabilities also store and manage forms for new hires, contractors, and full-time employees, including 1099, 940, 941, 944, W-2, W-4 and invoices.. Print out the information for various months, quarters or year-to-date periods.
Benefits Management	Streamline managing insurance benefits with self-service features for users to easily select and manage medical, dental, vision and life insurance. Track auto-deductions for additional benefits like 401(k)s, retirement funds, workers' compensation and education funds. This feature also fosters an open dialogue on benefits by providing a platform where employers can encourage employee feedback.
Leave Management	Workplace productivity hinges on transparent and open communication regarding scheduling, Simplify leave management by encompassing approvals, requests and PTO tracking all in one place. Administrators, managers and workers can see accrued hours, upcoming vacations and sick time.
Security	Secure your company's data with proper firewalls, user roles, access levels and permissions. Ensure physical security by restricting access to servers and verifying the location's safety. Implement SSL encryption for network security, prioritize regular updates and stay informed about incidents regarding sensitive data.
Mobile Capabilities and Compatibility	Access financials on the go and choose vital services like checking payments, creating invoices, approving runs, managing timesheets, making payments, and handling PTO requests —all conveniently at your fingertips.

Expert recommendations and analysis on the top payroll processing software

Advanced Features & Functionality

Data Analysis	Accurate data tracks labor costs, analyzes how different components change overtime and provides crucial information for compliance purposes. Whether your business is small or large, forecasting future costs, budgeting accordingly and estimating how changes impact your bottom line is essential for planning your future.
Payroll Reporting	Reporting features compile data into visual charts and graphs, enhancing shareability through easy export in various file formats. Live projection of insights enables real-time data visualization, with additional functionality for quick viewing, sending benefits reports, leave summaries and salary statements. Streamline workflows by tracking specific variables and facilitating seamless data exchange between departments like HR and accounting.
Time Tracking	Utilizing payroll software with integrated time tracking capabilities is instrumental in curbing time theft and expediting approving timesheets. This integration ensures a seamless connection between your payroll system and time tracking tools. By automating the timekeeping process, the software reduces the risk of inaccuracies and time theft. This feature enables a cohesive approach for more accurate timesheets, enhancing efficiency in the overall payroll management process.
Integrations	A robust payroll system requires integrations with key components for seamless functionality, like data collected by workforce management. Other important systems to consider before implementation and during integration include recruiting tools, an ATS, knowledge management — where asset management, worker records and forms are safely held — an ERP, other HR software, accounting, bookkeeping, performance management and talent management.
Compliance	Compliance goes beyond applying the right taxes for each job and location. There are also lots of reports and documents that companies need to provide to all levels of government to comply with regulations. Get standard templates for the most common compliance documents and predefined reports. Automatically pull reports, send alerts and set reminders for deadlines like certification expiration. Set deductions at the right level and make it easy for HR to complete compliance with national, international and industry-specific compliance. Track tax rules locally, statewide and federally, ensuring automatic updates to save time on accounting research.

Expert recommendations and analysis on the top software

Current & Upcoming Trends

As technology advances and regulations change, businesses must proactively adopt the latest trends in payroll software. In the digital era, using a payroll solution is not just convenient but a strategic necessity for streamlining processes, ensuring compliance and achieving efficiency. Delve into key payroll software trends below!

Payroll Trends

AI & Machine Learning

As the calendar turns towards 2024, the integration of Artificial Intelligence (AI) and Machine Learning (ML). in payroll software will transform conventional practices and provide businesses with a strategic edge in workforce management. AI also makes it possible to say goodbye to answering simple questions about paychecks and hello to a more efficient workflow thanks to chatbots.

AI and ML algorithms can handle core tasks like data entry, calculations and verification, helping minimizes errors and freeing up time for HR professionals. Payroll software with machine learning capabilities provides predictive analytics for financial planning, helping businesses anticipate costs, optimize budget allocation, and make informed decisions about staffing and compensation. AI-driven payroll systems also offer personalized experiences for employees, including tailored benefit recommendations and interactive salary simulations, which enhances employee engagement and satisfaction.

Pay Transparency

Pay transparency is the disclosure of compensation information. Going into 2024, businesses must adopt more transparent salary information, including sharing salary ranges for specific roles, providing employees with a clear understanding on how they determine compensation and being open about the criteria for promotions and bonuses.

Payroll software supports pay transparency by generating reports about compensation structures and supporting open communication for pay-related questions. Having pay transparency helps attract job applicants, maintain current employees and ensure a more positive workplace.

Diversity, Equity and Inclusion (DEI) Reporting

Payroll software is adapting to support DEI reporting. Expect enhanced reporting capabilities that provide detailed insights into pay equity, workforce diversity and inclusion metrics. This assists organizations in meeting regulatory requirements and demonstrating their commitment to a fair and inclusive workplace.

Hybrid and Remote Work and Technological Advancements

According to a survey by Gallup, nine out of ten employees who can work from home prefer remote work flexibility. That same survey revealed eight out of ten Chief Human Resources Officers from Fortune 500 companies don't intend to reduce remote work in the upcoming year.

With the hybrid and remote work models continuing to be the new norm, payroll software is adapting to handle geographically dispersed workforces. Modern systems offer features that enable seamless payroll processing for employees working in different locations.

The focus is on flexibility, accessibility, security, and efficiency to meet the unique challenges of distributed work environments. Cloud-based solutions have become the norm, allowing HR and payroll teams to manage processes securely and efficiently, irrespective of their physical location.

To cater to the needs of a mobile workforce, many payroll systems provide mobile accessibility so employees can easily access their payroll information, view pay stubs, and submit time-off requests through mobile apps.

Blockchain Technology

In 2023, the worldwide average cost of a data breach amounted to 4.45 million dollars. Blockchain technology enhances security, transparency and overall productivity, revolutionizing payroll management with a decentralized platform for financial transactions. Its secure and immutable record-keeping mitigates the risk of data breaches and unauthorized access to payroll systems.

The decentralized aspect of blockchain supports accountability through a shared ledger accessible to authorized parties, this not only reduces errors but also instills trust among employees who can independently verify payment transactions and associated data.

Expert recommendations and analysis on the top software

Software Comparison Strategy

Just like there are different payment methods, there are different payroll solutions to choose from. On the outside, it may seem like any option would get the job done, but it's important to consider what payroll software works best for your business specifically. Here are key factors to consider while conducting a software comparison:

Payroll Software Comparison

Define Your Requirements

Identify your specific needs, like payroll processing, tax compliance, employee self-service and reporting. During this step, also keep in mind:

Support and Training: Assess the availability and quality of customer support, as well as the availability of training resources to ensure a smooth implementation and ongoing use.
Scalability: Assess the scalability to ensure it can accommodate the growth of your organization in terms of employees and business operations.
Integration Capabilities: Evaluate the software's ability to integrate with existing systems, like HR software, accounting systems and time and attendance systems.
Mobile Accessibility: Check if the software offers mobile access, allowing employees and administrators to access payroll information and perform tasks on-the-go.
Usability: Consider the user interface and ease of use for both administrators and employees to minimize training time and potential errors.
Automation Features: Review the automation capabilities of the software, including automatic tax calculations, direct deposit processing, and generation of payroll reports.

Consider Your Budget

Determine the budget allocated for payroll software, including any potential additional costs for customization, training, and support.

Ensure Compliance

Verify that the payroll software complies with relevant tax regulations and security standards to protect sensitive employee information.

Evaluate Vendor Reputation

Take time to research vendors too. Excellent resources for evaluating vendors include online reviews, industry guides and recommendations from peers. Some vendors offer free trials, allowing you to experience the platform before fully committing.

Cost & Pricing Considerations

Navigating the realm of payroll software involves careful consideration of various cost and pricing factors. Here are cost and pricing considerations to help streamline your search for a new payroll solution.

Subscription Models

Generally, there's either a yearly or monthly subscription fee or in some cases, a one-time upfront cost for payroll software. The price of most plans depends on the number of employees using it.

Additional Costs

Additional contributing factors for your final cost are data migration and if you opt for any customization.

Capacity

Some products are better suited for small businesses, and others work best for enterprise solutions. Free trials are a great way to try before you buy. Consider the time it’s currently taking employees to process payroll. Sometimes these savings alone might make adopting a system or switching to a new one worth it.

Industry Standards

Most importantly, know the industry standards, so you have a general idea of how much things should cost. When comparing payroll providers making bullet point lists is a great organized way of contrasting information. Check out our free pricing guide for more details.

Price Guide for Enterprise Payroll Software

See prices for the top Payroll Management Systems... Plus get important questions to ask.

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Questions To Ask Yourself

Use these questions as a starting point for internal conversations:

What’s your current payroll system lacking?
If your business doesn’t currently use software, why are you interested in adopting a system?
Which features are most important to your organization?
Will your current infrastructure be responsive to adoption? If not, what changes do you need to make?
What are your budget and time constraints?
What is the biggest priority of your organization? How will payroll processing software support that?
Do you have the technical know-how to operate payroll in-house?
What are the biggest pain points in your current compensation processes?

Question to Ask About Payroll Software

Questions To Ask Vendors

Once you have identified your shortlist of payroll companies, consider asking them the following questions:

About the Software

How much is the core plan? How much are the add-ons for HR functionality? ERP integrations? Time and attendance modules?
Is a core HR base included in the payroll management system?
Does the system have mobile capabilities?
Does the software include analytic functions?
Is the system scalable?

About the Company

Do you automatically update the payroll management system for changes in industry regulations and tax laws? Does this include local, state, national and international changes?
Do you pay tax penalties incurred by errors in the system?
How do you stay in compliance with state and federal employment regulations?
What assurances do you have that you’re calculating payroll tax correctly?

Expert recommendations and analysis on the top payroll processing software

FAQs

What payment method should I use for my payroll?

The requirement for the method of paying employees may vary depending on your state. Common pay methods are paychecks, direct deposits and even paycards.

When adding a new employee to my payroll system, what tax forms do I need from them?

To add a new employee, you'd need their Social Security Number, Form I-9, Form W-4, Employee's Withholding Certificate and Employment Eligibility Verification.

What's the difference between holiday pay and overtime pay?

Holiday pay requirements vary depending on your location. Generally, when it's a holiday employers may choose either to pay their staff higher rates for working on these dates or allow a paid day off.

Overtime pay also varies depending on your location. When employees work over 40 hours, typically overtime pay is 1.5 times their hourly rate.

How does payroll software stay current with tax law and regulation updates?

Payroll software providers regularly release updates to incorporate changes in tax laws and regulations. Users typically receive notifications and can then apply these updates to ensure ongoing compliance with the latest requirements.

Next Steps

Navigating payroll software is no easy task, but worth the investment for improving accuracy, tax compliance, pay flexibility and communication.From payroll management and core functionality to employee self-service, and compensation management, the payroll provider you pick should cover a comprehensive range of functionalities.

Having an understanding of emerging trends like AI and machine learning and clear implementation goals like having a user-friendly mobile interface can serve as a roadmap to guide your selection process, ensuring the payroll solution not only meets your current needs but also supports future growth.

If you’re ready for the next step, check out our free comparison report for more details on the leading payroll software options in your industry. Good luck!

Product Comparisons

Additional Resources

About The Contributors

The following expert team members are responsible for creating, reviewing, and fact checking the accuracy of this content.

By Olivia Edens

Technical Content Writer

As a SelectHub Technical Writer, Olivia Edens loves helping readers navigate through the world of HR, payroll, field service, PSA, and time and attendance software. Olivia earned a B.A. in English from the University of Phoenix. When she's not researching or editing, she loves rewatching The Office, scootering around the city and taking her cat for a walk. Fun fact: In high school, she won an award for most ideas per minute.

Technical Research By Aayushi Kishor Sharma

Senior Analyst

Aayushi Kishor Sharma has been part of SelectHub since 2021, working on categories like HR, EHR and Marketing, for which she also earned an MBA. A self-described "social butterfly," she loves meeting people, exploring and trying new things.

Technical Review By Jaisri Narasimman

Principal Analyst

A graduate of NTU Singapore, Jaisri Narasimman honed her data mining and curation skills during her post-graduate education, focusing on developing strategies to help businesses make the most of their data. In her role at SelectHub, her research spans categories like HR, CRM and EHR.

Edited By Joe Evans

Content Editor

Joe Evans is an Editor and Senior Market Analyst at SelectHub. A seasoned professional wordsmith, he has a bachelor's degree in journalism and electronic media and a decade of professional expertise in crafting top-tier digital content for niche online brands. He leads his small yet formidable team in producing helpful, compelling content in vital categories like HR, payroll, talent management, performance management, marketing automation home health, MES. When not editing and writing, he enjoys sports, quality time with family and dogs, and remains constantly in pursuit of something new and interesting to read or listen to.