Payroll cost calculator

Small-business payroll services cost between $40 and $180 per month in base fees plus $5 to $22 per employee per month, as of November 2026. A 10-employee business typically pays $109 to $350 per month depending on provider, pay frequency and add-ons. Gusto, OnPay and QuickBooks publish their prices; ADP, Paychex and Rippling quote.

Prices verified November 2026

Entry-tier prices by headcount

* Estimate for quote-only providers based on publicly reported quotes; ADP bills per pay run so a weekly payroll costs more. Prices are list prices before promotions.

The two numbers that matter

Every payroll provider prices the same way: a base fee you pay regardless of headcount, plus a per-employee fee for each person paid. Below about nine employees the base fee dominates your bill; above that, the per-employee rate is what matters. When you compare quotes, compare both numbers at your actual headcount, not the advertised starting price.

Published prices as of November 2026

* Estimate for quote-only providers based on publicly reported quotes; ADP bills per pay run so a weekly payroll costs more. Prices are list prices before promotions.

What makes the price go up

• Pay frequency. ADP bills per pay run, so weekly payroll costs about twice biweekly. Gusto, OnPay and QuickBooks include unlimited runs.
• Multi-state employees. Gusto requires its Plus plan ($80 + $12). OnPay includes multi-state. ADP and Paychex quote it.
• Time tracking. Included in Gusto Plus, QuickBooks Premium and Rippling; a $15 + $4/worker add-on at OnPay; quoted at ADP and Paychex.
• Year-end forms. OnPay and Gusto include W-2s and 1099s. ADP and Paychex often charge per form unless negotiated.
• Setup fees. Paychex commonly charges around $200; OnPay and Gusto charge nothing and migrate your data free.
• HR and benefits. Premium tiers add $50 to $130 to the base fee. A PEO (ADP TotalSource, Paychex PEO, Rippling PEO) is a different product priced at $40 to $125 per employee per month.

How to get the lowest price

1. Get written 12-month quotes from at least two quote-based providers (ADP, Paychex) at the same headcount and pay frequency.
2. Ask explicitly for year-two pricing, year-end form fees, and the cost to add a state.
3. Tell each provider you are comparing. Both ADP and Paychex negotiate against competitors.
4. Compare the quotes against the published prices from Gusto and OnPay. If a quote is not within 20% of those, keep negotiating or switch.
5. Take the promotion (3 months free is common) but model the full-price year.

Or let us do it: request quotes and we send your headcount to the providers that fit, so they compete for you.

Cost by team size

• Payroll cost for 1 employee
• Payroll cost for 2 employees
• Payroll cost for 3 employees
• Payroll cost for 5 employees
• Payroll cost for 8 employees
• Payroll cost for 10 employees
• Payroll cost for 15 employees
• Payroll cost for 20 employees
• Payroll cost for 25 employees
• Payroll cost for 30 employees
• Payroll cost for 40 employees
• Payroll cost for 50 employees
• Payroll cost for 75 employees
• Payroll cost for 100 employees

Frequently asked questions

What is the cheapest payroll service for a small business?

At list price, OnPay and Gusto Simple tie at $49 per month plus $6 per person. OnPay includes multi-state payroll in that price, so it is the cheapest option for businesses with employees in more than one state. Quote-based providers like Paychex sometimes beat these prices for the first year through promotions.

How much does payroll cost for 1 employee?

For a single employee, published prices are $55 per month at OnPay or Gusto, $57 at QuickBooks Payroll, and $44 at Paychex Flex Essentials. Many solo owners use a contractor-only plan ($35 + $6 at Gusto) if they pay themselves as a contractor through an S-corp accountant instead.

Is it cheaper to do payroll yourself?

Doing payroll manually is free in software costs but takes 3 to 5 hours per month and exposes you to IRS penalties for late or incorrect deposits, which average over $800 per incident according to IRS data. Most owners find a $55 to $110 per month service pays for itself.