How Much Does a Payroll Service Cost for a Small Business?

Whether your small business has employees or you're close to making your first hire, it's essential to understand associated payroll responsibilities. 

It's not uncommon for small business owners to initially handle payroll as a cost-cutting measure. However, many find that the time taken away from core operations and stress related to noncompliance, payroll errors, and potential IRS penalties eventually outweigh the initial cost savings of doing it themselves. That's when they begin to wonder how much a payroll service costs for their small business and which they should go with.

Use this blog to learn about general payroll costs, services, extras, and other considerations to weigh as you evaluate the optimal payroll solution for your small business operations. 

How Much Does a Small Business Payroll Service Cost?

Several factors will determine payroll costs for your small business. Many payroll providers charge a monthly service base fee ranging from $20 to $200. You will also be charged a fee per employee each pay period and may be charged extra for the following: 

• Multistate employee payroll processing 

• State and federal payroll tax filings 

• Software and subscriptions

• Payroll extras beyond base service 

Consider hiring a payroll specialist if you prefer payroll duties to be handled professionally in-house. The salary for a payroll specialist varies by region and can range from $54,000 to $78,000 annually. 

What Do Payroll Services Handle?

Payroll companies will typically provide base services that achieve your primary goal of remaining compliant with applicable state and federal authorities while paying employees accurately and on time. They may also offer payroll extras to a narrower group of clients who require more specialized services. 

Payroll Basics

In addition to compliance and paying your employees on time, your payroll company should be able to provide basic services, including: 

• Payroll record retention 

• Tax withholdings 

• Fund distribution 

• Report and remit payroll tax payments 

If your small business requires more specialized offline or online payroll services, inquire about any payroll extras they provide and whether they can customize your service plan. 

Payroll Extras

Extra payroll services are usually offered for an additional fee, and like basic payroll services, the precise cost depends on several factors, including the number of employees to be processed.

Payroll extras your small business may need include: 

• 401(k) match

• Automatic check signatures

• Paper check printing and delivery

• Direct deposit option

• State and federal tax filing

• Tax form processing

• Tax penalty protection

• Time tracking

• Worker’s comp

Payroll Cost Factors

Your small business payroll costs will depend on several factors and requirements. Outside of service fees, you will likely pay a fee per employee and a fee each time payroll is run. If your business runs payroll weekly, you may be able to reduce costs by altering your payroll frequency to a bi-weekly schedule.

Multistate employee payroll processing, state and federal payroll tax filings, including FICA, and additional payroll services all contribute to your costs. All of these cost considerations can be dizzying, but there are formulas you can use to gain a general idea of costs by making a payroll cost estimate.  

How to Estimate Your Payroll Service Costs

Estimating payroll service costs will give you an idea of how much you would budget for the month or year. Use this formula to estimate your cost of payroll: 

• (Monthly fee) + (number of employees) x (per-employee fee) x (pay periods per month)

For example, $100 monthly fee + five employees x $10 fee per employee x two payment periods per month = $200 per month or $2,400 per year in standard payroll costs. This estimate excludes extra payroll services that will increase your monthly costs, which include: 

• Year-end W-2 or 1099 form processing

• Multi-state filings

• Benefits management, including 401(k) and health insurance

• Tax penalty protection or compliance add-ons

Understanding your payroll business needs today while accounting for continued growth is essential. 

Are Payroll Services Worth It?

Opinions differ among small business owners on whether payroll service providers justify the costs. Newer owners with fewer resources typically favor doing payroll themselves, while more established owners favor a service.

Many established business owners initially handled payroll to reduce costs, typically as a short-term benefit. However, potential errors that can trigger compliance issues and penalties, in addition to the hours spent per pay period, are some of the top reasons businesses use professional payroll services.

Payroll services help businesses: 

• Avoid IRS penalties and late filing fees, which impact nearly half of small businesses with fines ranging from a few hundred dollars to over $1,000.

• Ensure employees are paid accurately and on time, increasing retention and boosting morale.

• Stay compliant with complex, changing state and federal payroll tax laws.

• Gain peace of mind via professional payroll support—so owners can focus on their bottom line and growth, not hours of payroll paperwork.

• Reduce the risk of exposure and liability due to misclassification or incorrect tax withholding.

• Promote long-term return on investment (ROI) with fewer fines, lower administrative costs, and more efficient operations.

Outsourcing Payroll vs. Payroll Software vs. In-House Payroll Employee

Hiring an in-house payroll expert is the most expensive option, with an average salary of $65,000 annually, not including employee benefits or other costs. While this option requires the most investment, it gives you the most control over payroll compared to services or accounting software. Many small businesses will embrace other payroll options before considering a new employee.

Several small business owners are still price-conscious but desire a superior solution to doing payroll themselves. Software, such as Quickbooks Payroll, Paychex, Gusto, and ADP, is a popular, cost-effective way for small business owners to upgrade their payroll processes without the significant overhead of hiring a full-time payroll employee. Software fees vary but usually range from $40 – $100 per month in addition to a cost per employee, which can be a couple of dollars per pay period. Unlike hiring an expert to address this time-consuming work for you, you will still have an active role in running payroll each period. Automation and other software features and functionality will reduce mistakes and streamline the time it takes to run payroll, but you can't fully wash your hands of these responsibilities with the payroll software option. 

With outsourced payroll, like 1-800Accountant's full-service, tax-deductible payroll solution, you get the expertise of a payroll professional with the favorable pricing structure of payroll software. However, unlike do-it-yourself software, which requires time and attention, our payroll solution handles all your obligations. Your payroll expert adheres to IRS and state depositary schedules while handling your registrations, filings, and tax remittances.

Compliance is achieved by ensuring your employees are classified correctly, your payroll is calculated accurately, and it is run on time each pay period. We also retain records detailing all hours worked, wages paid, deductions, and withholdings associated with your employees' pay.

Our payroll service costs $89/month or $979 annually for your first employee and $39/month or $429 annually per additional employee. There is a one-time $200 onboarding fee.

For Stress-Free Payroll, Talk to the Experts at 1-800Accountant

For an affordable, tax-deductible, stress-free payroll system powered by experts, look no further than 1-800Accountant’s payroll service. When you trust 1-800Accountant with your payroll, our robust, full-service solution handles your requirements, integrations, and responsibilities each pay period. The typical pay period goes like this: Your payroll expert will collect and address your employees' hours, earnings, deductions, and other data required to calculate net pay. They will then distribute wages and paychecks to your employees and report and remit associated taxes to relevant governmental authorities. 

Save time and achieve your payroll goals by scheduling a free consultation–usually 30 minutes or less—to learn how we can help you maintain full IRS compliance with maximum tax savings.