Good payroll software runs pay, files and pays your payroll taxes automatically, and produces your W-2s and 1099s without you touching a form. The right one for a small service business runs a base of $20–$50/month plus $4–$12 per employee. Below is what to look for, the pricing tiers, and the line where software stops being enough and you want a human in the loop.
We run our own companies — a cleaning company in Tucson and an HVAC company in Sacramento — and pay real crews, so we'll point you to the right tool honestly. Payroll software is one place we don't sell the product; we just help you get found once you do.
The whole reason to pay for software. It should file and remit federal, state, and local payroll taxes on time and back it with a penalty guarantee — so a missed deadline is their problem, not a five-figure IRS notice that's yours.
Service businesses run off-cycle checks for bonuses, corrections, and final pay. Avoid tools that charge per run; you want to pay anytime without watching a meter.
If you use subs or 1099 crew, the tool should pay them and file 1099-NEC at year-end. Mixing W-2 and 1099 cleanly in one place saves a tax-season scramble.
For hourly field crews, built-in or integrated time-tracking that flows straight into the pay run cuts errors. A clean sync to QuickBooks or Xero keeps your books from drifting.
Core payroll, direct deposit, and automatic tax filing. Plenty for a one-to-five-person shop with simple, single-state pay.
Adds benefits administration, onboarding, time-tracking, and stronger support. Where most growing service businesses land.
A full HR-and-payroll partner that co-employs your staff. Worth it for 20-plus employees, multi-state, or heavy compliance — overkill for most small shops.
With one or two employees and simple pay, software by itself usually covers you. Once you add contractors, multi-state crew, or owner-comp questions, pair the software with a bookkeeper. Don't pay for a PEO until headcount and compliance actually demand it.
Payroll isn't our product — we don't pretend it is. What we do is the front end: the site and SEO that bring you the customers who fund that payroll. Our AI lead capture starts at $249/mo and the CRM tier from $1,750/mo if you want lead-to-customer tracking. See the business software guides, accountant software, bookkeeper software, and how to choose a payroll service.
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Calculates pay and withholdings, runs direct deposit, files and pays payroll taxes automatically, and produces W-2s and 1099s.
A base of $20–$50/month plus $4–$12 per employee. Eight employees commonly lands around $80–$130 a month full-service.
Software alone handles simple pay. Add a bookkeeper once you have contractors, multi-state employees, or owner-comp questions.
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