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Type how many people you pay. See what each payroll company charges in a year at its regular price, lowest first, with the math shown. Below that: what you owe in employer taxes and what stays your job even with a payroll company.
| Who you pay | Lowest cost | A year | Runner-up |
|---|---|---|---|
| 1 employee | Square Payroll | $492 | Patriot Full Service: $504 |
| 5 employees (the default) | Patriot Full Service | $744 | Square Payroll: $780 |
| 15 employees | Patriot Full Service | $1,344 | Square Payroll: $1,500 |
| 4 employees + 2 contractors | Patriot Full Service | $804 | Square Payroll: $852 |
| No employees, 3 contractors | Square contractor-only | $216 | QuickBooks Contractor Payments: $300 |
| No employees, 25 contractors | QuickBooks Contractor Payments | $420 | Square contractor-only: $1,800 |
Hand check, 5 employees: Patriot Full Service is $37 + $5 × 5 = $62 a month, × 12 = $744 a year. Square is $35 + $6 × 5 = $65, × 12 = $780. Gusto Simple and OnPay are each $49 + $6 × 5 = $79, × 12 = $948. QuickBooks Workforce Payroll is $50 + $7 × 5 = $85, × 12 = $1,020.
15 employees: Patriot $37 + $75 = $112 ($1,344 a year) vs Square $35 + $90 = $125 ($1,500). 25 contractors and no employees: QuickBooks Contractor Payments is $25 + $2 × 5 = $35 a month ($420 a year); Square's contractor-only plan is $6 × 25 = $150 ($1,800).
| Plan | Price a month (base + per person) | Who counts | Files your taxes? |
|---|---|---|---|
| Gusto Simple / Plus / Premium (Gusto) | $49 + $6 / $80 + $12 / $180 + $22 | Employees and U.S. contractors (only in months you pay them) | Yes |
| OnPay Payroll Essentials (OnPay) | $49 + $6 | Each worker | Yes |
| QuickBooks Workforce Payroll / Premium / Elite (QuickBooks) | $50 + $7 / $88 + $13 / $134 + $17 | Each employee; contractor and state filing fees extra (amount not listed) | Yes |
| QuickBooks Contractor Payments (QuickBooks) | $25 for up to 20, then $2 each | Contractors only | 1099 e-file |
| Square Payroll (full-service) (Square) | $35 + $6 | Each person paid | Yes |
| Square contractor-only (Square) | $6 a person | Contractors only | No payroll taxes to file |
| Patriot Full Service Payroll (Patriot) | $37 + $5 | Each worker paid | Yes |
| Patriot Basic Payroll (Patriot) | $17 + $4 | Each worker paid | No, you file and pay |
| ADP RUN (ADP) | See vendor (quote only) | — | — |
| Paychex Flex (Paychex) | See vendor (quote only) | — | — |
Regular prices read on each company's page on October 21, 2026. QuickBooks and Patriot show 50% off the base price for the first 3 months to new customers; we leave sales out so the yearly number holds after month 3. Rippling also prices by quote only.
The company figures each paycheck, takes out the taxes, and files and pays federal and state payroll taxes for you. Patriot's Basic plan is cheaper because you do the tax filing and paying yourself (Patriot).
For 2026 you match 6.2% Social Security (on pay up to $184,500) and 1.45% Medicare for each employee (IRS Topic 751). Federal unemployment tax is 6.0% of the first $7,000, usually 0.6% ($42 a worker) after the state credit (IRS Topic 759).
The IRS says the employer stays responsible for payroll taxes even when a payroll company files them. Ask for EFTPS access so you can see each deposit (IRS Pub. 15).
If withheld taxes aren't paid, the trust fund recovery penalty is 100% of the unpaid amount, and it can fall on the people responsible, not just the business (IRS Pub. 15).
For payments made in 2026, you file Form 1099-NEC for a contractor you paid $2,000 or more, up from $600 (IRS Pub. 15). Most plans here e-file 1099s for you.
Keep employment tax records for at least 4 years after the tax is due or paid, whichever is later (IRS). Payroll software stores them, but download a copy before you switch or cancel.
Education only, not tax advice. Prices change; confirm on the company's page before you sign up. Nothing you type is sent or saved by us. No company pays to be on this page, and there are no partner links.
At regular list prices for 5 employees, Patriot Full Service is lowest at $744 a year, then Square Payroll at $780. Gusto Simple and OnPay are $948 and QuickBooks Workforce Payroll is $1,020. Prices were read on each company's site on Oct. 21, 2026.
At list price: Square Payroll $41 a month ($492 a year), Patriot Full Service $42 a month ($504 a year), Gusto Simple $55 a month ($660 a year), OnPay $55 a month ($660 a year), QuickBooks Payroll $57 a month ($684 a year).
The payroll company calculates paychecks, withholds taxes, and files and pays federal and state payroll taxes for you. With a basic plan like Patriot Basic, you file and pay the taxes yourself.
Yes. IRS Publication 15 says the employer remains responsible for payroll taxes even when a payroll service provider handles them, so check your deposits in EFTPS.
Facts and math only, not tax, legal or financial advice. Rules, rates and fees come from the IRS, state agencies and providers' own pages with dates; confirm with a tax professional, your state or the provider before acting.
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