PAYROLL PROCESSING SOFTWARE: Best Payroll Processing Software Tools 2023

Best Payroll Processing Software
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Payroll software helps an organization manage payments to its employees by making the payment process easy and swift. It automates every payroll process and makes it easy for the accountant to maintain excellent payment records, which otherwise would have been not just difficult but time-consuming—not to mention the inevitable mistakes that’ll occur when done manually. To help small businesses and accountants maintain excellent payment records, we have come up with a list of the best payroll processing software.

What Is Payroll?

First of all, payroll is the entire amount of money that a  business pays its employees for their job. It also refers to the process of calculating and initiating payments to employees. Whether you have one employee or 100, you’ll need payroll processing software to ensure accurate payment and record keeping.

Payroll processing software simplifies the handling of employee salaries and wages for firms. Payroll processing software is used by human resource professionals and accountants to track employee time off, vacation accrual, bonuses, and deductions, and to manage taxes and reporting.

What Are The Different Types Of Payroll?

Of course, several kinds of payroll solutions are available, as you might expect. Yet, the primary distinction lies in the manner in which they are put into effect. So, you need to carefully think through your options and choose the one that meets your needs the best. They are:

  1. Internally Managed Payroll
  2. Agency Managed Payroll
  3. Software Managed, and
  4. Professionally Managed

How Payroll Processing Software Works

Even while each has a distinctive layout and a unique set of features, the majority of online payroll systems operate in essentially the same manner. Payroll processing software typically consists of a portal that is hosted in the cloud and is accessible to both small businesses and employees. Benefits and compensation for workers and, on some platforms, contractors are often set up by employers, who may also delegate this responsibility to their accountants, bookkeepers, or HR employees.

When you hire a new employee, you can send them an invitation to self-onboard through the employee portal. This makes it simple for you to obtain their W-4 or W-9 form and contact information, and it allows the employee to register for any applicable benefits.

There are payroll services that provide automatic payroll, which allows you to establish worker pay and employees to monitor their time, and the service then processes payroll on the timetable you specify. The services enable employees to enter information about direct deposits, and employers can connect a company bank account to ensure that payroll is processed without the need to physically print and deliver checks to employees.

There are a lot of online payroll processing software providers out there, and many of them include tools that allow small businesses and accountants to administer benefits within the same platform, in addition to connectors for accounting software. Many employers give their employees the opportunity to use a payment card, which allows them to get money in advance of their paychecks and use the card to make transactions directly.

Best Payroll Processing Software.

Since there are a lot of online payroll processing software providers out there, this chapter will help small businesses to choose the right one for their payment process.

#1. Gusto

Gusto makes it simple to hire, pay, and ensure employees, as well as provide assistance for them. This payroll processing software is intended to make more manageable the intricate procedures that are involved in modern small businesses’ payroll, benefits, and HR departments.

There are many perks offered, such as medical, vision, and dental coverage, as well as 401(k) and commuting benefits.

Furthermore, Gusto offers a robust collection of payroll services, coupled with a user interface that has been thoughtfully developed and functions that facilitate innovation and automation. In addition, companies can make use of it at a reasonable price that is catered to their particular requirements.

Gusto guarantees that businesses have the choice to pay via bank deposit or cheque automates computations, year-end paperwork, and taxation to protect against important errors, and saves even more time for businesses to manage their own accounting.

#2. Paycom

Paycom is widely thought to be one of the easiest online payroll programs to use right now. This program provides a smooth and continuous user experience, dedicated service, and employee-maintained data. It offers a comprehensive solution for hiring, engaging, paying, managing, and tracking employees.

Paycom also provides products for HR Management, Talent Management, Talent Acquisition, and Time and Labor Management. Managers can use this application to access the service from any internet-connected device, from any location. Paycom is available on a variety of platforms, including Android, Windows, and Mac.

Paycom’s distinctive features include online payroll processing and tax administration, expense management, employee self-service, time and labor management, and many others.

#3. PrimePay

PrimePay is an all-in-one payroll and human resources service that caters to the special requirements of expanding organizations in terms of people management. It provides business owners with the ability to eliminate the burden of administration throughout the entire employee life cycle, from the time an employee is hired until the time they retire and does so in conjunction with excellent customer and technical support. This is accomplished by automating and integrating important operations and services across the board, from onboarding new employees to disbursing insurance benefits and everything in between.

#4. Paychex

Paychex has a lot of positive aspects. The payroll processing software simplifies the setup and administration of payroll, automates the submission of federal, state, and local payroll taxes, and provides a plethora of upgrade choices that small businesses may require as your business expands. Yet, Paychex’s basic reporting may be worth the monthly charge on its own, giving it the edge in this area. Furthermore, owing to custom fields, you’ll be able to add any other data field you want, which is uncommon for small business online payroll systems.

One of the most significant features of a good online payroll solution is whether it interacts with existing software. Paychex integrates with QuickBooks and Xero accounting software, as well as numerous health insurance and benefits apps, time tracking and attendance software, and human resources software.

#5. Asure

This is payroll processing software for accountants. Asure’s complete and comprehensive software solutions for payroll processing, human resources, and time and attendance have been created especially for small and medium-sized businesses. Your company may advance to the next level with the support of a complete Human Capital Management platform that promotes employee happiness, helps you remain compliant with all applicable regulations, and automates all payroll and tax operations.

Asure payroll software features include an employee portal, employee profile, W-2 preparation, tax compliance, and real-time reporting. It also includes Multi-state and payroll management features, where employees in multiple states get paid with accurate tax deduction amounts in each.

Asure offers Web-based, Cloud, and SaaS deployment options According to the ratings and reviews, this payroll processing software has earned its place in our list.

#6. Zenefits

Zenefits payroll processing software is all-inclusive and was designed primarily for small and medium-sized businesses.  The Zenefits People Platform comprises a complete range of HR, Benefits, Payroll, Well-being, and Performance apps, which work in tandem with advisory services and closely integrated partner apps to significantly simplify HR management

Zenefits offers three pricing options that are aimed at small and medium-sized enterprises of various sizes. They are Essentials, Growth, and Zen. Its top features are applicant tracking, performance management, a self-service portal, Onboarding, and of course payroll management.

Additionally, Zenefits offers deployment options for iPhone, Windows, Android, and SaaS.

#7. Patroit

Patriot Payroll is HR software that incorporates accounting, payroll, time and attendance tracking, as well as other features. It contributes to the streamlining of the various processes that are linked with the management of payroll and tax submissions.
Patriot payroll processing software provides accountants with the ability to print checks, maintain payroll records, generate payroll reports, file taxes, and set up direct transfers into bank accounts.

Although Patriot Payroll does not currently offer a mobile app, the website has been designed with mobile access in mind. Again, despite the fact that Patriot Payroll is a standalone payroll offering, the solution has the capability of integrating with other Patriot Software solutions, such as Patriot TIME (time and attendance) and Patriot HR (personnel tracking), in order to deliver a full-featured Human Resource Management (HRM) suite.

#8. APS

APS provides a centralized platform for the management of payroll, human resources, attendance, hiring, and onboarding, as well as ACA compliance. After an employee’s information is entered into the platform, it is immediately accessible throughout the entirety of the system. Anyone with a smartphone or tablet can use the APS system, so both employees and management can use it.

APS Payroll is the perfect solution for companies of moderate size. Their technology is appropriate for use in educational institutions, healthcare facilities, organizations that focus on hospitality, charitable organizations, and restaurants. APS provides each customer with access to a technical account team that can be reached by phone, email, or support ticket.

#9. Square

Square Payroll is a full-service payroll processing software that assists small businesses in paying employees and managing payroll taxes. It is compatible with a wide range of payment processing tools, accounting software, and employee management systems, including Square POS, QuickBooks, and others, and includes features for automated tax filing, payroll process automation, benefits management (including health insurance), and more. Businesses can use the online payroll solution to track workers’ compensation and maintain payroll compliance at all times.

Square Payroll has features for managing multiple employee types, such as salaried employees, hourly employees, and contractors. The rolling payroll tool enables businesses to pay employees and contractors based on the number of hours worked over a specified pay period, using data taken automatically from the Square Point of Sale app. Square Payroll also calculates paid time off, hours worked, and overall labor cost for each employee automatically. Square Payroll also automates the filing of taxes, including new hire reports, W-2 forms, and federal and state payroll taxes. Additional important features include integrated timecards, employee benefits packages, and direct deposits.

#10. Workful

Workful is the last option for payroll processing software for accountants, HR professionals, and small businesses. However, it is by no means the least important. It is an all-in-one solution for payroll and staff administration that is created with the specific goal of serving the needs of smaller businesses. Workful can help you save a lot of time by taking care of things like managing employee income and deductions, filing federal and state forms, and making automatic reports.

Your human resources information, which includes all of your employee’s paperwork, time reports, and time off request submissions and approvals, will be synchronized with the primary payroll function, which will save you the time that you would have spent entering the information manually into the system. This information includes time reports, time off request submissions, and time off request approvals.

Workful also enables you to communicate with employees, making it easy for them to access their own data and for you to alert them of any developments that are pertinent to their roles.

How Do You Choose A Payroll Service?

Consider the following features before deciding on the best payroll service:

  • Direct deposit payments
  • Reporting and payment of payroll taxes
  • Self-service and self-onboarding options for employees
  • Integration with QuickBooks or any other software for accounting
  • Automated compliance updates

Without the above features, the payroll process is as good as doing it manually with a spreadsheet.

How Do You Do Payroll For Beginners?

Although it may not seem very easy, you can do your own payroll in-house. Consider these steps:

  • Have your EIN and state tax ID numbers available
  • Set up a payroll bank account
  • Collect up-to-date tax forms from employees
  • Choose a payroll schedule
  • Collect timesheets
  • Calculate gross pay and all necessary deductions
  • Pay all payroll taxes

What Is The Cheapest Payroll Software To Use 2023?

The following payroll services are more affordable:

  • SurePayroll
  • SquarePayroll
  • Justworks
  • Remote
  • Gusto
  • Salarium
  • Namely
  • Zenefits
  • Patriot Software

Is SAP A Payroll System?


SAP is a payroll system option. It is an HR software that includes payroll management, and administration. It allows you to streamline and automate your payroll process in the cloud. Like other payroll processing software listed in this piece, SAP includes technology and tools for time tracking, digital workspaces, and document management.

Who Prepares The Payroll?

Payroll is prepared by the finance department, which is also in charge of handing out payslips to employees. Also, they are responsible for keeping payroll records and data up-to-date to make sure they follow the law.

Final Words

From the list above, you have learned about the top payroll processing software solutions and the significant features each one offers. Keep in mind, however, that no one payroll option is a one-size-fits-all solution. Therefore, it is best to first evaluate each of them before deciding on the one that best works for your business.

  4. HR SERVICES FOR SMALL BUSINESSES: Functions & Examples of HR Services


  1. CuteHR
  2. Investopedia

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