Managing payroll can be a real headache, especially with the ever-changing tax laws. You need to make sure your team is paid accurately and on time, but it’s easy to make mistakes and get stressed out. In fact, 40% of small-midsized businesses face penalties because of these errors. Bringing in a payroll outsourcing company can take a lot of that burden off your shoulders.
This article will help you find the 15 best payroll outsourcing companies that can take the stress out of payroll and give you peace of mind.
15 Most Reliable Payroll Outsourcing Companies
Here are the top 15 payroll outsourcing companies to help you streamline your payroll operations and improve your workflow.
1. Genius
Genius specializes in connecting your business with skilled talent across various industries. With extensive experience in talent acquisition, we understand the unique needs of companies looking to streamline their HR and payroll processes.
From the initial contact, where we assess your specific requirements, to matching you with the right professionals, we make sure you have a seamless hiring experience. Our comprehensive approach includes evaluating potential candidates, conducting interviews, and facilitating the onboarding process to help you find the best talent.
We have access to the top 1% of global talent and can save you 80% of what you would normally spend to get the right hire for your needs. We also give you a 6-month talent guarantee – if you don’t find what you need or if the talent doesn’t fit, we go through the process again at no cost to you.
Core Services
- Payroll Processing
- Compliance Management
- Tax Filings
Expertise
- eCommerce
- Financial Services
- Tech Industry
Tech & Integration Used
We connect you with payroll experts who can recommend the best tools based on their years of experience and they can also adapt to tools you are already using.
Security & Compliance: We prioritize data security and compliance by adhering to strict legal standards, including GDPR and CCPA regulations. We use advanced encryption and multi-factor authentication to protect sensitive employee data and maintain the highest privacy standards.
Cost & Terms
One-time fee of 25% of the payroll specialist’s first year salary.
2. ADP
ADP is a globally recognized payroll outsourcing provider operating since 1949. Having served over 1 million clients, they provide comprehensive payroll and HR solutions to businesses of all sizes.
With decades of experience managing payroll, ADP offers a seamless process that begins with understanding your company’s needs. From the initial consultation to the deployment of tailored payroll solutions, this payroll outsourcing company ensures your business is set up for success.
Core Services
- Payroll Processing
- Employee Benefits
- Tax Compliance
Expertise
- Small & Midsized Businesses
- Retail & Hospitality
- Global Enterprise
Tech & Integration Used
- ADP Workforce Now
- ADP Vantage HCM
Security & Compliance: ADP follows strict data protection regulations, including GDPR and SOC 2 compliance.
Cost & Terms
Custom pricing
3. Paychex
Paychex has been providing outsourcing payroll services and HR solutions since 1971. They focus on simplifying payroll and guide you from your first meeting to your final payroll run.
Paychex evaluates your needs, sets up a customized payroll system, and provides ongoing support to keep everything running smoothly. Trusted by 745,000+ businesses and with decades of experience and advanced technology, Paychex helps you manage payroll efficiently and reduces the burden of administrative tasks.
Core Services
- Payroll Services
- HR Services
- Full-service HR PEO
Expertise
- Small & Midsized Businesses
- Construction
- Healthcare Industry
Tech & Integration Used
- Mobile App
- Time & Attendance Software
- Paychex Flex
Security & Compliance: Paychex safeguards sensitive payroll and employee data using multi-layer security protocols, including encryption and regular audits.
Cost & Terms
Custom Pricing
4. Paycor
Paycor is designed to help you manage your team and build a strong workplace. They provide outsourced payroll services, and their HR and payroll software takes care of your day-to-day tasks, so you can focus on developing your employees and promoting a positive work environment.
Paycor is being used by 40,000+ businesses and over 2.5 million users. With Paycor, all your employee data is stored in one place, so you don’t have to update information in multiple systems. This makes managing payroll and HR tasks much simpler and more efficient.
Core Services
- Payroll Processing
- HR Management
- Talent Development
Expertise
- IT Companies
- Healthcare
- manufacturing
Tech & Integration Used
- Mobile App
- All-in-one HR Platform
- Talent Management Tools
Security & Compliance: Paycor uses advanced security measures, including encryption and regular updates, to protect your employee information and ensure compliance with all relevant regulations.
Cost & Terms
Custom Pricing
5. Gusto
Gusto helps you manage payroll and HR with features that simplify your business operations. If you’re looking to hire talent from different states or even around the world, Gusto makes it easier by keeping you compliant with various employment laws without adding extra costs or complications.
Launded in 2012, Gusto serves over 300,000 businesses nationwide. Their platform includes tools for handling global hiring and managing people in any location. This makes it a great choice if you’re looking to expand your team and reduce hiring costs.
Core Services
- Processing Payroll
- Global Compliance Management
- Employee Benefits
Expertise
- Startups
- Creative Industry
- Hospitality
Tech & Integration Used
- Automated Compliance Tools
- Mobile App
Security & Compliance: Gusto is committed to data security and compliance, using robust encryption and regular updates to protect your information.
Cost & Terms
- Simple: $40/month. $6 per person
- Plus: $80/month. $9 per person
- Premium: $180/month. $22 per person
6. Dayforce
Dayforce is a payroll outsourcing platform trusted by 6 million+ companies worldwide. It offers a simple, scalable solution for managing today’s dynamic and borderless workforce. Its comprehensive platform is powered by AI that combines payroll, HR, benefits, talent management, and workforce management in one place.
With Dayforce, you can streamline HR processes, improve payroll accuracy, and use data-driven insights to make informed decisions. It’s designed to help your business grow while keeping things simple and efficient.
Core Services
- HR & Payroll Management
- Workforce Management
- Tax Filings
Expertise
- Global Enterprises
- Tech Industry
- Retail & Hospitality
Tech & Integration Used
- Mobile App
- AI-Powered
- Unified Data-Driven Insights
Security & Compliance: Strong data protection and compliance with global and local regulations.
Cost & Terms
Custom Pricing
7. TriNet
Founded in 1988, TriNet is a payroll service provider with flexible HR solutions to support businesses as they grow and evolve. No matter the size of your company or how your needs change, TriNet has the tools and expertise to help you succeed. They have served 23,000+ clients and handled 351,000+ worksite employees.
Their HR consulting services offer guidance on complex HR challenges so you can implement and maintain best practices. TriNet also helps you provide your team with comprehensive benefits packages similar to those that large companies offer.
Core Services
- Processing Payroll
- HR Consulting
- Employee Benefits Administration
Expertise
- eCommerce
- Small Businesses
- Midsized Businesses
Tech & Integration Used
- Data Analytics & Reporting
- Payroll Integration
Security & Compliance: TriNet reduces risk by staying current with federal, state, and local employment laws.
Cost & Terms
- Custom pricing
- HR plus- Payroll tax compliance: Starts at $20/employee/month
- Payroll manager: Starts at $30/employee/month
- HR manager: Starts at $50/employee/month
8. Insperity
Insperity has been a trusted name in HR solutions since 1986, serving businesses with 90+ locations nationwide. With decades of experience, the company offers full-service payroll management and HR support that evolves with your business.
Their solutions include everything from payroll and benefits administration to risk management and compliance. They combine exceptional service with advanced HR technology, making it easy to manage your workforce and achieve your business goals.
Core Services
- HR Admin & Processing Payroll
- Employee Benefits
- Risk Management
Expertise
- NPOs
- Financial & Insurance Services
- Retail & Wholesale
Tech & Integration Used
- Mobile Access
- Insperity Premier
Security & Compliance: Insperity uses advanced technology and regular updates to protect your employee data and ensure adherence to federal, state, and local laws.
Cost & Terms
Custom Pricing
9. Square
Square is one of the leading payroll outsourcing providers that makes managing payroll easy and efficient if you run a small business. As part of Square’s suite of business tools, it offers everything you need for payroll, including online management, automatic tax filing, and benefits administration, all in one place.
If you’re already using Square’s Point of Sale system, you’ll appreciate how seamlessly Square Payroll integrates with it. Employee hours can be automatically imported into the payroll system to save you time and reduce the burden of administrative tasks.
Core Services
- Payroll Processing
- Tax Compliance Management
- Employee Benefits
Expertise
- Restaurants
- Beauty
- Retail
Tech & Integration Used
- Square Dashboard
- Mobile Access
Security & Compliance: Square uses advanced data protection, accuracy, and compliance to reduce the risk of payroll errors and penalties.
Cost & Terms
- Pay Employee + Contractors: $35/month plus $6 per employee
- Contractor-only payroll: $5/month per contractor
10. Intuit QuickBooks Payroll
QuickBooks Payroll is perfect for small businesses that want an easy, reliable payroll solution. If you’re already using QuickBooks for accounting, this service integrates smoothly to help you manage payroll, taxes, and benefits all in one place.
Used by 1.4 million businesses, QuickBooks Payroll takes care of automatic tax calculations, direct deposits, and year-end tax forms, saving you time and reducing errors. With its simple interface, you can run payroll quickly and ensure your employees are paid accurately and on time.
Core Services
- Payroll Processing
- Tax Filings
- Employee Management
Expertise
- eCommerce
- Small Businesses
- Retail & Service Industries
Tech & Integration Used
- QuickBooks
- Mobile Access
- Email Automation
Security & Compliance: QuickBooks uses top-tier security measures, including encryption and regular updates, to protect sensitive payroll data and ensure compliance with tax regulations.
Cost & Terms
- Simple Start: $17.50/month
- Essential: $32.50/month
- Plus: $49.50/month
- Advanced: $117.50/month
11. Paylocity
Founded in 1997, Paylocity is a payroll management service provider with cloud-based software for medium-sized businesses. Their platform is intuitive, which makes it very easy to use for all your payroll needs.
With Paylocity, you can cut down on manual data entry by automatically adding reimbursements to paychecks. These features help you create a more engaging and dynamic workplace, making it easier to pay your team fast with any errors.
Core Services
- Payroll Management
- HR & Benefits Administration
- Employee Engagement Tools
Expertise
- Financial Services
- Education
- Healthcare
Tech & Integration Used
- Cloud-based
- Mobile App
- Analytic Tools
Security & Compliance: Paylocity uses cloud-based data protection software and updates its systems to protect sensitive employee data.
Cost & Terms
Custom Pricing
12. Namely
Founded in 2012, Namely is a user-friendly payroll solution that makes payday easy. This outsourcing payroll platform helps you manage payroll by automating tasks like tax calculations, pay runs, and employee time tracking.
With Namely, you can save up to 11 hours per week. It streamlines payroll processes, reduces errors, and ensures compliance with tax regulations, all while keeping things simple.
Core Services
- Payroll Processing
- Time Tracking & Employee Engagement
- Integration with accounting
Expertise
- Small Businesses
- Freelancers & Contractors
- Retail & Hospitality
Tech & Integration Used
- Cloud-based
- Mobile App
Security & Compliance: Namely prioritizes security using encryption and secure data storage practices. It also stays up-to-date with local payroll regulations to help you remain compliant and avoid penalties.
Cost & Terms
Custom pricing
13. CloudPay
CloudPay is one of the top outsourced payroll services companies that provide payment solutions for multinational companies to manage payroll across multiple countries. The company has 25+ years of experience and is serving in 190+ countries worldwide.
Its cloud-based platform provides a unified view of the entire payroll process. This makes it easy to handle complex payroll requirements and stay compliant with your annual payroll tax reporting. CloudPay integrates payroll, payments, and compliance into one streamlined system to reduce the administrative burden so you can focus on your businesses.
Core Services
- Managed Pay Services
- HCM Integrations
- Compliance
Expertise
- Financial Services
- Tech Industry
- Hospitality
Tech & Integration Used
- API Integrations
- Cloud-Based Platform
Security & Compliance: CloudPay ensures high data security and privacy levels in compliance with global laws.
Cost & Terms
Custom Pricing
14. SurePayroll
With 25+ years of experience and 29 million payroll runs, SurePayroll is an easy and affordable payroll service designed solely for small businesses. Their online platform automates payroll tasks like calculating paychecks, filing taxes, and managing employee benefits.
With SurePayroll, you can run payroll from any device, and your employees get paid the right amount and on time. The platform also supports payments for contractors and hourly workers. This makes it a versatile and user-friendly platform if you run a small business.
Core Services
- Tax Payments & Filings
- Automatic Payroll System
- In-depth Reporting
Expertise
- eCommerce
- Small Business
- Startups
Tech & Integration Used
- Mobile App
- Cloud-based
Security & Compliance: SurePayroll prioritizes data security with encryption and regular updates.
Cost & Terms
- Small Business/No Tax Filings: $20/month
- Small Business/ Full Service Payroll Services: $39/month
- Household / Full Payroll Services: $39/month
15. Rippling
Founded in 2021, Rippling helps you pay employees and contractors your way. With it, you can manage your payroll in just a few clicks—whether you’re paying salaried, hourly, or contract workers. It is used by HR teams in over 140 countries and can be integrated with 500+ apps.
What sets Rippling apart is how it automates the entire payroll process. From calculating taxes to handling deductions, the platform ensures everything is done correctly without the hassle of manual entry. Plus, it syncs with your benefits and time-tracking tools, so any changes are automatically updated in your payroll.
Core Services
- HR Tools
- Automated Payroll Processing
- Employee Benefits & Engagement
Expertise
- eCommerce
- Financial Services
- Startups
Tech & Integration Used
- HR Platform
- Automated Tax Calculations
- Mobile App
Security & Compliance: Rippling reduces risk by staying current with federal, state, and local employment laws.
Cost & Terms
Custom Pricing
How Payroll Outsourcing Works & How To Implement It
To effectively outsource payroll, it’s important that you understand the process so you do not make costly mistakes.
Step 1: Assess Internal Needs & Pick A Provider
The first step in outsourcing your payroll is to thoroughly assess your internal needs. Identify the specific challenges you face with your current payroll process. Are you struggling with compliance issues, dealing with frequent errors, or finding it time-consuming to manage payroll manually?
Once you know exactly what you’re dealing with, determine the key features and services most important to your business. For instance, if you’re a small business owner, you should prioritize affordability and ease of use.
On the other hand, if you run a medium-sized company, you need more advanced features like integrated HR management, automated tax filings, and employee self-service options.
As you evaluate potential providers, make sure you know how well they align with your needs. Look at factors like their reputation, customer service, and the range of services they offer.
At Genius, we can help you find the right talent for your payroll outsourcing needs. Our on-the-ground sourcing ensures that you find the top candidates who are ready to deliver from the word go. We reduce your hiring expenses by up to 80%, letting you tap into a global talent pool and solve your payroll mistakes with ease.
Step 2: Negotiate Terms & Evaluate Integration
Outsourcing payroll functions requires you to establish clear terms with your chosen provider and negotiate the service agreement. This should cover everything from pricing to specific services, like payroll processing, tax filing, and employee self-service options. Make sure to discuss additional fees, like setup costs or charges for added services, so there are no surprises later.
Once you’ve agreed on the terms, focus on how the provider’s system will integrate with your current tools. This is very important for a seamless transition. Ask your provider about their integration capabilities and ensure their software can work well with your existing HR, accounting, or time-tracking systems.
To understand how efficient outsourcing payroll services are, request a demo or a trial period to see how their system works with your current setup. During this trial, involve your IT team and payroll managers to test the integration thoroughly.
Step 3: Prepare & Transfer Employee Data
The next step is to prepare and transfer your employee data to the new payroll system. This is a very important step because accurate data transfer ensures that there are no payroll errors. To achieve this, gather all relevant employee information, like names, addresses, Social Security numbers, wage details, and tax withholding statuses.
Before transferring, thoroughly review your employee data. Look for any outdated or incorrect information. For example, check for employees who have left the company or changes in contact details.
Security is vital when transferring sensitive employee information. Use secure file transfer methods, like encrypted emails or dedicated secure file transfer services, to protect data from unauthorized access. Avoid using unsecured methods like regular email to prevent data breaches.
Work closely with your payroll provider during the data transfer process. Some providers have a dedicated data migration team that can assist in mapping your old data to their new system.
To make sure the data is safe, follow these practices:
- Always encrypt sensitive employee data before transferring it to the new system. With this, even if the data is intercepted, it cannot be easily read or used.
- Protect access to data files and systems with strong, unique passwords that include a mix of letters, numbers, and symbols.
- During the transfer process, only essential personnel should have access to sensitive employee data.
- Make sure you back up all employee data in a secure location.
- Don’t transfer all the data at once. Conduct a test run by transferring a small batch of data first. This lets you identify and resolve issues before moving all your employee data.
Step 4: Implement & Test Payroll Systems
As discussed above, you must test run the payroll system before you can start using it fully. Accuracy is key here, so take your time to make sure that all information is input correctly. Configure all necessary settings in the payroll software. This includes entering employee details, setting up pay rates and schedules, inputting tax rates, and defining deductions or benefits.
Once everything is set up, conduct a parallel payroll test. This means running payroll in the new system while still maintaining the old system for a short period. This way, you can compare results from both systems to identify any discrepancies. If you find differences, investigate immediately to understand the cause and make necessary adjustments.
Pay close attention to the various payroll calculations during testing, like hours worked, overtime, bonuses, and tax deductions. Verify that all deductions and contributions are applied correctly and that the reports generated match what you expect based on the old system.
If your payroll system includes an employee self-service portal, test it thoroughly to make sure employees can access their pay stubs, view their benefits, and update their personal information without issues. Also, check how well the payroll system integrates with other tools your business uses, like accounting software or time-tracking systems.
Step 5: Train Staff & Go Live
Once your payroll system is fully implemented and tested, it’s time to train your staff and go live. Start by organizing a training session for all relevant staff members, like HR personnel, payroll managers, and other employees involved in payroll processing.
During the training, provide a clear overview of the system’s features and functionalities. Show your team how to enter data, process payroll, manage employee benefits, and handle tax filings. Use practical examples to make the training more relatable.
For instance, demonstrate how to add a new employee, adjust a salary, or manage overtime. This practical approach helps staff members understand the day-to-day use of the system.
It’s helpful to use training tools like video tutorials, step-by-step guides, and live demonstrations. Some payroll systems offer built-in training modules or support from the provider’s customer service team. Take advantage of these resources to make sure your staff receives comprehensive training.
After training, give your team time to practice using the system before going live. This period will let them get comfortable with the new processes and workflows. Run a few mock payroll cycles to give them hands-on experience. During these practice runs, monitor their progress and provide additional support if needed.
When you are ready to go live, make sure all staff members know the date and are prepared to transition fully to the new system. Set clear expectations for the first live payroll run and ensure everyone understands their roles and responsibilities. Be available to support your team and address any issues that arise.
Step 6: Monitor Performance & Compliance
After you go live with the new payroll system, continuously monitor its performance and ensure compliance with all relevant regulations.
Start by reviewing payroll reports monthly to check for discrepancies in calculations or data entry. You should look at summary reports to ensure that all employee payments are processed correctly and that taxes and deductions are accurate. If you notice any anomalies, investigate immediately to prevent them from affecting employee pay.
Use tools like automated alerts and dashboards provided by your payroll system to monitor performance in real time. These tools can notify you if something goes wrong, like a failed payroll run or incorrect tax filing. Set up these alerts to flag potential errors before they escalate into bigger problems.
It’s also important to stay updated on payroll laws and regulations changes. Use resources like the payroll provider’s compliance tools and government websites, or subscribe to updates from industry bodies to keep up with frequently changing federal, state, and local laws.
Conclusion
Outsourcing payroll helps you save time, reduce errors, and focus on your core business activities. It’s important to assess your needs carefully, choose a provider that aligns with your goals, and follow a clear implementation plan.
If you’re looking for a payroll outsourcing company that offers more than just basic services, use Genius. With us, you get access to top international talent while reducing your hiring costs by up to 80%. Partner with us to simplify your payroll management and grow your team.
FAQs
How long does it take to transition to an outsourced payroll system?
Transitioning to an outsourced payroll system can take at least 3 weeks to 2 months. This timeline includes setting up the system, transferring employee data, testing the new system, and training your staff. However, it can vary depending on the size of your business and the complexity of your payroll needs.
Can outsourced payroll services handle multi-state payroll compliance?
Yes, many outsourcing payroll providers are equipped to handle multi-state payroll compliance. They have the expertise to navigate different state laws about tax withholdings, unemployment insurance, and other payroll-related regulations. If your business operates in multiple states, choose a provider that has the experience and tools to manage these complexities.
What kind of support can I expect from a payroll service provider?
Support from a payroll outsourcing provider can range from basic customer service to comprehensive support services, including dedicated account managers, 24/7 helplines, and ongoing compliance updates. Some providers also offer additional training and resources to help you understand the system better.
How does outsourcing payroll impact employee privacy and data security?
Payroll outsourcing can improve data security if the provider uses advanced encryption methods and secure servers, and is compliant with data protection regulations like GDPR or CCPA. So make sure the provider has strict privacy policies in place and uses best practices for data security.
