Payroll Software Cost Calculator
Estimate the true monthly, annual, and three-year cost of payroll software in the US.
Estimates are illustrative and based on typical 2026 US pricing. Actual costs and results vary by vendor, contract terms, and how your business uses the software.
How the Payroll Software Cost Calculator works
US payroll software follows a base-plus-per-employee model. In 2026, base fees typically run 40 to 150 dollars per month and per-employee fees run 4 to 16 dollars per month. Entry plans like OnPay start around 36 dollars plus 4 dollars per employee, QuickBooks Payroll around 45 dollars plus 5 dollars, while full-service plans with HR tools run 80 to 150 dollars base plus 10 to 15 dollars per employee.
Hidden fees are common: off-cycle payroll runs (10 to 75 dollars each), year-end W-2 and 1099 filings (3 to 20 dollars per form), garnishment processing, and multi-state surcharges. This calculator combines your per-employee tier, base fee, recurring add-ons, and setup into monthly, annual, and three-year totals so you can compare quotes on a like-for-like basis.
Assumptions used in this calculator
- Tier prices reflect typical 2026 US per-employee fees of 4 to 16 dollars per month on top of a 40 to 150 dollar base fee.
- Costs assume a standard pay schedule; per-run pricing models can add cost for weekly payroll.
- The three-year total includes setup once and assumes flat headcount.