Affordable Small Business Payroll: Pricing Calculator and 7-Day Switch (Step-by-Step)
- Full $50 + $7/emp; Basic $40 + $6; +$10/month per extra state.
- No per-run or setup fees.
- Use the quick math below to estimate; finalize with a quote.
- Day-by-day switch plan with AI anomaly checks to prevent errors.
You don’t need a spreadsheet to estimate monthly payroll cost. Use the quick examples below, then follow the 7-day plan to migrate data, verify states, map deductions, and go live without year-end chaos.
Quick Pricing Calculator (Examples)
Formula (Full plan): Monthly = 50 + (7 × employees) + 10 × (states − 1)
- 3 employees, 1 state → 50 + (7×3) = $71/month
- 8 employees, 2 states → 50 + (7×8) + 10 = $116/month
- 15 employees, 3 states → 50 + (7×15) + 20 = $175/month
Basic plan: replace 50→40 and 7→6.
Note: Estimates only-final quote via advisor.
What’s Included for One Price
- Unlimited runs; direct deposit; employee portal
- Federal & state filings; W-2 for employees and 1099 for contractors
- Department/location tags; PTO and deduction tracking
- CPA-reviewed accuracy; audit-ready exports
7-Day Switch Playbook
Day 1 – Intake: roster (W-2 + 1099), rates/schedules, prior quarter returns, state IDs
Day 2 – Banking & IDs: ACH verification; confirm withholding/SUI registrations
Day 3 – Mapping: departments/locations; benefits/deductions; PTO policies
Day 4 – AI Checks: outlier hours/rates; duplicate bonuses; missing state IDs
Day 5 – Optional Parallel Run: compare totals to prior provider
Day 6 – Approvals: admin sign-off; W-2/1099 e-delivery preview
Day 7 – Go Live: first live run; filings and confirmations issued
Common Pitfalls (and How We Avoid Them)
- Per-run fees ballooning cost → flat monthly pricing.
- Paying in a state without registration → automated reminders + checklist.
- W-2 vs 1099 errors → classification prompts + vendor workflow.
- Year-end reprints → W-2/1099 validation before December.
Looking for payroll services tailored to your location?
Our payroll processing services by location offer flat-rate pricing and compliance across all 50 states, including city-specific tax filings and support for remote teams.
FAQs
Do you charge per run?
No-flat monthly pricing.
Can we switch mid-quarter or mid-year?
Yes; we reconcile YTD totals.
Do you support multiple states?
Yes-simple $10/month add-ons.
How long does migration take?
Usually 5-7 business days.
Do you support W-2 and 1099 together?
Yes-one workflow with e-delivery.
Need reliable payroll management?
Our payroll processing services make it easy to handle taxes, payments, and filings-so you can focus on your business.
Looking for reliable payroll services? Our payroll services for small businesses make managing employee payments, taxes, and compliance simple and stress-free.
Looking for straightforward payroll pricing? Our plans start at $40/month base + $6 per employee/month, with no per-run fees. Get your first month of bookkeeping free when you sign up.
See Pricing.
Switching payroll providers? Our payroll setup and migration services make the transition smooth, accurate, and hassle-free.
Looking for transparent payroll pricing? Our payroll comparison page breaks down how RemoteBooksOnline stacks up against ADP, Gusto, QuickBooks, Paychex, and Square-no hidden fees, no per-run charges, and CPA-reviewed accuracy.
Stay organized and tax-ready year-round with our flat-rate monthly bookkeeping services.
If you’re behind on your books, our catch-up bookkeeping services can help you get current fast-no stress, no mess.
