Small Business Payroll: The 2025 Guide (Affordable Flat Pricing, W-2/1099, Multi-State)
- One flat monthly price-no per-run fees; filings and W-2/1099 included.
- W-2 for staff; 1099 for true contractors.
- Multi-state support at a simple $10/month per extra state.
- Typical onboarding: 5-7 business days after data handoff.
- Pricing: Full $50 + $7/employee; Basic $40 + $6.
Payroll should be predictable and boring-especially for small businesses. This guide explains how to run truly affordable payroll without hidden runs or surprise add-ons. You’ll see how we treat W-2 vs 1099, handle multi-state growth, map deductions, and file everything on time so year-end is uneventful.
What “Affordable” Actually Includes
- Unlimited payroll runs (weekly/bi-weekly/semi-monthly/monthly).
- Direct deposit and employee self-service portal.
- Federal and state payroll tax filings (940/941, SUI, withholding).
- W-2 and 1099 e-delivery (paper mailing optional).
- CPA-reviewed accuracy; audit-ready exports.
- No setup fees; no per-run fees.
W-2 Employees vs 1099 Contractors
W-2 (most staff)
If you control hours and work, pay via W-2. We apply overtime rules where applicable.
1099 (true contractors)
Use 1099 for independent vendors. We generate 1099 e-delivery and keep vendor records clean.
Avoiding misclassification
Our setup prompts and pre-run checks reduce classification risk before the first live run.
Multi-State Made Simple
- Add additional states for a flat $10/month each.
- We remind you about registrations and SUI rates as you expand.
- Quarterly filings tie out cleanly by state.
Deductions, Benefits, PTO, and Garnishments
- Pre/post-tax deduction exports (HSA/FSA/401(k)).
- PTO accrual tracking by policy.
- Garnishment handling with audit trails.
Time-Tracking & Integrations
- Imports from common time systems; exports to accounting/BI.
- Role/department/location tags for clean reporting.
Taxes, Filings, and Year-End
- We file federal and state payroll taxes, then e-deliver W-2 and 1099.
- Quarter-end tie-outs; year-end pre-flight validation reduces reprints.
AI-Assisted Accuracy (Before Every Run)
- Flags outlier hours/rates, duplicate bonuses, missing state IDs.
- Validates W-2/1099 output ahead of December.
- Keeps earning-type mappings stable run-to-run.
Pricing & Timeline
- Full Payroll (CPA-reviewed): $50/month base + $7 per employee.
- Basic Payroll: $40 + $6.
- Extra states: $10/month each.
- Most small businesses go live in 5-7 business days after data handoff.
Setup Checklist (Copy/Paste)
- Employee/contractor roster with rates and schedules
- Banking + tax accounts; existing state IDs/SUI rates
- Prior quarter returns / YTD totals
- Deductions/benefits list; PTO rules
- Department/location tags for reporting
Serving Denver, Colorado 80202
We support small businesses nationwide-including Denver, Colorado 80202-with predictable, no-surprise payroll.
FAQs
Do you charge per run?
No-flat monthly pricing.
Do you file federal and state payroll taxes?
Yes-filings included.
Do you support multiple states?
Yes-$10/month per extra state.
Can you handle W-2 and 1099 together?
Yes-W-2 payroll + 1099 e-delivery.
How quickly can we start?
5-7 business days after data handoff.
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 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.
Looking for reliable payroll services? Our payroll services for small businesses make managing employee payments, taxes, and compliance simple and stress-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.
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.
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.
Want to offload the back office? Our outsourced bookkeeping service lets you focus on growing your business.
