OnPay Review 2025: Pricing, Features, Pros & Cons, Ratings & More

OnPay is a cloud-based payroll software designed to streamline HR, payroll, and benefits for small and medium-sized businesses. This OnPay review will delve into its key features and benefits.

OnPay simplifies payroll processes by automating tax calculations, direct deposit, and time and attendance tracking. Its intuitive interface and user-friendly design make it easy for businesses to manage employee information, onboard new hires, and offboard departing employees. Additionally, OnPay ensures compliance with labor laws and regulations. 

OnPay offers a comprehensive suite of benefits administration tools, including health insurance, 401(k) plans, and flexible spending accounts (FSAs). Its in-app coverage selection feature allows employees to easily review and choose their desired benefits. By automating many aspects of benefits administration, OnPay helps businesses save time and reduce errors.

What’s New in OnPay?

Our OnPay review identified a few updates on payroll software and integrations. Here are the updates:

• Report Designer: This powerful tool allows businesses to create custom reports for in-depth analysis of payroll expenses and other HR metrics.   
• Federal and State Payroll Updates: OnPay keeps up-to-date with the latest federal and state tax laws and regulations, ensuring compliance for businesses.   
• Employee Self-Service Portal: Employees can easily update their personal information and access important documents through the portal.   
• Integration with Third-Party Software: OnPay integrates with various time and attendance systems, HR software, and other tools to streamline workflows. 

What Sets OnPay Apart

OnPay features set itself apart from its competitors with a combination of user-friendly tools, robust functionality, and excellent customer support. We noticed in our OnPay review the straightforward setup process which makes it easy for businesses to get started quickly.

The intuitive dashboard provides clear visibility into payroll information, employee data, and important notifications. OnPay automatically calculates, withholds, and remits federal, state, and local taxes, ensuring compliance and reducing the risk of errors. Businesses can choose from various payment methods, including direct deposit, paper checks, and prepaid debit cards.

The time and attendance tracking tools seamlessly integrate to accurately track employee hours and calculate payroll. Manage employee benefits, including health insurance, 401(k) plans, and workers' compensation. OnPay integrations allow users to maximize features like onboarding, offboarding, and document storage to streamline HR processes.

OnPay provides dedicated customer support via phone, email, and chat, ensuring timely assistance and resolution of issues. Support agents are knowledgeable about payroll regulations and can provide guidance on complex payroll matters.

OnPay offers transparent pricing plans with no hidden fees or surprise charges. The pricing structure is competitive, making it an attractive option for businesses of all sizes.

Is OnPay’s Data Security and Compliance Robust?

OnPay employs advanced encryption protocols and multi-factor authentication to secure sensitive payroll and employee data. Regular security audits and adherence to industry standards further mitigate risks associated with data breaches and regulatory non-compliance. Moreover, the platform follows stringent privacy practices to protect user information, ensuring a secure environment where both financial and personal data are safeguarded. For organizations seeking comprehensive frameworks to manage secure data, exploring digital asset management solutions can provide additional insights into robust digital governance practices.

How to Choose the Right Payroll Software

Selecting the right payroll software is a critical decision for businesses aiming to streamline operations and ensure compliance with labor laws. When assessing payroll services, consider the following key aspects:

• Features and Scalability: Start by evaluating the features offered by the software. Does it include essential services like tax calculations, direct deposits, and benefits administration? Also, assess its scalability—can it grow with your business?
• Integration Capabilities: Ensure the payroll software integrates seamlessly with your existing systems, such as accounting or time-tracking tools. This allows for a more cohesive workflow and eliminates redundancies.
• Ease of Use: A user-friendly interface can save significant time and reduce stress for you and your employees. Look for intuitive dashboards and straightforward processes that simplify payroll management.
• Cost-Effectiveness: Analyze the pricing structure to avoid hidden costs. Compare the software's value against the needs of your business to ensure you're not overpaying for features you don’t require.
• Security and Compliance: Payroll systems handle sensitive financial and personal data. Ensure the platform is equipped with robust security measures and is compliant with all relevant labor laws to safeguard your business and employees.

For an in-depth comparison of the best payroll services for small business, check out guides offering valuable insights to help you make an informed choice. By methodically assessing each of these factors, businesses can find a payroll solution that not only fits their current needs but also supports long-term growth.

OnPay offers a transparent pricing model, ensuring that businesses have a clear understanding of their costs. OnPay pricing is fixed, with a base cost of $40/month plus $6/person/month.

Unlike some competitors that may charge additional fees for essential services, the single OnPay pricing plan includes critical features. Based on our OnPay review, this includes W-2s, 1099s, and year-end filings, unlimited pay runs and schedules, federal, state, and local tax filings, the ability to pay workers in multiple states, and expert support through various channels. These features are essential for payroll systems. Moreover, OnPay pricing eliminates upfront costs by waiving implementation and integration fees.

• Easy to Use: Many users praise OnPay for its user-friendly interface and straightforward setup process.
• Excellent Customer Support: Users consistently highlight the helpful and responsive customer support team.
• Accurate Tax Calculations and Filing: OnPay is praised for its accurate calculation and timely filing of taxes.
• Affordable Pricing: Users appreciate the transparent and competitive pricing plans.

• Limited Customization: Some users find the customization options limited, especially for complex payroll scenarios.
• Steep Learning Curve for Advanced Features: While the basic features are easy to use, more advanced features may require additional learning.
• Occasional Technical Glitches: A few users have reported minor technical issues, such as slow loading times or unexpected errors.
• Limited Integration Options: Some users would like to see more integration options with other software tools.

• Streamlined Payroll Process: Easily input employee information, hours worked, and other relevant data to generate accurate paychecks.   
• Automated Tax Filings and Payments: Like a tax software, OnPay automatically calculates, withholds, and remits federal, state, and local taxes, ensuring compliance with tax regulations.
• Integrated HR Tools: Manage employee information, track time off, and handle onboarding and offboarding processes within the platform.
• Direct Deposit and Check Payments: Pay employees via direct deposit or paper checks, providing flexibility in payment methods.
• Time and Attendance Tracking: Integrate with time and attendance systems to accurately track employee hours and calculate payroll.
• Benefits Administration: Manage employee benefits, including health insurance, 401(k) plans, and workers' compensation.
• Reporting and Analytics: Generate detailed reports on payroll expenses, taxes, and employee information to make informed business decisions.

Human resource master's programs emphasize the importance of prioritizing employee welfare. OnPay ensures this by covering all the processes that are necessary to deliver this message to employees.

Simplifies payroll

OnPay simplifies payroll by automating many time-consuming tasks. It accurately calculates taxes, including federal, state, and local taxes, ensuring compliance with complex tax laws. The platform also automates direct deposit, saving businesses time and reducing the risk of errors.

Additionally, OnPay offers features like time and attendance tracking, which helps businesses accurately calculate employee hours and wages. By streamlining these processes, OnPay helps businesses save time and focus on other important aspects of their business

Automates hiring and compliance

OnPay, like most HR software, simplifies hiring and compliance by automating various tasks and providing essential tools. It offers features like digital onboarding, where new hires can complete paperwork electronically, reducing paperwork and speeding up the process. Additionally, OnPay keeps businesses compliant with labor laws and regulations.

By providing up-to-date information and automated processes, Onpay helps businesses stay informed about changes in tax laws and ensures timely filing of necessary paperwork. As a result businesses can focus on hiring and onboarding top talent while minimizing the administrative burden. 

Customized benefits

OnPay offers flexible benefits administration to cater to the diverse needs of businesses and their employees. The platform allows businesses to customize benefit plans by selecting from a variety of options, such as health insurance, dental insurance, vision insurance, and 401(k) plans.

Businesses can also set up flexible spending accounts (FSAs) to help employees save on eligible medical and dependent care expenses. Employees can easily review their benefit options, make selections, and complete necessary paperwork. This helps businesses reduce administrative burdens and ensure compliance with benefit regulations.

In-app coverage selection

OnPay simplifies the process of selecting employee benefits through its in-app coverage selection feature. Employees can easily review available plans, compare costs, and make informed decisions about their coverage options. 

Furthermore, OnPay's in-app coverage selection provides real-time cost estimates, allowing employees to see the impact of their choices on their paychecks. This transparency empowers employees to make budget-conscious decisions and select the benefits that best suit their needs.   

OnPay reviews reflect a versatile payroll and HR solution that can be used by a wide range of businesses. Here are some of the common business types that utilize OnPay:

Small and Medium-Sized Businesses 

• Professional Services: Law firms, accounting firms, consulting firms
• Healthcare: Dental practices, medical clinics, veterinary clinics
• Retail: Boutiques, clothing stores, grocery stores
• Restaurants and Hospitality: Restaurants, bars, hotels
• Construction: Construction companies, contractors
• Nonprofits: Charities, foundations, religious organizations
• Agriculture: Farms, ranches, agricultural businesses
• Manufacturing: Manufacturing companies, factories

Key Factors for OnPay Suitability

• Business Size: OnPay is well-suited for businesses with 1-500+ employees.
• Industry-Specific Needs: OnPay can handle various industry-specific requirements, such as tip calculations for restaurants or 943 filings for agricultural businesses.
• Level of HR Complexity: OnPay offers features for managing employee information, time off, benefits, and more, making it suitable for businesses with varying levels of HR complexity.
• Budget: OnPay offers flexible pricing plans to accommodate businesses of different sizes and budgets.