Square Payroll Review 2025: Pricing, Features, Pros & Cons, Ratings & More
Co-Founder and Chief Data Scientist
Square Payroll: Top Payroll Software
4.4 / 5
Featured Payroll Software Alternatives for Square Payroll
$40 plus $6 per employee
No
Yes
Editor's Take
OnPay is an all-in-one payroll and HR software designed to simplify payroll processing, benefits management, and HR tasks for small to medium-sized businesses. With its intuitive interface, OnPay automates payroll calculations, tax filings, and compliance, ensuring that businesses stay up to date with regulatory requirements. It also offers a range of HR tools to help with onboarding, performance tracking, and employee management.
Key features include automated payroll processing, benefits administration, time tracking, and workers' compensation management. OnPay also supports multiple pay rates and schedules, making it flexible for businesses with diverse payroll needs. The platform integrates with popular accounting and time-tracking software, allowing seamless data flow and reducing manual tasks.
For businesses seeking a reliable and cost-effective payroll and HR solution, OnPay provides the tools needed to manage payroll with ease while also supporting broader HR functions.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
Custom
No
Payroll processing, HR management, analytics
Editor's Take
Paylocity is a comprehensive cloud-based software solution designed to streamline and enhance human resource and payroll management for businesses of all sizes. As an all-in-one platform, it caters to the evolving needs of HR professionals by offering a suite of tools that cover payroll processing, benefits administration, talent management, workforce management, and employee engagement. Its user-friendly interface and automation capabilities aim to reduce manual tasks, ensuring greater accuracy and efficiency in day-to-day operations.
One of Paylocity's standout features is its ability to integrate seamlessly with other software systems, providing businesses with the flexibility to customize their workflows. Its payroll processing tool is particularly robust, offering automated tax filing, compliance management, and real-time reporting to minimize errors and save time. Additionally, its talent management module supports recruitment, onboarding, performance tracking, and employee development, making it a valuable tool for organizations focused on growth and retention.
Employee engagement is a key focus of Paylocity, reflected in its modern tools like peer recognition, surveys, and an intuitive self-service portal. These features foster better communication and collaboration, helping businesses build a more connected and motivated workforce. The platform also offers advanced analytics and reporting capabilities, enabling HR teams to make data-driven decisions to support strategic initiatives.
Paylocity is known for its customer support and commitment to innovation, regularly introducing new features to stay ahead of market trends. While the platform is designed for scalability, some smaller businesses may find the breadth of its features overwhelming or more suitable for mid-sized and larger organizations. Nevertheless, Paylocity remains a leading choice for businesses seeking a comprehensive, integrated, and customizable solution for managing HR and payroll functions.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
By quote
Demo available
Tax management, employee self-service, analytics
Editor's Take
ADP Workforce Now is a comprehensive human capital management (HCM) platform designed for medium to large businesses. It offers a suite of tools that streamline HR, payroll, talent management, time and attendance, and benefits administration. Known for its scalability and ease of use, ADP Workforce Now allows businesses to automate routine tasks, maintain compliance with changing regulations, and optimize workforce management.
Key features include robust payroll and tax management, employee self-service options, and integrated reporting and analytics. The platform also offers mobile access, allowing employees and managers to handle HR tasks on the go. ADP Workforce Now’s integration capabilities with third-party applications and its strong focus on data security make it a trusted solution for managing complex HR operations.
For businesses seeking a reliable, all-in-one HCM solution that enhances efficiency, ensures compliance, and scales with growth, ADP Workforce Now is an excellent choice.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
Square Payroll Review
What is Square Payroll
Square Payroll streamlines payroll management by automating tax calculations and filings, which helps businesses stay compliant with federal, state, and local regulations. This automation reduces the administrative workload by handling tax payments and paperwork directly with government agencies. Such features make it easier for companies to manage payroll processes without requiring deep payroll expertise.
The software supports various workforce types, including hourly employees, salaried staff, and contractors, catering to diverse labor structures. Integration with Square Timecards allows precise time tracking, feeding hours worked directly into payroll, thereby minimizing errors and accelerating processing. These aspects highlight key square payroll features and benefits relevant for businesses seeking accuracy and efficiency.
Employers can pay employees via direct deposit or printed checks, providing flexibility in wage distribution. Additionally, Square Payroll manages benefits administration such as health insurance and workers' compensation, integrating them into payroll deductions and reporting. This integration offers a comprehensive approach to employee compensation and benefits.
Security is a priority within the platform, employing encryption and strict access controls to safeguard sensitive payroll and employee data. The cloud-based design enables payroll management from any internet-connected device, granting convenience and remote access to administrators and business owners alike.
For companies using multiple Square products, the payroll system’s integration with point-of-sale and inventory management tools creates a unified business ecosystem that simplifies operations. Users can also generate detailed reports covering payroll summaries and tax payment histories, which support financial tracking and budgeting needs.
Employers interested in specialized solutions might find value in exploring related software for construction accounting, which can complement payroll tools for industry-specific financial management. Understanding how does Square Payroll work in conjunction with such software can help businesses select the right combination for their operational requirements.
Featured Payroll Software Products
$40 plus $6 per employee
No
Yes
Editor's Take
OnPay is an all-in-one payroll and HR software designed to simplify payroll processing, benefits management, and HR tasks for small to medium-sized businesses. With its intuitive interface, OnPay automates payroll calculations, tax filings, and compliance, ensuring that businesses stay up to date with regulatory requirements. It also offers a range of HR tools to help with onboarding, performance tracking, and employee management.
Key features include automated payroll processing, benefits administration, time tracking, and workers' compensation management. OnPay also supports multiple pay rates and schedules, making it flexible for businesses with diverse payroll needs. The platform integrates with popular accounting and time-tracking software, allowing seamless data flow and reducing manual tasks.
For businesses seeking a reliable and cost-effective payroll and HR solution, OnPay provides the tools needed to manage payroll with ease while also supporting broader HR functions.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
Custom
No
Payroll processing, HR management, analytics
Editor's Take
Paylocity is a comprehensive cloud-based software solution designed to streamline and enhance human resource and payroll management for businesses of all sizes. As an all-in-one platform, it caters to the evolving needs of HR professionals by offering a suite of tools that cover payroll processing, benefits administration, talent management, workforce management, and employee engagement. Its user-friendly interface and automation capabilities aim to reduce manual tasks, ensuring greater accuracy and efficiency in day-to-day operations.
One of Paylocity's standout features is its ability to integrate seamlessly with other software systems, providing businesses with the flexibility to customize their workflows. Its payroll processing tool is particularly robust, offering automated tax filing, compliance management, and real-time reporting to minimize errors and save time. Additionally, its talent management module supports recruitment, onboarding, performance tracking, and employee development, making it a valuable tool for organizations focused on growth and retention.
Employee engagement is a key focus of Paylocity, reflected in its modern tools like peer recognition, surveys, and an intuitive self-service portal. These features foster better communication and collaboration, helping businesses build a more connected and motivated workforce. The platform also offers advanced analytics and reporting capabilities, enabling HR teams to make data-driven decisions to support strategic initiatives.
Paylocity is known for its customer support and commitment to innovation, regularly introducing new features to stay ahead of market trends. While the platform is designed for scalability, some smaller businesses may find the breadth of its features overwhelming or more suitable for mid-sized and larger organizations. Nevertheless, Paylocity remains a leading choice for businesses seeking a comprehensive, integrated, and customizable solution for managing HR and payroll functions.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
By quote
Demo available
Tax management, employee self-service, analytics
Editor's Take
ADP Workforce Now is a comprehensive human capital management (HCM) platform designed for medium to large businesses. It offers a suite of tools that streamline HR, payroll, talent management, time and attendance, and benefits administration. Known for its scalability and ease of use, ADP Workforce Now allows businesses to automate routine tasks, maintain compliance with changing regulations, and optimize workforce management.
Key features include robust payroll and tax management, employee self-service options, and integrated reporting and analytics. The platform also offers mobile access, allowing employees and managers to handle HR tasks on the go. ADP Workforce Now’s integration capabilities with third-party applications and its strong focus on data security make it a trusted solution for managing complex HR operations.
For businesses seeking a reliable, all-in-one HCM solution that enhances efficiency, ensures compliance, and scales with growth, ADP Workforce Now is an excellent choice.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
$20 per month
Yes
Yes
Editor's Take
Patriot Software is a user-friendly, cloud-based payroll and accounting platform designed specifically for small businesses. It simplifies payroll processing by automating tax calculations, deductions, and filings, ensuring businesses stay compliant with federal, state, and local regulations. Patriot’s intuitive design makes it easy for business owners to manage payroll, generate reports, and pay employees accurately and on time.
Key features include payroll management, tax filing, time tracking, and an optional accounting module for handling expenses, invoicing, and financial reports. Patriot Software also offers employee self-service portals where employees can access their pay stubs, tax documents, and personal information securely.
For small businesses looking for an affordable and straightforward solution to manage payroll and accounting, Patriot Software provides a reliable platform that helps streamline operations and ensures compliance with minimal hassle.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software's overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It's crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
$39 per month plus $5 per employee per month
Yes
Yes
Editor's Take
Paychex is a comprehensive human capital management (HCM) solution that offers payroll, HR, benefits, and compliance services for businesses of all sizes. With its robust set of features, Paychex automates payroll processing, tax filing, and benefits administration, helping businesses save time and maintain compliance with federal, state, and local regulations. It also provides tools for managing employee benefits, time and attendance, and workforce analytics.
Key features include automated payroll, tax compliance, employee onboarding, benefits management, and a self-service portal for employees to access pay stubs, tax forms, and benefits information. Paychex integrates with various accounting and HR software, making it a versatile solution for businesses with complex needs. The platform is also scalable, catering to both small businesses and large enterprises with customizable features and services.
For businesses seeking a comprehensive solution to manage payroll, HR, and benefits efficiently, Paychex offers a trusted platform that enhances workforce management while ensuring compliance and reducing administrative burdens.
Expert Score
In evaluating SaaS software, a comprehensive and structured methodology ensures a fair and accurate comparison across key metrics. This approach focuses on the most critical aspects that affect user experience, functionality, and business value. The following metrics—general features, cost, customer service, integrations, and mobile support—are evaluated to provide a holistic view of each software solution’s strengths and weaknesses. These metrics are selected based on their direct impact on software usability, scalability, and long-term effectiveness for businesses.
1. General Features - scoring weight 40%
This metric evaluates the core functionalities and tools the software offers. It involves assessing the comprehensiveness of the features, their relevance to the target users, and the ease of use. This is important because robust and well-designed features determine the software’s overall utility and efficiency in solving user problems.
2. Cost - scoring weight 15%
Cost analysis focuses on pricing models, value for money, and scalability. It’s crucial to evaluate whether the software’s features justify its price, considering different plans for small and large organizations. This is vital for businesses to ensure they invest in cost-effective solutions that fit their budget.
3. Customer Service - scoring weight 15%
This evaluates the responsiveness, quality, and availability of customer support, including channels like chat, email, or phone. Good customer service is essential for troubleshooting and ensuring smooth software usage, which reduces downtime and frustration for users.
4. Integrations - scoring weight 15%
This examines how well the software integrates with third-party tools (e.g., CRM, payment systems, collaboration apps). Seamless integrations are key for creating a unified workflow and enhancing productivity by connecting multiple systems, which is crucial for operational efficiency.
5. Mobile Support - scoring weight 15%
Mobile support assesses the software’s functionality and performance on mobile devices, including apps and mobile web versions. With increasing remote work and on-the-go usage, strong mobile support is critical to ensure users can access and utilize the software effectively, regardless of location.
How much does Square Payroll cost
Square Payroll: Top Payroll Software
4.4 / 5
Small Business Plan
- Price: $35 per month plus $5 per employee paid monthly
- Includes full-service payroll with automatic tax calculations and filings
- Supports employee self-service for pay stubs and tax documents
- Direct deposit and same-day payments available for an additional fee
Contractor-Only Plan
- Price: $5 per contractor monthly with no base fee
- Made for businesses paying only contractors
- Includes 1099 tax form preparation and filing
- No payroll tax filing as contractors handle their own taxes
Square Payroll offers a free 30-day trial to let businesses evaluate the software before subscribing.
What are the pros of Square Payroll
- Integration with Square POS for automatic syncing of employee hours and sales data
- Supports hourly, salaried employees, and contractors for workforce flexibility
- Automates tax calculations, filings, and payments to reduce errors
- Direct deposit capabilities for fast and secure employee payments
- Multi-state payroll processing to handle different tax jurisdictions
- Employee self-service portal for pay stubs and tax document access
What are the cons of Square Payroll
- Limited advanced payroll features like complex tax filing and multi-state tax management.
- Basic employee self-service portal with minimal functionality.
- Restricted integration with third-party accounting and HR software.
- Time tracking features are less comprehensive than specialized solutions.
- Does not support international payroll or multiple pay rates easily.
- Minimal employee benefits management and limited garnishments options.
What are the core features of Square Payroll
Square Payroll: Top Payroll Software
4.4 / 5
Square Payroll offers a robust set of features designed to streamline payroll management, ensure compliance, and support both employers and employees with reliable tools. The platform’s capabilities cover everything from tax handling to employee self-service, making it a comprehensive solution for businesses seeking efficiency and accuracy in payroll processing.
- Reporting and Dashboards: Provides real-time tracking of payroll costs, tax obligations, and employee payments to support effective decision-making.
- User, Role, and Access Management: Enables detailed control over user permissions to safeguard sensitive payroll information.
- Performance and Reliability: Ensures consistent uptime for payroll processing and tax filings, minimizing disruptions to business operations.
- Scalability: Supports businesses of all sizes, adapting seamlessly as workforce demands grow.
- Employee Web Portal: Offers employees secure access to pay stubs, tax documents, and personal data for transparency and self-service.
- Employee Mobile Access: Mobile interface allows employees to manage payroll information conveniently from smartphones or tablets.
- Payroll Entry: Facilitates both manual and automated payroll data input to reduce errors and save administrative time.
- Direct Deposit: Enables electronic wage payments directly to employees’ bank accounts on scheduled pay dates.
- Check and W-2 Printing and Delivery: Supports printing physical paychecks and tax forms, with options for mailing or in-person distribution.
- Tax Calculation: Automatically computes federal, state, and local payroll taxes using up-to-date rates and regulations.
- Tax Filing and Automatic Payment: Handles electronic submission of tax forms and remits payroll taxes to authorities, ensuring compliance and reducing administrative burden.
- API and Integration: Connects with accounting and other business systems to streamline data exchange and reduce duplication.
- Time Tracking Integration: Imports employee hours from time tracking tools for accurate payroll calculations.
- New Hire Reporting: Automatically submits required new hire information to state agencies to maintain legal compliance.
- Overtime Calculation: Applies relevant overtime rates based on employee classification and jurisdiction rules.
- Benefits Management: Supports deductions and contributions for employee benefits like health insurance and retirement plans.
- Garnishment Processing: Manages wage garnishments in accordance with legal requirements.
- Multi-State Payroll: Calculates appropriate taxes and filings for employees working across different states.
- Payroll Tax Alerts: Sends notifications about upcoming tax deadlines and regulatory changes affecting payroll.
- Employee Classification: Allows classification of workers as employees or independent contractors, affecting tax and reporting processes.
- Contractor Payments: Supports issuing 1099 forms and payments to contractors separately from employee payroll.
- Customizable Pay Schedules: Offers flexible pay schedules such as weekly, biweekly, or monthly to fit business needs.
- Multi-User Access: Permits multiple administrators to manage payroll simultaneously with role-based security controls.
- Payroll History Archive: Provides access to past payroll records for audits, reports, or employee inquiries.
- Employee Tax Form Access: Allows employees to download W-2 and 1099 forms directly without paper requests.
- Support for Tips and Commissions: Handles complex pay structures including tips and commissions.
- Direct Deposit Remediation: Offers tools to efficiently resolve returned deposits or bank errors.
- Compliance Updates: Automatically updates tax tables and compliance rules to reflect current legislation.
Benefits of using Square Payroll
Square Payroll offers a robust range of features designed to simplify payroll management for businesses of varying sizes and structures. The following overview highlights key advantages that demonstrate how this software meets diverse payroll needs efficiently and reliably.
- Effortless Payroll Automation: By automating wage calculations, tax deductions, and filings, Square Payroll reduces errors and frees business owners from time-consuming manual processes, allowing them to focus on growth.
- Comprehensive Tax Compliance: The system manages all federal, state, and local tax requirements automatically, including preparation and filing of essential year-end documents like W-2s and 1099s, ensuring businesses stay compliant without added stress.
- Flexible Employee Management: Supporting salaried, hourly, and contract workers, Square Payroll adapts to varied workforce compositions, making it suitable for companies with mixed employment types.
- Seamless Integration with Sales Systems: Businesses using Square’s point-of-sale technology benefit from direct syncing of employee hours and payroll data, streamlining operational workflows and reducing data entry duplication.
- Accessible Employee Self-Service: Employees can independently view pay stubs, tax forms, and payment history via a dedicated portal, which enhances transparency and lowers administrative burdens.
- Mobile and On-the-Go Payroll Control: The platform’s mobile capabilities allow managers and business owners to oversee payroll tasks anywhere, providing flexibility for fast-paced or remote work environments.
- Multi-State and Benefits Support: Square Payroll efficiently handles payroll for employees across different states with varying tax laws, while also centralizing benefits management such as health insurance and retirement plans.
- Accurate Time and Overtime Tracking: Integration with time-tracking tools ensures precise recording of hours worked and automatic calculation of overtime pay according to labor regulations, helping maintain fair compensation practices.
- Reliable Customer Assistance: Dedicated payroll experts are available to guide users through setup and ongoing questions, offering valuable support that enhances user experience and confidence.
- Transparent, Competitive Pricing: Clear pricing without hidden fees aids businesses in budgeting effectively, distinguishing Square Payroll as a straightforward and cost-conscious choice in the payroll software market.
Our expert take on Square Payroll
When I first explored square payroll, what stood out was its seamless integration with other Square tools I already use, making it a practical choice for small businesses like mine. The automation of tax calculations and filings—covering federal, state, and local taxes—takes a huge load off my shoulders, especially since it handles direct deposits and form submissions automatically. This level of automation simplifies compliance significantly without needing me to become a payroll expert.
The system’s user interface is refreshingly straightforward. I found the setup and navigation intuitive, which means I don’t have to spend time training or managing complicated payroll processes. This ease of use is exactly what small business owners need when managing payroll without dedicated staff. However, I noticed the software leans more towards basic payroll functions and may not be the best fit if your business requires advanced reporting or handling complex employee classifications.
Cost-wise, square payroll feels competitively priced given its features and the added value of syncing with Square’s payment processing. Transparency in pricing helped me budget with no surprises, which is a big plus for smaller operations. Customer support also proved responsive when I had questions, a critical factor since timely help can make or break payroll accuracy.
That said, if your business has more intricate payroll needs—like managing diverse employee benefits or multi-state tax complexities beyond the basics—you might find square payroll somewhat limited. It supports contractors and benefits management but in a more straightforward way compared to specialized payroll platforms.
For businesses seeking the best payroll software for small businesses, square payroll’s simplicity and integration make it a solid contender. If you’re interested in broader operational software solutions, you might also want to check out this article on the best erp for schools, which offers insight into software that can streamline multiple aspects of business management beyond payroll.
What business types use Square Payroll
Retail Businesses and Franchises: Square Payroll integrates seamlessly with Square’s point-of-sale system, providing real-time tracking of employee hours and commissions. This makes it ideal for retailers with hourly staff and fluctuating schedules. Multi-location retailers and franchises benefit from centralized payroll management, simplifying compliance across various states.
Food Service and Restaurants: Designed to handle payroll complexities in restaurants, Square Payroll automatically calculates tips, overtime, and tax withholdings. This reduces administrative workload while ensuring adherence to labor laws for businesses with diverse staff types, including tipped employees and managers.
Service-Based Companies: For mobile or part-time workers spread across locations, such as cleaning or landscaping firms, the platform’s mobile-friendly clock-in features enable accurate time tracking. This streamlines payroll for companies with employees who are not always on-site.
Professional Firms and Startups: Small consultancies, freelance agencies, and creative studios find Square Payroll effective for managing both W-2 employees and 1099 contractors in one system. This capability simplifies tax reporting and compliance, making it one of the best payroll software for startups seeking simplicity without enterprise complexity.
Healthcare Providers: Small clinics and home healthcare agencies benefit from automatic tax filings and direct deposit options. These features reduce administrative burdens, letting healthcare staff focus more on patient care while efficiently managing payroll for nurses and support personnel.
Nonprofits and Community Organizations: With limited administrative resources, nonprofits appreciate Square Payroll’s cost-effectiveness and ease of use. Integrated time tracking and automated filings help these organizations maintain operational focus on their missions.
Fitness Centers and Gyms: Businesses employing personal trainers and part-time workers with variable hours benefit from flexible scheduling and tip tracking features that align well with the payroll needs of fitness facilities.
Manufacturing Firms: Small manufacturers with minimal HR support rely on Square Payroll to manage hourly wages, overtime, and labor compliance. Automation of tax filings and payments reduces complexity in environments where management resources are limited.
For businesses exploring a range of software options, including small business payroll solutions, it may be helpful to review a list crm to identify complementary systems that integrate well with their payroll solution.
Best 5 alternatives to Square Payroll
ADP Workforce Now
3.9 / 5
ADP Workforce Now emerges in this discussion as a potential contender in the realm of HCM software, hinting at a unified platform designed to streamline various workforce-related functions. The provided source hints—albeit without extensive details—at a solution that aims to bring together essential human capital management tools under one roof, catering to the diverse needs of organizations. While specifics are sparse in the source material, the overview suggests that ADP Workforce Now is positioned to offer an integrated approach that supports HR and payroll functions alongside other key operational areas. This high-level glimpse into the product invites prospective users to consider its promise of consolidating core processes and enhancing overall workforce management.
Paylocity
4.5 / 5
Paylocity presents itself as a solution tailored toward addressing the essential operations of human resources management for modern businesses. The platform is positioned to streamline key administrative functions while supporting the broad spectrum of workforce-related tasks that organizations face. Its design is intended to enhance efficiency and simplify everyday HR processes, making it a candidate worth considering for companies in search of comprehensive core HR software. Although the detailed elements of its offering remain unspecified in the source, the overall framework suggests a focus on operational effectiveness and adaptability in the evolving HR landscape.
OnPay
4.75 / 5
OnPay is designed as a streamlined solution for managing payroll, offering a blend of efficiency and user-friendly design that caters to businesses of diverse sizes. It simplifies the essential functions of payroll processing while maintaining an adaptable framework that can transform routine tasks into intuitive operations. With its ability to manage computations and deductions with ease, OnPay strives to relieve organizations of the administrative burdens that often complicate payroll management. Overall, it stands as an attractive option for companies in search of a reliable payroll software solution that blends clarity with practical performance.
Patriot
4.5 / 5
Patriot Software delivers a comprehensive suite of accounting and payroll tools designed specifically for small businesses and accountants, emphasizing ease of use and flexibility. Its platform allows for effortless tracking of expenses and income, unlimited invoicing, and vendor payment management, while supporting an unlimited number of users for seamless collaboration. The integration of accounting and payroll features automates complex processes such as tax filings, payroll calculations, and direct deposits, with customizable options including multiple pay frequencies and PTO accruals. Prioritizing security and compliance, Patriot offers features like SOC-II type-II certification and strong data encryption, alongside detailed reporting and customizable dashboards that enhance financial insight for businesses and accounting professionals alike.
Paychex
4.35 / 5
Paychex stands out as a versatile payroll software solution, designed with an intuitive interface that simplifies navigation even for users without technical expertise. Business owners appreciate its mobile accessibility, which allows payroll management and vital information retrieval on the go. The platform supports efficient payroll operations, enabling runs with just a couple of clicks, and offers multiple time-tracking options to suit diverse business needs. Additionally, Paychex integrates advanced analytics and robust security measures, streamlining administrative tasks by consolidating data entry into a single, user-friendly system.
Frequently Asked Questions about Square Payroll
Square Payroll accommodates payroll for both W-2 employees and 1099 contractors, enabling businesses to pay these worker types through one unified platform.
The software automates the calculation, withholding, and filing of federal, state, and local payroll taxes for employers. It also issues year-end tax documents such as W-2s and 1099s without manual intervention.
Square Payroll maintains compliance with federal and state payroll rules by regularly updating tax rates and regulations. However, employers are still responsible for correctly classifying employees and submitting accurate reports.
Accessible through web browsers on desktop and mobile devices, Square Payroll also integrates with the Square Point of Sale app and other Square software to facilitate seamless payroll management.
Yes, it works smoothly with Square’s point of sale, time tracking, and payment processing tools, helping businesses combine payroll with daily operations efficiently.
Employers can choose from multiple pay frequencies including weekly, biweekly, semimonthly, and monthly, allowing flexible payroll timing tailored to their needs.
Square Payroll supports employees working across different states, managing the varying state tax requirements and filings to ensure proper compliance.
Employees can receive payments via next-day or two-day direct deposit options, simplifying and accelerating the payment process.
Support is available through phone, email, and chat during business hours, complemented by an online help center offering resources for common issues.
The platform handles basic deductions for benefits like health insurance and retirement contributions, though it may lack some advanced capabilities found in specialized benefits software.
Employees have access to a portal where they can view pay stubs, tax forms, and payment history, reducing administrative tasks for employers.
Related
15 Best Payroll Software for 2025
Best Justworks Alternatives & Competitors for 2025
