Everything You Need to Pay Employees, Stay Compliant, and Save Time
In 2025, running payroll manually is not just outdated—it’s a risk. Between constantly evolving tax regulations, remote and global teams, and increased data privacy concerns, businesses need smarter tools to manage payroll efficiently and accurately. That’s where online payroll software comes in.
These platforms are no longer just about cutting checks. Today’s best payroll solutions handle automatic tax filings, compliance updates, employee benefits, contractor payments, PTO tracking, and even HR onboarding—some using AI to automate what used to take hours or days.
Whether you’re a small business with a lean team or a growing enterprise with employees worldwide, there’s a platform built for your specific needs. We spent months researching and testing the top payroll software of 2025—and here’s what stands out.
🏆 Top Online Payroll Software Platforms in 2025
1. Gusto
Best for most small and midsize businesses
Gusto remains the gold standard for user-friendly payroll that doesn’t cut corners. It offers full-service payroll, automatic tax filings in all 50 states, benefits administration, time tracking, and tools for hiring and onboarding. New for 2025: international contractor payments and improved AI-based compliance alerts.
- Why it’s great: Unlimited payroll runs, modern UI, top-rated support
- Pricing: Starts at $40/month + $6/employee
Ideal for: U.S.-based startups, agencies, and companies growing under 100 employees.
2. OnPay
Best for compliance-heavy industries (nonprofits, farms, restaurants)
OnPay delivers outstanding value with a flat pricing model and robust tax handling. It supports W-2 and 1099 workers, multi-state payroll, and integrates with accounting platforms like QuickBooks, Xero, and FreshBooks.
- Why it’s great: All features included (no tiers), trusted by niche industries
- Pricing: $40/month + $6/employee
Ideal for: Small teams in agriculture, nonprofits, dental practices, and hybrid contractor/staff setups.
3. QuickBooks Payroll
Best for QuickBooks users
If you already use QuickBooks Online, adding their native payroll tool is a no-brainer. With seamless integration, same-day direct deposit, and automatic tax filing, it’s especially convenient for small business owners doing their own books.
- Why it’s great: Easy integration, same-day pay, tax penalty protection (on premium plans)
- Pricing: Starts at $45/month + $6/employee
Ideal for: Small businesses already relying on QuickBooks for accounting.
4. ADP RUN & ADP Workforce Now
Best for scalability and HR features
ADP offers two powerful payroll solutions:
- ADP RUN for small and growing businesses, with features like time tracking, hiring tools, and 24/7 support.
- ADP Workforce Now for midsize to large enterprises, with advanced HRIS capabilities, mobile apps, and compliance tools.
- Why it’s great: Trusted by over 1M businesses, excellent scalability
- Pricing: Custom quotes required
Ideal for: Businesses planning to scale, or needing enterprise-grade compliance.
5. Rippling
Best for automation + IT + HR integration
Rippling goes beyond payroll, combining HR, IT, and finance workflows into one dashboard. From automatically setting up laptops to managing benefits and global payroll, it’s one of the most advanced all-in-one solutions on the market.
- Why it’s great: Modular design, global capabilities, top-rated UX
- Pricing: Starts at $35/month + per-user fees
Ideal for: Tech-forward companies scaling rapidly or managing international workforces.
6. Remote / Deel / Papaya Global
Best for international and remote teams
These global-first payroll companies dominate 2025 thanks to the explosion of distributed workforces:
- Deel: Supports contractors and employees in over 150 countries; hit a $1B run rate in Q1 2025.
- Remote: Strong on compliance and global benefits management.
- Papaya Global: Combines payroll, EOR (Employer of Record), and contractor management in 160+ countries.
- Why they’re great: Currency conversion, localized tax compliance, contractor onboarding
- Pricing: From $29–$49/user depending on services
Ideal for: Startups and enterprises with global teams or remote-first models.
🔍 Key Features to Look For
| Feature | Why It Matters |
|---|---|
| Tax filing automation | Avoid penalties and simplify multi-state compliance |
| Direct deposit & same-day pay | Improves employee satisfaction |
| Benefits administration | Saves time and keeps your HR in sync |
| Contractor support | Critical for hybrid teams and freelancers |
| Integrations | Sync with accounting, HR, and time tracking tools |
| Employee self-service | Reduces admin requests and improves transparency |
| AI/automation | Flags compliance risks and minimizes manual tasks |
📈 2025 Payroll Software Trends to Know
- AI-Powered Tools: Software like Employment Hero and Rippling now use AI to detect tax filing discrepancies and offer predictive payroll suggestions.
- Global Compliance: Platforms are improving real-time regulatory updates for global hiring to reduce risk for international businesses.
- Security Focus: With payroll data becoming a top target for cybercrime, tools with end-to-end encryption and SOC 2 compliance are the new standard.
- Wave Payroll Update: Wave switched U.S. payroll providers to CheckHQ in May 2025. However, users report ongoing bugs—consider switching if you rely on Wave.
🧭 Choosing the Right Payroll Platform
| Business Need | Recommended Platforms |
|---|---|
| Easy all-in-one for small business | Gusto, QuickBooks Payroll |
| Flat pricing and strong tax compliance | OnPay |
| Scalable HR and workforce management | ADP RUN, Rippling |
| Large enterprise or complex org structures | ADP Workforce Now, Rippling |
| International/remote team payroll | Deel, Remote, Papaya Global |
✅ Final Take: Which Payroll Software Should You Use?
If you’re a small or midsize business, Gusto or OnPay offer unbeatable simplicity and value. For tight QuickBooks integration, stick with QuickBooks Payroll. If you’re growing fast or need HR + IT automation, Rippling or ADP provide serious flexibility. And for teams spread across borders, Deel and Papaya Global are global-ready from day one.
**Payroll isn’t just about getting people paid—**it’s about compliance, transparency, and protecting your team’s trust. Choose a system that scales with you.
Best Online Payroll Software 2025
We’ve researched and tested dozens of payroll solutions to bring you this curated list of the best online payroll software for 2025. Our selections balance powerful features, user-friendly interfaces, and competitive pricing to help businesses of all sizes streamline their payroll processes.
TKT Payroll for Small Businesses
For small businesses seeking a simple, cost-effective payroll solution in 2025, TKT Payroll Software offers basic functionality at an affordable price, though its interface feels outdated.
Pros
- Budget-friendly compared to subscription services
- Free email technical support
- Handles W-2 printing and electronic filing
Cons
- Limited to 100 employees maximum
- Several users report crashes and bugs
- Interface feels dated and less intuitive
We tested TKT Payroll Software version 20.1.0 recently and found it works adequately for very small businesses with basic payroll needs. The software comes on a flash drive with the latest 2025 federal tax tables and Form 941 already loaded. Setup was straightforward, taking about 15 minutes to install and configure for our test company.
The paid time off tracking feature functions well enough, allowing us to set up vacation hours based on regular hours worked. We particularly appreciated the ability to print W-2s on plain paper rather than special forms. This saved us money and hassle compared to ordering pre-printed forms.
Something to note – the software isn’t cloud-based, which might be a pro or con depending on your preferences. During our testing, we did experience one unexplained crash, which matches some user complaints. The interface definitely shows its age compared to modern web-based alternatives. For $19.95, it’s much cheaper than subscription services, but you get what you pay for in terms of design and features.
Buying Guide
When looking for payroll software in 2025, we recommend considering several key factors. The right choice will save your business time and money while reducing errors.
Features to Look For
Basic Requirements:
- Tax calculation and filing capabilities
- Direct deposit options
- Employee self-service portal
- Mobile accessibility
- Compliance updates
Advanced Features:
- Integration with accounting software
- Time tracking tools
- Benefits administration
- Reporting and analytics
- Multi-state tax support
Pricing Considerations
Payroll software pricing varies based on:
| Pricing Factor | What to Consider |
|---|---|
| Company Size | Cost per employee or flat monthly fee |
| Pay Frequency | Bi-weekly, weekly, or monthly processing |
| Feature Set | Basic vs. premium services |
| Setup Costs | One-time implementation fees |
Implementation and Support
The setup process matters as much as the features. We suggest checking:
- Length of implementation time
- Quality of customer support
- Training resources
- Available support hours
- User community and knowledge base
Security Standards
Payroll involves sensitive data. Look for:
- Data encryption
- Secure login protocols
- Regular security updates
- Compliance with industry standards
- Backup and recovery options
Frequently Asked Questions
Navigating the world of payroll software can be confusing with so many options available. These common questions address the most important factors to consider when choosing the right solution for your business needs.
What are the top-rated payroll software solutions for small businesses in 2025?
For small businesses, Gusto continues to lead the pack in 2025 with its user-friendly interface and comprehensive features. The platform has enhanced its tax filing capabilities and now offers more customization options.
QuickBooks Payroll remains a strong contender, especially for businesses already using QuickBooks for accounting. Their smart integration saves time by eliminating duplicate data entry.
Wave Payroll has made significant improvements this year, offering a free basic version that appeals to micro-businesses and startups with tight budgets.
How do the features of leading online payroll services compare for large enterprises?
ADP Workforce Now stands out for large enterprises with its robust reporting tools and scalability. Their system handles complex organizational structures and multiple tax jurisdictions seamlessly.
Workday Payroll excels in integration capabilities, connecting human resources, time tracking, and payroll in one unified platform. This reduces administrative overhead significantly.
UKG Pro (formerly Ultimate Software) offers superior workforce management features alongside payroll processing. Their predictive analytics help identify trends and optimize staffing costs.
What do reviews suggest about the best payroll processing companies as of 2025?
Customer reviews highlight Gusto’s exceptional customer service, with users reporting quick resolution times and knowledgeable support staff. Their 98% satisfaction rating speaks volumes.
Paychex receives praise for reliability in tax filing accuracy, with users reporting fewer errors than competitors. However, some customers mention their interface needs modernization.
Rippling earns high marks for its modern design and automation capabilities. Users particularly appreciate how it streamlines employee onboarding and offboarding processes.
Which payroll software providers offer the best value for cost-effectiveness and efficiency?
OnPay delivers exceptional value with its flat monthly fee structure regardless of payroll frequency. Their pricing includes tax filing services that other providers charge extra for.
Square Payroll stands out for businesses with hourly employees, offering time tracking integration at no additional cost. Their transparent pricing model has no hidden fees.
Patriot Software provides an affordable option for basic payroll needs with their tiered pricing approach. Small businesses appreciate their low entry point with the ability to add features as they grow.
For compliance and ease of use, which payroll systems are preferred by industry experts?
Zenefits receives high marks from compliance experts for its automatic policy updates and built-in safeguards against common mistakes. Their system automatically applies regulatory changes.
SurePayroll earns praise for its intuitive interface that requires minimal training. Industry experts appreciate its clear tax compliance dashboards that highlight potential issues.
Paylocity stands out for businesses in highly regulated industries with its comprehensive compliance features. Their system generates audit-ready reports and documentation automatically.
What advancements have been made in in-house payroll software for small to medium-sized businesses?
Cloud-based solutions now offer enterprise-level security for in-house deployment, with Sage Payroll leading innovations in this area. Their hybrid models allow for local control with cloud backup.
Mobile accessibility has improved dramatically, with most in-house solutions now offering full functionality on smartphones and tablets. This allows payroll managers to work remotely when needed.
API integration capabilities have expanded, making it easier to connect in-house payroll with third-party apps and services. This reduces the traditional limitations of self-hosted solutions.
