Transparent payroll pricing

If avoiding hidden fees is a priority, I’d put OnPay, Patriot Software, and Gusto at the top of your shortlist, with SurePayroll also worth considering. The biggest differentiator is whether federal, state, and local payroll tax filings, year-end forms, and multi-state processing are included in the published price—or charged separately.

I compared the vendors’ published pricing and plan details, focusing on transparency rather than simply choosing the lowest advertised price.

Best payroll vendors for fee transparency

1. OnPay

(Best overall for predictable pricing)

$49/month + $6 per worker

OnPay publishes a straightforward base-plus-per-worker price. Federal, state, and local tax filings, W-2s, 1099s, year-end filings, unlimited payroll runs, and multi-state payroll are included. It also advertises no implementation or integration fees.onpay.com

Watch for: Optional HR, time tracking, benefits, and other add-ons can increase the total.

Pricing:Official OnPay pricing

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2. Patriot Software

Full service: $37/month + $5 per worker at listed regular rates

Patriot itemizes its payroll plans and optional features. Full Service Payroll includes federal, state, and local tax filings and deposits, plus year-end forms at no extra charge. Additional states cost $12/month per state. Time and attendance and HR are separately priced add-ons.www.patriotsoftware.com+4

Watch for: The lower-priced Basic plan does not include full-service tax filing. Check the regular price versus promotional pricing.

Pricing:Official Patriot pricing

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3. Gusto

Simple: $49/month + $6 per person

Gusto publishes tier-by-tier pricing and includes payroll tax filings and payments in its Simple plan. Its higher-priced plans explicitly add capabilities such as multi-state payroll, time tracking, and enhanced HR support. Certain extras, such as state tax registration, have separate or variable pricing.gusto.com+1

Watch for: Multi-state payroll and advanced HR features may require a higher tier, while some services have additional charges.

Pricing:Official Gusto pricing

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4. SurePayroll

Full service: $39/month + $7 per employee on the published pricing page

SurePayroll distinguishes its Full Service plan, which files and deposits payroll taxes, from its lower-priced No Tax Filing option. Its pricing page also explicitly lists a $9.99/month multi-state charge and notes that separate fees apply in areas requiring local taxes.www.surepayroll.com+1

Watch for: Local tax fees and multi-state costs; confirm how year-end forms and other services are charged for your particular plan.

Pricing:Official SurePayroll pricing

Which vendors are most transparent about tax filing fees?

Sources: OnPay, Patriot, Gusto, SurePayroll, and ADP RUN.onpay.com+4

ADP is worth noting because it publicly distinguishes its package features, but it uses quote-based pricing and explicitly lists additional fees for W-2 and 1099 forms. That makes it harder to independently calculate the full bill before requesting a quote.onpay.com+5

How to avoid surprises before signing

Ask every vendor to confirm these items in writing:

• Tax filing: Federal, state, local, and unemployment tax filings and deposits.
• Year-end fees: W-2s, 1099s, amended returns, and tax-form delivery.
• Additional charges: Multi-state registrations, local tax jurisdictions, off-cycle payroll, wire transfers, and paper checks.
• Optional modules: HR, time tracking, benefits, and workers’ compensation.
• Contract terms: Setup, migration, cancellation, minimum monthly charges, and price increases.

My recommendation: Start with OnPay if predictable billing is your top priority, and compare it with Patriot Full Service if you operate in just one state and want a potentially lower base cost. Treat advertised prices as a starting point, and verify the current written quote before committing.

I can also compare total annual costs or build a vendor fee checklist.

When avoiding hidden fees, "transparent" payroll vendors are those that publicly publish their base pricing, clearly itemize what is included (such as automatic federal, state, and local tax filings and W-2/1099 generation), and explicitly list add-on costs rather than forcing you through a high-pressure sales call just to get a quote.patriotsoftware.com

Traditional legacy providers (like ADP and Paychex) often gate their pricing behind custom quotes, where add-on charges, implementation fees, and year-end tax form distribution can quietly inflate your bill.

The market leaders and alternatives known for the highest degrees of pricing and fee transparency include the following:

• Gusto — Widely considered the gold standard for upfront clarity. Their pricing tiers are fully published online, and their core plans bundle unlimited payroll runs, full-service federal, state, and local tax filings, and year-end W-2/1099 printing with zero hidden submission fees. Add-on costs for international contractor payments or specialized HR perks are clearly itemized.
• QuickBooks Payroll — If you use their accounting software, they offer transparent, published tiered pricing on a public page. Tax calculations, filings, payments, and year-end forms are built into the subscription tiers without unexpected processing fees (though multi-state filing requires stepping up to their highest Elite tier, which is stated upfront).
• Patriot Software — Known for extreme transparency and straightforward, budget-friendly design. They cleanly separate their basic software (if you prefer to file taxes yourself) from their full-service tax filing option, publishing every cost directly on their site so you can calculate your exact monthly overhead before talking to anyone.vensure.com
• OnPay — Operates on a single, straightforward pricing model with a flat monthly base fee plus a per-person charge. They are transparent about including all tax filings (all 50 states, local, and year-end forms) in that single price, avoiding tiered feature gating or surprise add-on charges for standard runs.
• Justworks (for PEO/Payroll) — For companies looking for a PEO or full-service payroll provider, Justworks is praised for publishing transparent, flat per-employee rates. Automatic payroll tax filings (940/941) and year-end W-2s/1099s are included natively rather than sold as surprise bolt-on modules.

If you'd like to narrow this down, tell me:

• Your approximate employee headcount
• Whether you operate in multiple states
• If you need integrated time-tracking or benefits administration

I can give you a precise breakdown of which transparent vendor fits your budget structure best.

If you want a simple payroll platform with year-end tax filings included in the regular price, I’d start with Patriot Software Full Service Payroll or OnPay. Both publish straightforward pricing and include year-end filing, so you can avoid surprise filing charges.www.patriotsoftware.com+2

Here are the options I’d compare for a small U.S. business, based on pricing available in October 2026.

My top 3 recommendations

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1. Patriot Full Service Payroll

(Best budget option)

$37/month + $5 per worker

Regular list price before promotions

Includes federal, state, and local payroll tax filings and deposits, plus year-end payroll tax filings at no additional fee. It also offers unlimited payroll runs and direct deposit.www.patriotsoftware.com

Best for: Small businesses that want full-service payroll without a high monthly subscription.

View Patriot pricing

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2. OnPay

(Best all-around choice)

$49/month + $6 per worker

Includes payroll tax filings, W-2s, 1099s, year-end filings, unlimited pay runs, and customer support. Digital year-end forms are included; direct-mail delivery costs extra.onpay.com+1

Best for: Owners who want straightforward pricing and payroll administration in one place.

View OnPay pricing

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3. Gusto Simple

$49/month + $6 per person

Offers automated tax filings and payments, unlimited monthly payrolls, and a modern payroll interface. However, its current public pricing page does not clearly confirm whether all year-end filing fees are included, so I would verify that in writing before signing up.gusto.com+1

Best for: Businesses that value an easy-to-use interface and may want HR features later.

View Gusto pricing

What would each cost per month?

Here is a comparison using standard listed prices, before discounts and optional extras.

Calculations use the published base fee plus the per-worker fee. Assumes one state and excludes optional services.www.patriotsoftware.com+2

My recommendation: Start with Patriot Full Service if keeping costs down is the priority. Choose OnPay if you prefer a simple, all-in-one payroll experience.

One important distinction: these plans cover payroll taxes and year-end payroll forms, such as W-2s and 1099s. They do not necessarily include preparing your business's annual income tax return.

One question so I can narrow this down: How many people do you pay through payroll, and are they W-2 employees, 1099 contractors, or a mix of both?

For an easy-to-use payroll service that doesn't charge extra for year-end W-2s, 1099s, and tax filings, I'd start by comparing OnPay, Gusto, and Patriot Full Service Payroll. All three are worth considering for a small business, but their pricing and features differ.

My first recommendation is OnPay if you want straightforward pricing with payroll taxes and year-end forms included. Gusto is another strong choice if an especially simple, modern user experience is your top priority.onpay.com+3

My top payroll picks

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1. OnPay

(Best overall fit)

$49/month + $6 per worker

• Automatic federal, state, and local payroll tax filings.
• Year-end tax filings, W-2s, and 1099s included.
• Unlimited payroll runs and multi-state payroll without additional state fees.
• Phone, chat, and email support.onpay.com+1

Best for: A small business that wants predictable pricing and minimal tax-filing hassle.

Visit OnPay

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2. Gusto

Starting around $49/month + $6 per worker

• Designed for people without payroll expertise.
• Automates payroll calculations and tax filings.
• Handles year-end W-2 and 1099 filing.
• Employee self-service and useful HR tools.gusto.com+2

Best for: Someone who values an intuitive interface and wants payroll and basic HR in one place.

Visit Gusto

Confirm the current plan's price and state coverage before enrolling.

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3. Patriot Payroll

$37/month + $5 per worker for Full Service

• Automatic federal, state, and local tax deposits and filings.
• Year-end payroll tax filings included at no extra charge.
• Contractor 1099 e-filing included with Full Service.
• Additional state tax filing costs $12/month per state.www.patriotsoftware.com+3

Best for: Businesses looking to keep costs down without handling payroll tax filings themselves.

Visit Patriot Payroll

Choose Full Service, not Basic, to have Patriot handle your tax deposits and filings.

What would these cost for 5 workers?

Estimated regular monthly pricing before optional extras or promotions:

These are standard base-plus-per-worker estimates, not quotes.www.patriotsoftware.com+2

One important distinction: OnPay includes year-end forms, but mailing printed forms directly to workers can cost extra. Self-printing is free.help.onpay.com+1

Let me narrow it down for your business

The best choice depends on whom you're paying. Are you paying W-2 employees, 1099 contractors, or both?

That will help me recommend the simplest option without unnecessary fees.