INTRODUCTION
If you are an accountant and you want to start offering payroll services to your clients, a great way to do so is by choosing a payroll platform that is designed specifically for accountants. Such a platform will allow you to keep the employee information and calculate the tax calculations fast.
As an accountant, you likely are required to submit your payroll. This can be even tricker if your firm hires a number of workers and/or has high turnover rates. There are multiple types of payroll platforms that can make this process easier for you. Below I will highlight some of the best payroll platform platforms available to help ease the difficulty in reporting your payroll!
What to look for in payroll software for accountants
If you know how payroll works, you’ll understand that in an ideal situation, your accounting and payroll software will come from the same vendor. Unfortunately this is not always an option.
The good news is that there are a variety of payroll software and services on the market that will seamlessly integrate with your accounting software.
1. Accounting software that includes payroll
The best scenario when looking for a payroll application is exploring whether your current accounting software offers payroll processing. Having an all-in-one application eliminates duplicate data entry and always ensures that your general ledger reflects the most recent activity.
Unfortunately, while many larger accounting applications do contain a payroll component, most of these applications are designed for larger businesses.
2. Integration options
Chances are that your accounting software and your payroll software are from two different vendors.
Today, that isn’t a large problem, simply because of vast integration options that most payroll software applications now offer. It’s also important to note that integration and import/export options are two very different things.
The first option syncs with your accounting software, so that payroll information is automatically entered.
The second option means that you can import data into the application, but you will still need to enter the data into your accounting software application in some fashion.
Always opt for complete integration, but being able to import data is better than nothing.
3. Tax reporting and remittance
Tax reporting and remittance is the number one reason why most businesses move to a payroll service.
Particularly important for small business owners who need to wear several different hats, having these reports prepared and taxes paid by a payroll service can save a considerable amount of time for an already overworked business owner.
Our 7 picks for the best accounting payroll software
While payroll software offers many of the same features from application to application, we’re taking a look at what payroll software is best from an accounting standpoint.
Since payroll transactions always end up in the hands of an accountant, whether that’s you, your staff accountant, or the CPA firm that you’re using, here are our picks for the best payroll software for accountants.
1. OnPay
If you currently use Xero or QuickBooks Online, OnPay offers terrific integration with both applications, with integration with FreshBooks expected shortly.
One of the biggest benefits of using OnPay is that access to various HR resources is included in the monthly fee, an option not offered by any of the other payroll applications.
OnPay lets you set up tax rates for as many states as needed. Source: OnPay software.
OnPay offers payroll in all 50 states at no additional cost, with free direct deposit included, and includes complete tax processing from the initial report to filing and tax remittance.
You can also print and distribute year-end tax forms such as W-2s for your employees or have OnPay print and mail them for a small fee. OnPay will also help you migrate payroll data from another application at no charge.
OnPay offers one plan with all features included for $36/month, with a $4 charge for each employee.
OnPay for Accountants
Are you an accountant looking for a payroll solution for multiple clients? Check out OnPay’s accounting partner program.Visit OnPay
2. QuickBooks Online Payroll
One of the biggest things to consider when choosing a payroll service or software is whether it will integrate with your accounting software. If you’re using QuickBooks Online, that’s one less thing to worry about.
The Review and Submit screen provides an overview of total payroll cost each pay period. Source: QuickBooks Online Payroll software.
Designed for up to 50 employees, QuickBooks Online Payroll makes life a lot easier for your accountant (or you). It offers complete integration with QuickBooks Online Accounting, which updates your G/L with payroll-related expenses, eliminating the need to post entries manually.
Another advantage of using QuickBooks Online Payroll is that it calculates, processes, and files all payroll tax forms, including tax deposits for all the necessary states, saving you or your accountant a lot of time. It also processes year-end forms for your employees such as W-2s and 1099s.
QuickBooks Online Payroll offers three plans, starting at $22.50/month for the first three months, with all three plans offering full-service payroll.
3. Patriot Payroll
If you use or plan to use Patriot Accounting, why not couple it with Patriot Payroll? Patriot Payroll offers two plans, Basic and Full Service. You’ll want to choose the latter in order to reap the benefits garnered by using both applications.
Patriot Payroll offers free product setup, as well as free product support. In addition, the application handles all filing and depositing of federal, state, and local payroll taxes, and processes year-end employee tax forms such as W-2s and 1099s.
Patriot Payroll offers an easily navigated interface for managing both accounting and payroll. Source: Patriot Payroll software.
Patriot Payroll’s Full Service plan currently runs $30/month + a $4 charge per employee.
Best for smaller businesses with a limited number of employees to pay, Patriot Payroll used with Patriot Accounting will definitely save accountants a significant amount of time.
4. Gusto
Gusto offers three plans for small businesses, with all plans offering full-service payroll. Gusto takes care of everything from new hire reporting to supporting unlimited payroll runs along with multi-state payroll capability.
Gusto lets you easily add integration with your current accounting software. Source: Gusto software.
Gusto currently integrates with popular accounting applications such as Xero, FreshBooks, and QuickBooks Online, so you’ll be able to import your payroll transactions into your accounting software. This will eliminate the need to enter payroll transactions separately.
In addition, Gusto handles all tax filing including creating reports, filling out forms, and submitting tax payments. Gusto also handles year-end filing of Form 940 and 941 as well as employee year-end forms such as W-2’s and 1099s.
Gusto’s Basic plan runs $19.99/month for a team of two, and the Core plan is $39/month. Both plans have a $6 per-employee charge.
5. SurePayroll
Of all of the stand-alone payroll software and services, SurePayroll offers the best integration with third-party accounting applications.
Sure Payroll’s mobile app lets you do payroll on your iOS or Android smartphone. Source: SurePayroll software.
SurePayroll integrates with software applications such as AccountEdge, QuickBooks Desktop, QuickBooks Online, Sage 50, and Xero, eliminating the need to manually post payroll entries.
The Payroll Preview report provides you or your accountant with payroll liability including Gross Pay, Employee Deductions, Employee Taxes, Net Pay, and Employer Taxes, with this information easily exported to your accounting software application, eliminating the need to enter payroll details manually.
SurePayroll handles all payroll taxes, from initial report preparation and form filing to payment remittance. SurePayroll also prepares year-end forms such as W-2s and 1099s.
SurePayroll pricing starts at $29.99/month, plus a $4 per employee charge.
6. RUN Powered by ADP
Nearly everyone knows of, has heard of, or has been paid by ADP. RUN Powered by ADP was created specifically for businesses with up to 49 employees, with other ADP payroll options available for larger businesses.
RUN Powered by ADP offers four plans, with all four plans offering full-service payroll.
RUN Powered by ADP offers easy navigation from the payroll dashboard. Source: RUN Powered by ADP software.
The General Ledger feature in RUN Powered by ADP allows you to easily create a G/L file, which can be exported into your accounting software, eliminating the need to process payroll journal entries manually.
RUN Powered by ADP handles all tax filing and payment remittance, including year-end employee forms such as W-2s and 1099s.
Pricing for RUN Powered by ADP varies widely, depending on the plan and add-ons purchased, with pricing for 10 employees generally running between $150/month to $180/month. If interested, be sure to contact ADP for a more accurate quote.
7. Paychex Flex
Paychex Flex is a full-service payroll application designed for small to mid-sized businesses. Paychex Flex offers four plans, ranging from the Express plan designed for 10 employees or less to Paychex Flex Enterprise, which can handle more than 100 employees.
Paychex Flex offers a customizable dashboard that displays all payroll totals. Source: Paychex Flex software.
Paychex Flex is very plan-driven, with available features very dependent upon the plan subscribed to, though all plans offer full-service payroll processing, including complete tax filing and remittance.
For an additional fee, employee tax documents such as W-2s and 1099s are also available from Paychex Flex. Though integration options have been limited in Paychex Flex, the company recently announced expanded integration options will become available in early 2020.
Paychex Go is designed for up to 10 employees and starts at $59/month, plus a $4 per-employee fee. Pricing for both Paychex Flex Select and Paychex Flex Enterprise is available directly from the company upon request on the Paychex Flex website.
In addition to the subscription, you’ll also have to pay a setup fee.
Accounting + payroll software = fewer headaches
If you know how to do payroll, you’ll want a payroll application that processes payroll with minimal work.
If you’re also an accountant, you know how important it is to track payroll totals, process paychecks and direct deposit, and file and pay your payroll taxes. These applications will help you accomplish both.
Best Payroll for Accountants Compared
| Providers | Starter Monthly Pricing | Discounts for Clients and Accountants | Unlimited Pay Runs | Calculates and Files Payroll Taxes | Standard Direct Deposit Timelines | Health Benefits | Offers an Accounting Solution* |
|---|---|---|---|---|---|---|---|
| QuickBooks Payroll for Accountants | $45 + $4/employee | ✔ | ✔ | ✔ | Next-day | ✔ | ✔ |
| Gusto for Accountants | $39 + $6/employee | ✔ | ✔ | ✔ | 2-day | 39 states | N/A |
| OnPay | $36 + $4/employee | ✔ | ✔ | ✔ | 2- or 4-day, depends on risk assessment | ✔ | N/A |
| Patriot Payroll for Accountants | $30 + $4/employee | Accountants only | ✔ | ✔ | 4-day | N/A | ✔ |
| Paychex Accountant | Custom priced | Accountants only | N/A | With add-on fees | 2-day | ✔ | N/A |
| Rippling | $18/employee | ✔ | ✔ | ✔ | 2-day | ✔ | N/A |
| ADP Accountant Connect | Custom priced | Accountants only | N/A | With add-on fees | 2-day | ✔ | N/A |
| SurePayroll for Accountants | $39.99 + $3/employee | Accountants only | ✔ | ✔ | 2-day | ✔ | N/A |
*Access to the providers’ accounting software may require additional fees.
QuickBooks Payroll for Accountants: Best Overall Payroll Software for Accountants
Overall Score: 4.69 OUT OF 5
What We Like
- Unlimited pay runs
- Fast direct deposits with next- and same-day options
- Robust tax penalty protection
- Discounted payroll plans for clients plus free payroll software access for accounting firms (requires signing up for its free QuickBooks Online Accountant tool)
- Must use QuickBooks for accounting
- Basic HR features only
- Tax penalty protection is available only in the Elite plan
QuickBooks Payroll for Accountants Pricing
- Software fees: Three plans (Core, Premium, and Elite) with monthly base fees of $45–$125 plus $4–$10 per employee, per month
- Accountant perks: Free access to QuickBooks Payroll Elite if you get QuickBooks Online Accountant; its ProAdvisor discount program deducts 30% from the monthly software base fees and 15% from the per-employee fees—but your firm will be billed
- Client discounts: Its Direct Discount option offers 30% off the monthly software base fees and 15% off the per-employee fees for your clients’ first 12 months of service—but your clients will be billed
Read QuickBooks Payroll Review Visit QuickBooks Payroll for Accountants
If you use QuickBooks for your clients, then we highly recommend QuickBooks Payroll for Accountants. It lets you set client permissions, guarantees tax accuracy, and includes 24/7 support—plus, its accounting and payroll modules sync seamlessly with each other. And, if you sign up for its free QuickBooks Online Accountant solution, you can easily access your clients’ QuickBooks accounts to check their books, edit transactions, and address issues. It even comes with free access to QuickBooks Payroll Elite (which you can use to pay your employees), discount pricing for your clients, and a partner ProAdvisor program with preferential rates for both you and your customers.
Scoring 4.69 out of 5 in our evaluation, QuickBooks Payroll for Accountants earned high marks (4 and above) in nearly all of our criteria given its solid accounting and payroll tools, ease of use, robust reporting, and transparent pricing. Users also appreciate its efficient payroll tools as it helps simplify employee pay processing. However, its limited HR tools prevented it from getting a perfect rating because, unlike ADP and Paychex, QuickBooks doesn’t have a suite of HR solutions for managing the entire employee lifecycle.
QuickBooks Payroll for Accountants Pricing
With QuickBooks Payroll for Accountants, your clients can choose from three QuickBooks Payroll plans (Core, Premium, and Elite) with monthly fees that start at $45 plus $4 per employee. The differences between these plans include access to time tracking, workers’ comp administration, one-on-one HR support, and a tax penalty guarantee. For your new clients, discounts are available but only for the first three months.
Accountants who are part of QuickBooks’ ProAdvisor program can also choose to pay the monthly fees on behalf of their clients. This allows them to enjoy an ongoing ProAdvisor discount. They can also pass the discount to new clients through a Direct Discount option, but this is only for the first 12 months, plus QuickBooks will send the billings directly to the clients.
| QuickBooks Payroll Plans | Regular Pricing | Client Discount* | ProAdvisor Discount for Accountants | Direct Discount for Clients |
|---|---|---|---|---|
| Core | $45 per month + $4 per employee monthly | $22.50 per month + $4 per employee monthly | $31.50 per month + $3.40 per employee | $31.50 per month + $3.40 per employee monthly |
| Premium | $75 per month + $8 per employee monthly | $37.50 per month + $8 per employee monthly | $52.50 per month + $6.80 per employee monthly | $52.50 per month + $6.80 per employee monthly |
| Elite | $125 per month + $8 per employee monthly | $62.50 per month + $8 per employee monthly | $87.50 per month + $8.50 per employee monthly | $87.50 per month + $8.50 per employee monthly |
*Your new clients get 50% off the software base fee for the first three months. Note that the discounted rates may change, so check QuickBooks Payroll’s website from time to time to view the latest promotions on offer.
QuickBooks Payroll for Accountants Features
- Payroll: Setting up QuickBooks Payroll is very easy, and you can pay contractors, hourly workers, and salaried employees with just a few clicks. It comes with automatic and unlimited pay runs, and salary payouts can be done through paychecks and via next-day and same-day direct deposits. Its mobile app (for iOS and Android devices)—which is our top-recommended payroll app for small businesses—lets you process payroll and even e-file taxes while on the go. While the other providers on this list (except Gusto, Rippling, OnPay, and Patriot Payroll) have mobile apps, it doesn’t offer electronic tax filings.
- Tax filing services: Apart from year-end tax report prep and delivery, federal and state tax filings are included in QuickBooks Payroll’s tax services. However, if you require local tax filings, you need to get either its Premium or Elite tier. Elite subscribers also get a tax penalty guarantee where QuickBooks will cover all penalties (up to $25,000 per year) in case of tax filing errors—regardless of who made a mistake. The other payroll software for accountants in this guide may offer a similar coverage but only for tax filing mistakes that their representatives will make.
- Accountant-specific tools: Access to client management solutions and the free QuickBooks Online Accountant tool, including the seamless integration between QuickBooks products, make managing both client payroll and bookkeeping easy for accountants. Its partner program that includes ProAdvisor and client discounts also offers resources to help improve your skills and grow your accounting business.
- HR features: Employee onboarding, paid-time-off (PTO) monitoring, and time tracking with QuickBooks Time (formerly TSheets) are just some of the HR features that QuickBooks Payroll offers. While it provides an HR adviser and HR support center via its third-party partner (Mineral) to help keep you compliant, these services are unavailable to accountants who are calling on behalf of their clients.
- Employee benefits: In addition to pay-as-you-go workers’ compensation (via AP Intego), you are granted access to 401(k) plans and health insurance that is available in all US states. This is unlike Gusto’s health benefits that only cover 3
CONCLUSION
Let’s be real, dealing with payroll can be time-consuming and tedious. Here’s the good news: there are a lot of software platforms available to choose from that can help make the process easier. Of course, this is easier said than done. When it comes to finding the best platform for your business (specifically if you’re an accountant), it’s quite hard to know what you should be looking for in terms of pricing and features. That’s why we’ve put together this list of payroll platforms specifically for accountants. These platforms are mobile friendly, easy-to-use, full of features, and most importantly will get your payments processed within 24 hours