The best payroll apps make it easy for employers to manage payroll even when they’re out of the office. Most apps are free to download, though you have to pay subscription fees to use the provider’s software. Some payroll apps may even cost less but won’t allow you to run payroll or e-file payroll taxes from your mobile device. Others may have a pricier service but include 24-hour support and robust self-service tools that a business needs.
Based on our evaluation, the top payroll apps for 2021 are:
- QuickBooks Payroll: Best overall payroll app for small employers, especially QuickBooks users, who want electronic tax payments and filings
- Square Payroll: Best for restaurants and retailers using Square POS that need an affordable payroll solution
- Paychex: Best for small businesses in highly regulated industries looking for comprehensive HR and payroll tools with a dedicated payroll specialist
- ADP Run: Best for small startups (with up to 49 employees) that want flexible payroll plans that scale with their business
- SurePayroll: Best for employers with simple payroll needs (no major reporting or customization requirements)
How We Chose the Top 5 Payroll Apps
We compared dozens of reputable providers that offer mobile apps for managing employee payroll and payroll taxes. We also looked at pricing (software subscription fees and whether the app is free), ease of use, payroll functionalities, and HR features—such as online onboarding, new hire reporting, and benefits administration. We rated each on a 5-star scale designed to assess payroll apps.
Based on our evaluation criteria, QuickBooks Payroll has the best payroll app for small employers. The software and its mobile app scored the highest according to our grading system, having received an overall score of 4.04 out of 5 stars. You can click through the tabs in the box below to see our full evaluation criteria.
RUBRIC SCORECARD CRITERIA:
10% of Overall Score
Payroll providers that offer a plan that’s priced at less than $50 for one employee are rated more favorably. I also looked at whether or not each provider has transparent pricing, multiple plan options, and unlimited pay runs. Additional points were also given to those that don’t charge setup fees.
50% of Overall Score
Mobile solutions that allow employers to run payroll and e-file payroll taxes, including those that offer in-app tech support, received high marks. Extra points are also given to those that are free to download, can be accessed by both employers and employees, have positive mobile app reviews (average of 4+ stars), and provide paid-time-off (PTO) management and self-service tools—such as viewing payslips and managing employee data.
5% of Overall Score
Having access to a professional who can provide expert advice on compliance issues is one of the top criteria, including new hire state reporting. Following closely behind these is the capability to provide online onboarding and employee benefits (like health insurance and workers’ compensation) that are available in all 50 states.
5% of Overall Score
First, I looked at reviews that real users left on popular third-party sites, like G2, Capterra, and Software Advice, including our site, Fit Small Business. I then tallied the ratings in which any score with an average of 4+ stars and 1,000+ reviews are ideal.
5% of Overall Score
I find that users benefit more from having customizable reporting tools as it enables them to easily create their own reports. Hence, providers that offer the said functionality get extra points. Additionally, those that have a robust selection of canned reports (more than 60) are prioritized.
15% of Overall Score
Automatic payroll runs, payroll tax filing, 1099 form preparation, manual check capabilities, and two-day direct deposits are just some of the features that I consider essential payroll services. Providers also get points if they can handle both employee and contractor payroll, and offer manual checks, pay cards, and pay on-demand options.
10% of Overall Score
Aside from having a user-friendly, intuitive, and customizable platform, payroll software that integrates with common third-party systems (like QuickBooks, Homebase, and TSheets) are awarded extra points. I also prioritized providers that offer quick problem resolutions and live phone support.
QuickBooks Payroll
PROS
- Reasonably priced plans with unlimited and automated pay runs
- Seamless integration with QuickBooks and QuickBooks Desktop
- Same- and next-day direct deposits
- Mobile app lets you run payroll and e-file payroll taxes
CONS
- Limited integration options (of non-Intuit products)
- Inconsistent customer support quality
- Occasional mobile app glitches
- Users can’t access benefits and insurance plans through the app
| RATING CRITERIA | Pricing | 5.00 | OUT OF | 5 |
| Mobile app-specific features | 3.63 | OUT OF | 5 | |
| HR Features | 4.38 | OUT OF | 5 | |
| Popularity | 3.75 | OUT OF | 5 | |
| Reporting | 5.00 | OUT OF | 5 | |
| Payroll Features | 4.25 | OUT OF | 5 | |
| Ease of Use | 4.38 | OUT OF | 5 |
The QuickBooks Payroll app is ideal for small business employers, especially those who are existing QuickBooks users, given that its accounting system seamlessly integrates with its payroll software. If you are always on the go, this app will be useful as it helps you run payroll, electronically pay and file payroll taxes (in all 50 states), and remit staff wages via direct deposits—all from your mobile device.
Why QuickBooks Payroll Is Best Overall for Small Businesses: QuickBooks Payroll is more affordable than some software and services, like Paychex and ADP (discussed later), and provides full-service payroll without overwhelming small employers with bells and whistles they don’t need. Its payroll function is also accessible directly through the QuickBooks system (a favorite of many small businesses) with one click, so you don’t have to spend extra time importing and setting up your chart of accounts as you do with outside providers.
QuickBooks Payroll Mobile App Features
- Payroll processing from mobile: Create, review, edit, and run unlimited payrolls from Android and iOS mobile devices. You can even set up payroll to run automatically—provided that all employees receive pay via direct deposit and your first payroll using QuickBooks has been successful.
- Complete tax compliance: Aside from automated federal and state tax calculations and year-end forms, you can electronically pay and file taxes directly from QuickBooks Payroll’s mobile app. In addition, you can create payroll reminders and the app will automatically send you notifications for payday schedules and tax deadlines.
- Fast direct deposits: As part of its basic Core plan, QuickBooks Payroll offers next-day direct deposits for both your employees and contractors. However, subscribing to its higher tiers provide you with a same-day direct deposit option that’s applicable only for employees.
- Employee benefits: Small businesses can purchase medical, dental, and vision insurance through QuickBooks Payroll’s partner, SimplyInsured. Three 401(k) retirement plans are also available, starting at $49 monthly plus $8 per employee. Flexible workers’ comp is also available.
- Employee information management: With the app, you can view and edit staff information. It also lets you contact employees while on the go.
- Payroll reports: Apart from the current pay period’s register, you can generate reports on past pay runs (up to one year’s worth of paycheck history), including past and upcoming payroll tax details.
- Expert support: For new users who require assistance getting QuickBooks Payroll up and running, the provider has a guided payroll setup and expert professionals who can help you stay compliant. It also offers 24/7 chat support and US-based phone support Mondays through Fridays from 6 a.m. to 6 p.m. Pacific time and Saturdays from 6 a.m. to 3 p.m. Pacific time.
The app highlights tax filings that are past due.
QuickBooks Payroll Pricing
- Mobile app: The app is free to download, but you have to sign up for a QuickBooks Payroll plan to use it.
- Software subscription fees: QuickBooks Payroll has a Core plan ($45 plus $4 per employee monthly) that includes full-service payroll with automated federal and state tax calculations, payments, and filings. It also offers a Premium plan ($75 plus $8 per employee monthly) and an Elite tier ($125 plus $10 per employee monthly) that come with additional features, such as same-day direct deposits, time tracking, and workers’ compensation administration.
- Additional costs: Integrating your payroll data with QuickBooks Accounting costs anywhere from $25 to $70 per month. Core and Premium plan subscribers that require payroll tax filing in more than one state also have to pay $12 monthly for each additional state. However, the said additional state filing charges don’t apply to Elite plan holders.
Square Payroll
PROS
- Low-cost full-service payroll with unlimited pay runs
- Integrates with Square POS
- Responsive in-app tech support
- Timecard management features included in mobile app
CONS
- Direct deposit has a four-day processing period
- Available only for employers; employees have to download a separate app to view pay stubs and manage staff info
- Occasional app glitches and mobile device compatibility issues
| RATING CRITERIA | Pricing | 4.00 | OUT OF | 5 |
| Mobile app-specific features | 4.13 | OUT OF | 5 | |
| HR Features | 3.75 | OUT OF | 5 | |
| Popularity | 2.50 | OUT OF | 5 | |
| Reporting | 1.75 | OUT OF | 5 | |
| Payroll Features | 4.50 | OUT OF | 5 | |
| Ease of Use | 3.75 | OUT OF | 5 |
Square Payroll is a great payroll app for business owners, especially restaurants and retailers using Square POS since it offers a wide range of payroll tools that seamlessly integrate at an affordable rate (software subscription fees start at $29 plus $5 per employee monthly). With its mobile app, you can enter employee details, view and manage timecards, sign up to offer insurance and other staff benefits plans, and run unlimited payrolls.
However, the Square Payroll app is available only for employers. Your employees will have to download the Square Team App to check their pay stubs, update their personal information, view their hours worked, and access tax forms (W-2s and 1099s).
Why Square Payroll Is Best For Retailers and Restaurants Using Square POS: The Square Payroll and Square POS seamless integration makes it easy for mobile companies to accept payments and track employees’ work hours when they’re on the go. This data transfers directly to the payroll system and can even handle tip reporting. This is much simpler than signing up with a provider like QuickBooks Payroll and having to research and install POS systems that manually integrate with it.
Square Payroll Mobile App Features
- Payroll processing on mobile: Pay hourly and salaried employees, including contractors, via Square Payroll’s mobile app (for Android and iOS). You can run unlimited and automatic payrolls, enabling you to easily pay your staff either through direct deposits, manual checks (this requires a printer), or via Cash App (Square’s mobile payment service).
- Complete tax compliance: Aside from automatic tax calculations and deductions (federal and state), Square Payroll handles all payroll tax payments and filings for you. It also provides quarterly and annual tax forms, such as W-2s and 1099s.
- Time tracking: Square Payroll has a time tracking functionality that allows you to capture your employees’ actual working hours for payroll processing. Your employees can clock-in/out through the Square Team mobile app, and then you can view and edit digital timecards through your Square dashboard. In addition, you can use Square Payroll’s mobile app to monitor PTO and overtime.
- Timecard integration with Square POS: Square Payroll’s direct integration with Square POS makes it easy for retailers and restaurateurs who use the solution to track attendance and process employee payroll based on actual working hours. For non-Square POS users, Square Payroll also integrates with third-party online timecard partners, enabling you to import time data into its system.
- Employee benefit plans: The Square Payroll app provides easy access to employee health insurance and retirement plans, including workers’ compensation.
- Payroll expertise: For new subscribers who switched payroll providers, Square offers the assistance of a payroll specialist to help guide you through the system set up. You can also contact Square’s support team during weekdays via phone and email from 6 a.m. to 6 p.m. Pacific time and through live chat from 6 a.m. to 4 p.m. Pacific time.
Pay your employees with just a click of a button.
Square Payroll Pricing
- Mobile app: The Square Payroll app is free to download, but you have to pay software subscription fees in order to use its features.
- Software subscription fees: If you’re paying both employees and contractors, Square Payroll’s pricing is $29 plus $5 per employee monthly. This includes full-service payroll, tax filings and payments, time tracking, and multiple pay options. However, if you’re only paying contractors, the rate is $5 per person monthly.
Paychex
PROS
- Customizable plans with 24/7 customer support included in all tiers
- Multiple pay options (i.e., paper checks, direct deposits, pay on-demand, and pay cards)
- Its mobile app has a variety of functions for both employers and employees
CONS
- Expensive compared to similar payroll providers
- Has a slight learning curve (due to robust features)
- In-app tech support isn’t responsive
| RATING CRITERIA | Pricing | 2.00 | OUT OF | 5 |
| Mobile app-specific features | 3.50 | OUT OF | 5 | |
| HR Features | 5.00 | OUT OF | 5 | |
| Popularity | 2.50 | OUT OF | 5 | |
| Reporting | 5.00 | OUT OF | 5 | |
| Payroll Features | 4.50 | OUT OF | 5 | |
| Ease of Use | 4.38 | OUT OF | 5 |
Paychex has a mobile app for its Paychex Flex solution, enabling users to manage and process payroll even if they’re outside the office. Unlike the apps for QuickBooks Payroll and Square Payroll, Paychex Flex’s mobile tool includes functionalities for both employers and employees.
Aside from processing payroll, employers can use the mobile app to access staff profiles, payslips, tax documents, and health insurance enrollment information. Employees, on the other hand, can check their pay stubs, Form W-2s, PTO balances, health insurance benefit details, and more.
Why Paychex Is Best For Businesses in Highly Regulated Industries: The service comes with 24/7 customer support and a dedicated representative if you sign up for its premium Pro plan or higher—I highly recommend this for businesses in heavily regulated industries like construction or medical. You also have the option to upgrade to a PEO plan if you need to offer competitive benefits or want to outsource more of the HR and compliance function to a team vs being responsible yourself.
Paychex Mobile App Features
- Payroll processing via mobile: Review, edit, and submit payroll for employees (both salaried and hourly) and contractors via the Paychex Flex mobile app for Android and iOS devices. Even if you started running payroll on your desktop computer, you can easily resume pay processing on your smartphones and tablets. It even lets you view details of your last pay run, including the cash requirements and payroll journal.
- Early access to wages: Aside from direct deposits and pay cards, Paychex supports paper checks with check signing and insertion services. It also has a pay-on-demand feature that provides employees access to earned wages before a payroll date.
- Tax compliance: Paychex offers accurate and efficient payroll tax calculations, payments, and filings for federal, state, and most local taxes. It also provides automatic W-2s and 1099s for your staff. If your business is eligible to tax credits, Paychex can help you claim tax credit incentives.
- Employee information management: Apart from viewing your employees’ profiles, tax documents, and paycheck stubs, you can edit the staff’s information, employment details, and PTO balances directly from the app.
- Employee benefits: With the Paychex Flex app, you can view retirement plan balances, employee eligibility, and participation rates. It also lets you check health insurance carrier information, including employee benefits enrollment and election data. In addition, you can use the app to track flexible spending accounts (FSAs).
- Reporting: Paychex has 60+ reports you can use to evaluate your payroll detail, and they are customizable.
- Self-service tool for employees: Paychex Flex’s app has different permission settings for employees. This allows them to use the same mobile program to access and view their employee profiles, benefits information, retirement balances and contributions, pay stubs, and W-2s.
- Payroll expertise: Subscribing to Paychex’s higher tiers grants you access to a dedicated payroll expert who can help with all of your tax and pay processing needs. In addition, you can contact Paychex’s support team by phone and via its 24/7 US-based live chat service.
With the app, employers can view and download payroll journals and cash requirement reports.
Paychex Pricing
- Mobile app: The app is free to download but requires a Paychex software subscription.
- Software subscription fees: Paychex offers three full-service payroll solutions, Paychex Go ($59 plus $4 per employee monthly), Paychex Flex Select (custom priced), and Paychex Flex Enterprise (custom priced).
- Additional costs: Access to accounting software integrations and Paychex’s time and attendance module costs extra. You have to call the provider to get pricing information.
ADP Run
PROS
- Flexible plans
- Feature-rich with strong HR tools; includes tax payments and filing
- 24/7 customer support
- Insurance policy information can be viewed from the app
CONS
- Pricing for full-service payroll isn’t transparent
- Its do-it-yourself (DIY) payroll option is expensive
- App is only for employers; there is a separate app for employees to view payslips, timecards, and benefit plans
- Occasional mobile app glitches and log in errors
| RATING CRITERIA | Pricing | 1.00 | OUT OF | 5 |
| Mobile app-specific features | 2.38 | OUT OF | 5 | |
| HR Features | 4.38 | OUT OF | 5 | |
| Popularity | 5.00 | OUT OF | 5 | |
| Reporting | 5.00 | OUT OF | 5 | |
| Payroll Features | 4.25 | OUT OF | 5 | |
| Ease of Use | 4.88 | OUT OF | 5 |
If you have a small business (with up to 49 employees), then you may want to consider ADP Run and its app, RUN Powered by ADP Mobile Payroll. Similar to QuickBooks Payroll and Square Payroll, the app is designed for employers to run payroll while on the go. However, it doesn’t have PTO management and won’t let you edit staff information (like pay rates and department) within the app. For your employees to access pay stubs and tax documents, track time entries, view benefits, and request PTO, they will need to download the ADP Mobile Solutions app.
Why ADP Is Best For Startups: ADP’s payroll plans are great for startups, because they have options for companies with fewer than 50 employees and those with more than 50. It also has a PEO option, similar to Paychex, in the event that your company grows to a point that you need extra support but aren’t quite ready to hire an HR team. You can easily upgrade plans without having to transfer to a different provider.
ADP Run Mobile App Features
- Payroll processing for mobile: ADP’s payroll solution is designed to help you process employee pay accurately and easily. You can do full and automatic payroll runs directly from its mobile app (for Android and iOS devices), or continue where you left off when you started processing payroll from a computer. It even sends alerts for payday timelines and important payroll-related reminders.
- Multiple pay options: You can pay your employees via direct deposits, paychecks, and a Wisely direct debit card. ADP also offers check signing, stuffing, and delivery (to your business office) services.
- Payroll tax support: With ADP Run, payroll taxes are automatically calculated, paid, and filed on your behalf. You also get federal, state, and local tax compliance support in which the provider will respond to tax agencies in case they have questions about tax deposits and returns that ADP made for you. While ADP can generate and deliver W-2s and 1099s for you, the service is available for an additional fee.
- Employee information: Its mobile app provides you viewing access to staff profiles, pay rates, and contact details.
- Health insurance policies: You can check your employee health insurance policies through the app, including workers’ compensation details.
- Dedicated customer support: Aside from its online help center and 24/7 live chat, if you subscribe to ADP Run’s premium plans, you get dedicated phone and email support from a team of HR professionals.
Input an employee’s total hours worked in the app to preview and calculate payroll.
ADP Run Pricing
- Mobile app: The app can be downloaded for free, but you need an ADP Run subscription to use its features.
- Software subscription fees: ADP Run has four payroll packages that are custom priced. You have to call ADP to request a quote. The provider also has a DIY online payroll service that costs $59 plus $4 per employee monthly.
- Additional costs: ADP Run’s time and attendance management module is a paid add-on (custom priced). The creation, delivery, and filing of W-2s and 1099s also cost extra.
SurePayroll
PROS
- Affordable and transparent pricing
- Offers extended weekday evening and weekend support
- Aside from payroll deadlines, bank holidays and compliance updates are viewable within the app
CONS
- Charges add-on fees for multiple state tax filing and software integrations (with limited options)
- Inconsistent customer support quality
- Separate apps for employers and employees
- Mobile app is glitchy (freezes and crashes frequently)
| RATING CRITERIA | Pricing | 4.00 | OUT OF | 5 |
| Mobile app-specific features | 2.63 | OUT OF | 5 | |
| HR Features | 2.75 | OUT OF | 5 | |
| Popularity | 1.25 | OUT OF | 5 | |
| Reporting | 1.75 | OUT OF | 5 | |
| Payroll Features | 4.25 | OUT OF | 5 | |
| Ease of Use | 3.63 | OUT OF | 5 |
The SurePayroll app is designed for small businesses that need to run payroll without all of the extra features that ADP and Paychex provide. Apart from letting employers process payroll using their mobile devices, it allows users to add the employees’ hours worked and deductions, as well as input available and used sick leave and PTO credits. However, your staff will have to download an employee-specific SurePayroll app for viewing payslips, PTO balances, retirement deductions and contribution rates, and state and federal tax information.
Why SurePayroll Is Best For Simple Small Businesses: SurePayroll is an affordable full-service provider, meaning it calculates and files your payroll taxes plus pays employees, but it charges extra if your business grows and expands to additional states. At the time of publishing this article, it offers small businesses two months of free payroll service, making it easy to try it out risk-free.
SurePayroll Mobile App Features
- Payroll processing for mobile: SurePayroll designed its mobile app (for Android and iOS devices) to have the same functionalities as its online software. You can set up unlimited and automatic pay runs to process pay for hourly and salaried employees, and contractors. You can also enter actual hours worked, earnings, deductions, and hours for vacation and sick leave directly into the app.
- Flexible direct deposit pay options: Pay employees either via next- or same-day direct deposits. You have the option to choose the payout timelines, provided you meet SurePayroll’s submission deadlines of 10:30 a.m. Central time for same-day direct deposits and 3 p.m. Central time of the prior business day for next-day payrolls.
- Tax compliance: SurePayroll calculates federal and state payroll taxes automatically. If you subscribe to its full-service payroll plan, the provider can pay and file payroll taxes on your behalf.
- Detailed reports: With the app, you can access detailed reports that show employee and company earnings, taxes, deductions, and YTD totals.
- Live customer support: SurePayroll has a US-based support team that you can contact six days a week (with extended weekday evening hours) either through email, phone, or live chat.
You can preview and submit payroll summaries for approval while on the go.
SurePayroll Pricing
- Mobile app: The app is free to download, but you will need a SurePayroll software subscription to use its payroll functionalities.
- Software subscription fees: SurePayroll’s self-service option—wherein you pay and file federal and state payroll taxes yourself—is priced at $19.99 plus $4 per employee monthly. Meanwhile, its full-service payroll option costs $29.99 plus $5 per employee monthly.
- Additional costs: You have to pay extra to access its multi-state filing ($9.99 per month), Ohio and/or Pennsylvania local service tax filing ($9.99 per month), accounting software integration ($4.99 per payroll), and time clock software integration ($9.99 per month).
Alternative Payroll App
The five payroll apps we recommended may provide you with all the essential tools you need to process employee pay while on the go. However, for employers who need to compute the salaries of a very small team, then Payroll Guru is the payroll app for you.
Unlike QuickBooks Payroll, Square Payroll, and the other mobile solutions mentioned in this guide, Payroll Guru has a free-to-use app, Paycheck Free. You don’t need to purchase a software subscription in order to use its online payroll and payroll tax computation tools. It doesn’t run payroll—just calculates—so if you need more functionalities (such as hourly calculations, pre- and post-tax deductions, multiple employee payroll profiles, and zero in-app ads), consider using the paid Payroll Guru app, which costs $4.99.
You can enter the state where you are working and the app will reflect the income tax rates and limits—as applicable.
Note that you can’t run payroll directly from Payroll Guru’s free and paid apps. It only allows you to compute your expected payroll and payroll tax deductions. In fact, many users who left feedback on the App Store and Google Play mentioned that they primarily use the app to estimate their take-home pay.
Employers, on the other hand, can take advantage of the app’s functionalities if they don’t have a more efficient way to calculate payroll amounts. It’s best to only use it if you have less than five employees because it only gives calculations (doesn’t actually run payroll), and can get tedious if you have a big team.
Not seeing what you’re looking for? Check out our guide on how to choose a payroll service for your business.
Bottom Line
Using mobile apps to manage payroll out of the office is a necessity for many business owners. Those that are considered good are designed to provide payroll services that help employers pay their staff accurately and on time, as well as avoid potential tax-filing penalties. The best payroll apps for your business also depend on the type of workers you hire (employees versus contractors), your compliance needs, and whether or not you have in-house payroll or HR support staff.
Our recommendation for the best payroll app is QuickBooks Payroll. It lets you run payroll, electronically file and pay payroll taxes, and remit employee wages via direct deposits—all from your mobile device. Moreover, it’s easy to use and integrates with QuickBooks seamlessly—a plus for existing users of the provider’s accounting software.
