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 your business needs.
Based on our evaluation, the top payroll apps for 2021 are:
- QuickBooks Payroll: Best overall payroll app for employers, especially QuickBooks users, who want electronic tax payments and filings
- Square Payroll: Best for companies using Square POS that need an affordable payroll solution
- Paychex: Best for small businesses 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
- Zenefits: Best for highly regulated industries
- SurePayroll: Best for employers with simple payroll needs (no major reporting or customization requirements)
- Rippling: Best for new companies that want an integrative modular HR, payroll, and IT system
- Payroll Guru: Best for employers who calculate payroll by hand and only have a handful of employees
How We Chose the Top 8 Payroll Apps
We compared several 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 employers. The software and its mobile app scored the highest according to our grading system, having received an overall score of 4.07 out of 5 stars. You can click through the tabs in the box below to see our full evaluation 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
- Available only to employers, plus users can’t access benefits and insurance plans through the app
RATING CRITERIA | Pricing | 5 | 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 | OUT OF | 5 | |
Payment Features | 4.25 | OUT OF | 5 | |
Ease of Use | 4.63 | OUT OF | 5 |
The QuickBooks Payroll app is ideal for employers who are existing QuickBooks users given that its accounting system integrates with its payroll software seamlessly. If you are always on the go, then this app is also the best tool for you since you can run payroll, electronically pay and file payroll taxes (in all 50 states), and remit staff wages via direct deposits—all from your mobile device.
Mobile App Features
- Works on Android and iOS devices
- Review, approve, and submit payroll
- Same- and next-day direct deposit options
- E-file and pay federal and state taxes
- Create and send payslips to employees and contractors
- View past payslips (up to one year’s worth of paycheck history)
- View and manage employee details
- Reminders for upcoming paydays and tax deadlines
The app highlights tax filings that are past due.
(Source: QuickBooks Payroll app)
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) with simple yet automated payroll features that are optimal for small teams. The provider also offers a Premium plan ($75 plus $8 per employee monthly) and an Elite option ($125 plus $10 per employee monthly).
- Additional costs: Integrating your payroll data with QuickBooks Accounting costs anywhere from $25 to $70 per month.
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 | OUT OF | 5 |
Mobile App-Specific Features | 4.13 | OUT OF | 5 | |
HR Features | 3.75 | OUT OF | 5 | |
Popularity | 2.5 | OUT OF | 5 | |
Reporting | 1.75 | OUT OF | 5 | |
Payment Features | 4.5 | OUT OF | 5 | |
Ease of Use | 3.75 | OUT OF | 5 |
Square Payroll is a great payroll app for business owners, especially those using Square POS, since it offers a wide range of payroll tools 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).
Mobile App Features
- Works on Android and iOS devices
- Process payroll while on the go
- Pay employees and contractors (via direct deposit or Square’s Cash App; manual checks will require using a printer)
- Automatically withholds, files, and pays payroll taxes
- View and download federal and state tax forms filed on your behalf by Square Payroll
- Preview paystubs and view payroll history (including breakdowns of tax calculations and debits per pay run)
- Update employee details (such as tax and payroll bank account information)
- Syncs with Square POS to transfer employees’ hours worked
- Create, edit, and view employee time cards
- Manage business taxpayer information and tax settings
- Request quotes on and select employee benefit plans
Pay your employees with just a click of a button.
(Source: Square Payroll App)
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: $29 plus $5 per employee monthly; 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 paycards)
- 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 | OUT OF | 5 |
Mobile App-Specific Features | 3.5 | OUT OF | 5 | |
HR Features | 5 | OUT OF | 5 | |
Popularity | 2.5 | OUT OF | 5 | |
Reporting | 5 | OUT OF | 5 | |
Payment Features | 4.5 | 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 it 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.
Mobile App Features
- Works on Android and iOS devices
- Enter payroll details, review, and submit while on the go
- Resume pay runs started on tablets and desktop computers
- Analytics and payroll and tax reports
- Access employee pay stubs and tax documents
- Manage staff profiles, compensation, taxes, deductions, and PTO balances
- View benefit plan types and employee enrollment information
- View retirement and plan balances (including investment balance details, allocations, and contributions)
- Access helpful links that lead to HR resources, benefits carriers, and retirement carriers
With the app, employers can view and download payroll journals and cash requirement reports.
(Source: Paychex Flex App)
Pricing
- Mobile app: The app is free to download but requires a Paychex software subscription.
- Software subscription fees: Paychex offers two full-service payroll solutions, Paychex Flex Select and Paychex Flex Enterprise. However, you have to contact the provider to discuss your requirements and request a quote.
- Additional costs: Access to Paychex’s automatic W-2s and 1099s costs extra (custom priced).
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 | OUT OF | 5 |
Mobile App-Specific Features | 2.38 | OUT OF | 5 | |
HR Features | 4.38 | OUT OF | 5 | |
Popularity | 5 | OUT OF | 5 | |
Reporting | 5 | OUT OF | 5 | |
Payment 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.
Mobile App Features
- Works on Android and iOS devices
- Run payroll; you may also continue payroll started on desktop computers
- View employee information (such as pay rates, department, and contact details)
- View, filter, share, and print reports
- Submit tax notices to ADP (the provider will notify you for updates and status changes)
- View insurance policies and manage certificates
Input an employee’s total hours worked in the app to preview and calculate payroll.
(Source: ADP Run App)
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).
Zenefits
PROS
- Reasonably-priced plans with a wide range of HR services; time and attendance tools included in all tiers
- Robust software integration options
- Compliance support (tax, HR,and payroll laws)
- One mobile solution for employers and employees; comes with in-app tech support that’s fairly responsive
CONS
- Payroll processing is a paid add-on; not available as a stand-alone product
- Mobile app doesn’t run payroll
- App is glitchy and runs slow at times
RATING CRITERIA | Pricing | 5 | OUT OF | 5 |
Mobile App-Specific Features | 2 | OUT OF | 5 | |
HR Features | 4.13 | OUT OF | 5 | |
Popularity | 2.5 | OUT OF | 5 | |
Reporting | 3.5 | OUT OF | 5 | |
Payment Features | 4.25 | OUT OF | 5 | |
Ease of Use | 4.25 | OUT OF | 5 |
The Zenefits app is a mobile extension of the Zenefits human resource information system (HRIS) platform. It’s more HR focused, and the app’s features reflect that—you can request and approve PTO, manage HR and time tracking data, view payslips, and check the org chart. What the app doesn’t allow is for employers to run payroll.
However, Zenefits’s mobile solution still made our list of best payroll apps given its platform’s HR and payroll functionalities, ease of use, and transparent pricing. If you’re planning to expand to 50 employees anytime soon or operate in a highly regulated industry, wherein HR compliance will become more important, then Zenefits could be a good fit.
Mobile App Features
- Works on Android and iOS devices
- Request and approve PTOs
- Clock in and out (with geolocation tracking)
- View the company org chart and connect with co-workers using a mobile directory
- Check insurance details (such as coverage, deductibles, and your policy number)
- Track flex benefits and check account balances for HSA, FSA, and commuter benefits
- Review paystubs and monitor payments, deductions, and taxes (either by pay period or as YTD totals)
- Employees can view and edit personal information
This is the view that employees see when they want to request time off; employers need to select the “Company” tab, and it will give the option to approve the time off. (Source: Zenefits App)
Pricing
- Mobile app: Zenefits’s mobile app can be downloaded for free, but you will need to have a paid software subscription to use its features.
- Software subscription fees: Zenefits offers three plans that cost anywhere from $10 to $27 per employee monthly.
- Additional costs: Its add-on tools include payroll processing ($6 per employee monthly), HR and payroll advisory services ($10 per employee monthly), and benefits administration using your own broker ($5 per employee monthly).
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 | 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 | |
Payment 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 bells and whistles. 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.
Mobile App Features
- Works on Android and iOS devices
- Pay employees and contractors
- Enter payroll details (such as total hours worked, pay rates, and PTO balances)
- Access employee contact information
- View detailed reports of employee and company earnings, taxes, deductions, and year-to-date (YTD) totals
- Reminders for payroll deadlines, bank holidays, birthdays, and compliance updates
You can preview and submit payroll summaries for approval while on the go.
(Source: SurePayroll App)
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 is priced at $19.99 plus $4 per employee monthly, while its full-service option costs $29.99 plus $5 per employee monthly.
- Additional costs: You have to pay extra to access its StratusTime integrated time clock ($5 plus $3 per employee monthly), 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 timeclock software integration ($9.99 per month).
Rippling
PROS
- International reach
- Offers an IT module that includes management of employee apps and devices
- More than 500 integration options
- One mobile app for employees and employers
CONS
- Payroll, HR help desk, and compliance updates cost extra
- Limited to 1,000 employees
- Mobile app doesn’t run payroll
- Occasional app glitches with loading and login issues
RATING CRITERIA | Pricing | 3.75 | OUT OF | 5 |
Mobile App-Specific Features | 1.5 | OUT OF | 5 | |
HR Features | 5 | OUT OF | 5 | |
Popularity | 2.5 | OUT OF | 5 | |
Reporting | 3.5 | OUT OF | 5 | |
Payment Features | 4.25 | OUT OF | 5 | |
Ease of Use | 3.25 | OUT OF | 5 |
Rippling offers an employee management platform as its base program and comes with HR, payroll, benefits administration, and IT modules (for managing apps and devices) that you can purchase as add-ons. Its mobile app—which is available for both employees and employers—allows users to access your co-workers’ contact information, request and approve PTO requests, view payslips, manage passwords, and securely log in to all of your apps with just one tap.
However, the Rippling mobile app doesn’t have payroll processing capabilities. Similar to Zenefits, we included it in our best payroll apps list since its platform received high marks for HR features, payroll and payroll tax capabilities, and pricing. If you need a modular system with highly integrative HR and IT tools that your business needs, then you may want to consider Rippling.
Mobile App Features
- Works on Android and iOS devices
- View payslips
- Request and approve PTOs
- Access your co-workers’ contact information through a mobile company directory
- Securely store and share passwords with team members
- Log into all the sites and apps that you commonly use using a single sign-on and mobile two-factor authentication
You can log into several apps with just one tap.
(Source: Rippling App)
Pricing
- Mobile app: The app is free to download, but you need a paid software subscription to access its functionalities.
- Software subscription fees: Starts at $8 per employee monthly.
- Additional costs: Rippling offers HR and IT add-ons that include applicant tracking, full-service payroll, benefits administration, ACA and COBRA administration, Flex benefits (with HSA, FSA, and commuter benefits), Help Desk with one-on-one HR support and real-time compliance updates, employee app management, and device management. You have to contact Rippling to request pricing details for these add-ons.
Payroll Guru
PROS
- Mobile app has a free-to-use version (no software subscription needed)
- Helps estimate taxes you need to withhold
- Shows an employee’s total paycheck amount that you need to pay
- Offers payroll services with direct deposits, federal and state tax payments, and e-filing of W-2s and 1099s
CONS
- Pre-tax and post-tax deduction capabilities are available only in the app’s paid version
- App doesn’t handle employee salary payouts and payroll tax payments
- Free version has lots of in-app ads
- Full-service payroll costs extra
RATING CRITERIA | Pricing | 3 | OUT OF | 5 |
Mobile App-Specific Features | 2.25 | OUT OF | 5 | |
HR Features | 0 | OUT OF | 5 | |
Popularity | 1.25 | OUT OF | 5 | |
Reporting | 0 | OUT OF | 5 | |
Payment Features | 1 | OUT OF | 5 | |
Ease of Use | 2.25 | OUT OF | 5 |
You might be wondering why we chose an app that only earned 1.86 stars out of 5; the primary reason is that 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. If you need more functionalities (such as hourly calculations, pre- and post-tax deductions, multiple employee payroll profiles, and zero in-app ads), then you may want to consider using the paid Payroll Guru app, which costs $4.99.
However, like Zenefits and Rippling, 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.
Mobile App Features
- Works on Android and iOS devices
- Calculates federal and state payroll taxes you need to withhold
- Computes Medicare, Social Security, State Unemployment, and disability insurance
- Calculates gross pay and take-home pay you need to process
- Calculates overtime
- Allows you to email or text paycheck breakdown to yourself and the employee
- Gives you the option to enter W-4 information (exemptions, filing status, pay frequency)
- Paid version has multiple employee profiles, hourly calculations, pre- and post-tax deductions with customizable deduction types (up to eight), and a pie chart that shows the percentage distribution of an employee’s gross pay
You can enter the state where you are working and the app will reflect the income tax rates and limits—as applicable. (Source: Payroll Guru)
Pricing
- Mobile app: The app has a free option and a paid upgraded version that costs $4.99
- Software subscription fees: None, but you may opt to subscribe to Payroll Guru’s payroll and accounting services (custom priced)
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.
Robie Ann Ferrer contributed to this article
Submit Your Comment
You must be logged in to comment. Click a "Log in" button below to connect instantly and comment.
LOG IN