How RunWise Pay works

What RunWise Pay does

RunWise Pay is a free matching service for small and mid-size US businesses looking for payroll help. We are not a payroll provider, accountant, bookkeeper, or tax advisor, and we do not run payroll or file taxes.

Our job is simple: help you connect with payroll service providers that may fit your business. You compare options, ask questions, confirm what is included, and decide whether to hire anyone.

This can be helpful if you are setting up payroll for the first time, switching providers, or trying to fix payroll problems. If you are new to the US payroll system, we aim to make the process easier to understand in plain language.

How matching works in 4 steps

The process is straightforward and designed to save you time.

1. Share basic business details on our get matched page.
2. We use that information to match you with participating payroll service providers.
3. You review quotes, service details, and support options.
4. You choose who to hire — or choose no one.

You are never giving up control. The provider relationship, pricing, and final decision are always yours.

What information we ask for — and what we do not

We only ask for contact and business intent details needed to make a match. That usually includes your business name, contact name, phone number, optional email, state, how many people you pay, and preferred language.

We do not ask for sensitive payroll or tax data to get matched. Please do not send Social Security numbers, EINs, bank account numbers, employee Social Security numbers, or employee personal records through our matching form.

If a payroll provider later needs documents to set up service, ask them how they handle security and what they need. Share sensitive information only directly with a provider you choose to work with, and only through their secure process.

What happens after you are matched

After matching, a provider may contact you to learn more about your payroll needs. They may ask about your pay schedule, employee count, contractors, direct deposit, multi-state payroll, past payroll issues, or year-end forms like W-2s and 1099s.

This is your chance to compare more than just price. Ask what is included, how payroll taxes are handled, what support is available, how onboarding works, and whether they support your state and business type.

Before you sign anything, confirm in writing what the service includes. That should include setup, payroll runs, tax filings, direct deposit, year-end forms, support, and any extra fees.

What payroll service pricing often looks like

Many payroll services charge a monthly base fee plus a per-employee or per-person fee. A common general range for a small business is about $20 to $100+ per month, plus about $4 to $15 per person paid. Some providers also charge setup fees, year-end form fees, off-cycle payroll fees, or extra charges for state tax filings, time tracking, or HR tools.

These ranges are general information only — not quotes. The real number depends on how many people you pay, how often you run payroll, what features are included, the states involved, and whether you need help cleaning up past payroll issues.

You can learn more on our pricing page, but the most important step is to confirm all charges in writing before you agree.

What to watch for when comparing providers

A good payroll setup should feel clear, not rushed. If something sounds vague or too hard to pin down, slow down and ask for written details.

• Vague pricing or unclear add-on fees
• No clear explanation of who files payroll taxes and when
• No written statement of what is included
• Poor support or long response times during the sales process
• Pressure to sign quickly before you are ready

Payroll rules, taxes, and deadlines vary by state and change over time. RunWise Pay gives general information only, not payroll, accounting, tax, or legal advice. Please confirm details with the provider you are considering and check current IRS and state rules yourself. You can also explore common payroll needs on our services page.