Estimate your payroll service cost

What this payroll cost estimator is (and isn’t)

This downloadable estimator helps you understand common pricing pieces for payroll services: a base monthly fee plus a per-employee fee, along with any extra costs based on your pay setup.

RunWise Pay is a FREE matching service that connects small and mid-size US businesses with payroll service providers. We do not run payroll, file payroll taxes, prepare W-2/1099 forms, or give accounting/tax/legal advice.

This guide is general information only. Your actual price can vary by state, how often you pay (weekly/biweekly/semimonthly/monthly), how many employees you have, and what’s included in the plan. Use the worksheet to estimate, then confirm details in writing with the provider before you sign.

When you’re new to US payroll, this is especially helpful because US payroll includes several moving parts—pay runs, tax filing, direct deposit, and year-end forms—so “payroll cost” usually isn’t a single number.

Who the worksheet helps

Use the estimator if you’re:

• Setting up payroll for the first time and want a realistic ballpark before you talk to providers
• Switching providers and want to compare quotes on the same checklist of features
• Fixing a payroll problem or confusion (for example, you were quoted a number but later found extra fees)

It’s also useful if you’re an owner who prefers plain language. Payroll pricing can be hard to compare because providers bundle services differently. This worksheet shows you what to look for so you don’t miss the “small print” parts.

Important: the worksheet is not a guarantee of your final cost. Confirm specifics with a qualified payroll provider and check current IRS/state rules and deadlines yourself.

What you’ll fill in (inputs the worksheet uses)

The worksheet is designed to collect only business-level details so you can estimate pricing. It typically uses information like:

1. Your business state (payroll rules and tax handling can vary)
2. How many people you pay (employees only, and whether it’s a small or growing team)
3. Your pay schedule (weekly, biweekly, semimonthly, or monthly)
4. Whether you need direct deposit for employees

Do not include sensitive employee information. The estimate is based on business setup and team size—not on personal identifiers.

To be clear, RunWise Pay does not ask for (and you should not provide) SSNs, EINs, bank account numbers, or employee Social Security numbers when sharing contact details. If a provider requests sensitive data, confirm that it’s handled securely and only after you choose to move forward.

How the worksheet estimates cost (what pricing usually includes)

Most payroll service pricing follows a pattern like this: a base monthly fee (for the core payroll service) plus a per-employee fee (for running payroll for each person).

Depending on the provider and your needs, additional costs may apply for things like:

• Extra processing or special pay situations
• Paying new hires and changes efficiently
• Support level (for example, help with setup, corrections, or ongoing questions)
• Year-end W-2 and 1099 handling

Typical cost ranges can look roughly like a base fee of about $30–$80 per month plus something like $4–$12 per employee per month, with variations based on pay frequency and what’s included. These are general ranges, not quotes. Your final number may be higher or lower.

Before you compare providers, confirm what the base fee includes and what triggers extra charges. Ask for the full pricing breakdown in writing.

How to use your results to compare quotes fairly

After you complete the worksheet, you’ll have a target range and a list of questions to ask. Use it to compare like-for-like.

1. Ask each provider to quote using the same assumptions from your worksheet (same state, pay frequency, team size)
2. Request a line-item breakdown: base fee, per-employee fee, and any setup or add-on charges
3. Confirm what’s included for payroll runs (calculations), tax filing, and direct deposit
4. Confirm year-end support for W-2 and 1099 forms (and what is and isn’t included)

Be alert for payroll red flags. Examples include vague pricing, hidden fees, no clear statement about support, unclear tax-filing responsibility, or pressure to sign quickly. If something matters to you, verify it in writing.

Then, if you want additional provider options, you can use RunWise Pay’s free matching service at Get matched. Share your business intent and basics—state, team size, and preferred language—and we’ll help you connect with providers that can serve you.

Next steps

Here’s a simple way to proceed:

1. Download the PDF estimator (generated separately) and fill out the worksheet sections for your business.
2. Use the worksheet to create a fair “comparison checklist” for quotes.
3. If you’d like provider help, start with Get matched and compare offers on the same terms.
4. Before you decide, review the pricing and included services carefully and confirm details in writing.

If you’re still learning the basics, explore our Guides for plain-language explanations of payroll terms and common setup steps.

Remember: rules, taxes, and deadlines vary by state and can change. Use this resource to estimate and ask better questions, not to replace professional guidance.