Payroll • Small business & multi-state
Professional Payroll Services
Compare CPA-led payroll providers, outsourced payroll companies, and PEOs. Run accurate paychecks, file payroll taxes on time, and stay compliant across every state where you have employees.
Get help with QuickBooks, bookkeeping, payroll, tax planning, controller support, and CFO advisory from professionals who understand your business needs.
Overview
What a payroll provider actually does
A payroll provider calculates wages, withholds federal and state taxes, files quarterly returns (941, state UI, local), and issues year-end W-2s and 1099s. Full-service providers also handle direct deposit, garnishments, benefits deductions, and new-hire reporting.
- Run weekly, bi-weekly, semi-monthly, or monthly payroll
- Withhold and remit federal, state, and local payroll taxes
- File quarterly 941s and annual 940s
- Issue W-2s and 1099-NECs each January
- Handle garnishments and benefit deductions
- Register your business in new states as you hire
Typical pricing
What this service usually costs
Most small businesses pay $40–$200/month base plus $4–$15 per employee per pay run. PEOs charge a percentage of payroll (typically 2–12%) and bundle benefits + workers comp.
Estimate payroll taxesRight fit
Who should hire this professional
- Any business with W-2 employees
- S-corp owners taking reasonable compensation
- Companies hiring in multiple states
- Restaurants and hospitality businesses with tips
- Construction and trucking with prevailing wage or per diem
- Anyone who's missed a 941 deadline
Scope
Services included
Multi-state payroll
Register and file in every state where you have employees.
Payroll tax filing
941, 940, state UI, and local withholding filed on schedule.
Direct deposit
Same-day or next-day ACH to employee bank accounts.
Garnishments
Child support, IRS levies, and student loan deductions handled per court order.
Benefits integration
401(k), HSA, and health insurance deductions synced each pay run.
Year-end forms
W-2s and 1099-NECs prepared, distributed, and e-filed with the SSA/IRS.
Need help with bookkeeping, QuickBooks, tax, or CFO support?
Tell us what service you need and where your business is located.
Before you hire
Questions to ask any candidate
- 1Are tax filings included in the base price?
- 2How do you handle multi-state employees?
- 3What's the cutoff time for running payroll?
- 4Do you offer a tax penalty guarantee?
- 5How does your platform integrate with my bookkeeping software?
- 6What's the cost to add a new state?
Get ready
Documents to prepare
- Federal EIN and state tax ID numbers
- State unemployment account numbers
- Employee W-4s and I-9s
- Bank account for direct deposit funding
- Prior payroll register (if switching providers)
- Benefit plan deduction schedules
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Tell us what service you need and where your business is located.
FAQ
Common questions
How much do payroll services cost?
Most small businesses pay $40–$200/month base plus $4–$15 per employee per pay run. PEOs charge 2–12% of total payroll and bundle benefits.
What's a PEO and do I need one?
A Professional Employer Organization co-employs your staff and provides Fortune-500-grade benefits. Worth considering once you hit ~10 employees and want better health plans.
Can my CPA run payroll?
Yes — many CPA firms run payroll on platforms like Gusto, ADP, or QuickBooks Payroll and bundle it with bookkeeping and tax.
What happens if my provider misses a tax deadline?
Most national payroll providers offer a tax penalty guarantee — they cover any IRS or state penalty caused by their error. Ask for it in writing.
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Advisor-grade guides
Downloadable ebooks & templates
CPA-ready playbooks and templates you can use today — instant downloads, no signup required.
The Small Business Tax & Profit Playbook
A CPA-ready guide to deductions, quarterly taxes, S-Corp strategy, owner pay, cash flow, and year-round tax planning.
Business Tax Deduction Checklist
A CPA-curated checklist of 80+ business deductions most owners miss — organized by category so you can sweep it before filing.
The Definitive Bookkeeping Cleanup & Recovery Guide
The CPA's step-by-step playbook for diagnosing messy books, reconstructing missing history, and restoring a clean, audit-ready ledger.
The Freelancer Tax Guide
The practical tax playbook for freelancers, contractors, and solo creatives — deductions, quarterly estimates, and self-employment strategies.
The Year-End Tax Planning Guide
The CPA's December playbook — practical strategies to reduce your tax bill before the year closes.
The Premium Bookkeeping Template Pack
Automated dashboards, multi-account reconciliations, and CPA-ready reporting workbooks for serious owners and bookkeepers.
Tax & Bookkeeping Resource Library
Our complete advisor-grade collection — every premium asset an owner needs to run clean books, lower taxes, and recover messy ledgers, in one bundle.