QuickBooks Workforce (formerly QuickBooks Payroll) excels in performance, but costs can add up. OnPay keeps it simple and affordable yet compromises on power.
QuickBooks is a household name, and payroll software competitor OnPay is a worthy, albeit less well-known, alternative.
QuickBooks Workforce is a more comprehensive small business payroll option, with add-on options like benefits and time-tracking to support core HR processes. It also links well with other Intuit titles, like TurboTax. But it can feel complex and challenging to master.
Meanwhile, OnPay is a simple yet effective payroll platform, though it has fewer third-party integrations and lacks the strategic human resources and payroll features for long-term growth.
Need help knowing what to look for in your payroll software? Read How to Choose Payroll Software.
| Starting price (monthly) | |||
| Benefits management | |||
| Full-service tax filing | |||
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| U.S. states included | |||
QuickBooks is the pricier of the two competitors, and it has three payroll plans:
For a custom quote, much larger organizations can also look into QuickBooks Enterprise 24.0 for an all-in-one solution that includes payroll, accounting, inventory management, reporting and other management tools.
On the other hand, OnPay boasts only a single, all-inclusive subscription at $40 plus $6 per person monthly. This sum includes unlimited payroll runs, multi-state tax support and filings and basic HR tools.
OnPay does not include any native time-tracking tools. But that doesn’t mean QuickBooks Workforce wins by default.
Rather, QuickBooks stands out for its particularly robust time tracking and scheduling features. For starters, you can conveniently enter time by client or project and automatically add those entries to invoices.
Even better is its seamless integration with QuickBooks Time (sold separately). Nearly every bell and whistle imaginable is included, like geofencing, live updates from teammates and rich analytics. Employees can also clock in and out using their smartphones.
However, most of these tools are premium add-ons, so take that into account if you have a tight budget.
OnPay excels in benefits administration. It offers health and dental benefits in all 50 states and connects with major providers like Humana, Cigna and Blue Cross Blue Shield. It also provides pay-as-you-go workers’ compensation insurance plans, 401(k) savings plans and commuter benefits.
And if you’re already situated with benefits, don’t worry. OnPay can administer existing plans through your current broker of record.
QuickBooks Workforce also handles benefits with more than 200 carriers through Allstate Health Solutions. But unless you already have Allstate Health Solutions brokering your healthcare plan, it could be a larger process when you switch over.
OnPay offers features to support specialized industries, such as farming and the nonprofit sector. In particular, OnPay handles special tax breaks and forms well. For example, it auto-populates IRS Form 943, which covers levies for farm hands, for you. Meanwhile, tipped workers and their unique labor protections are natively supported. And 1099s for contractors are also included.
While QuickBooks Workforce also handles unique industry needs, it doesn’t always have the easiest or cheapest solutions. For example, nonprofits will need to purchase additional services to cover their unique needs, while OnPay will handle the same items for free.
QuickBooks Workforce’s integration capabilities extend significantly beyond the immediate Intuit ecosystem. It boasts over 750 third-party connections to titles like PayPal, Xero and Shopify.
This large number of connections can help streamline payroll. For example, if you pay contractors commissions based on e-commerce sales, Shopify can pass that data automatically. Similarly, PayPal payments to workers can easily sync with your payroll expense reports.
In contrast, OnPay only integrates with eight third-party platforms. Most of these integrations are with time-tracking and accounting software since OnPay does not support these functions natively. As a result, QuickBooks Workforce is the better pick if you want to extend the functionality of your payroll platform and prevent data silos.
OnPay offers a simple point-and-click layout that makes navigation a breeze. Users can easily dish out paychecks without complicated menus or dense text. This intuitive design helps reduce the learning curve for new users, making it easier for small-business owners and their staff to get up and running quickly.
OnPay also delivers a comprehensive onboarding process and robust support options. New users receive white-glove setup assistance and account migration services at no additional cost. Plus, payroll experts are available via phone or email eleven hours a day, Monday through Friday.
While QuickBooks Workforce’s interface is relatively straightforward, don’t completely rule it out if this is a top priority for you.
Our evaluation is based on a comprehensive analysis of both platforms’ customer feedback, user-friendliness, functionality and knowledge bases. We considered factors such as pricing, features, user experience, customer support and integrations.
Ian is a content writer for TechnologyAdvice.
