All-In-One Payroll Without the Hidden Fees

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OnPay: Streamlined Payroll and HR for Growing SMBs Ready to Ditch Complexity

The Challenge

Running payroll for a growing company shouldn't require a finance degree or a dedicated administrator. Yet for many businesses in the 20-to-200-employee range, that's exactly what it feels like. Between tax filings across multiple states, benefits deductions that need to sync correctly, and the compliance paperwork that multiplies with each new hire, payroll becomes a time sink that pulls focus from actual business growth.

The problem intensifies at a specific inflection point. Companies that started with a basic solution or outsourced to an accountant often find themselves stuck between tools that are too simple and enterprise platforms that are overkill. They need full-service payroll with multi-state support, but they don't need a six-month implementation or a dedicated HRIS team to manage it. This middle ground is where many businesses struggle to find software that actually fits.

How OnPay Approaches It

OnPay takes a notably different stance than many payroll providers by bundling everything into a single subscription. The platform combines full-service payroll processing, HR tools, and benefits administration without charging extra for features that competitors often gate behind premium tiers. Unlimited pay runs, W-2 and 1099 filings, multi-state tax handling, and new-hire reporting all come standard. For companies tired of discovering hidden fees after signing up, this transparency is the core appeal.

The payroll engine itself handles the mechanics that typically create headaches. Employers can pay staff via direct deposit, check, or debit card without additional charges. Tax calculations and filings happen automatically, including quarterly 941s and annual forms. When employees work across state lines or the company expands into new markets, OnPay manages the multi-state complexity rather than requiring manual intervention for each jurisdiction.

Beyond payroll, the platform includes HR functionality that many growing companies piece together from separate tools. Employee self-service portals let new hires complete their own onboarding paperwork, including I-9s, W-4s, and offer letter e-signatures. Managers can build custom onboarding checklists, track PTO with flexible accrual policies, and store documents like handbooks in a central library. These aren't afterthought features bolted onto a payroll system—they're integrated enough to actually reduce the spreadsheet proliferation that plagues growing teams.

The benefits administration piece connects payroll to health insurance, 401(k) plans through Vestwell, HSAs, FSAs, and workers' comp. Deductions sync automatically with each pay run, which eliminates the manual reconciliation that otherwise eats up hours each month. OnPay partners with benefits providers rather than acting as a broker, giving companies options across price points without forcing them onto a single carrier.

Who It's Built For

OnPay makes the most sense for U.S.-based small and mid-sized businesses that have outgrown basic payroll tools but don't need the enterprise complexity of platforms designed for thousands of employees. The sweet spot appears to be companies with roughly 20 to 500 employees, particularly those that value having one system handle payroll, HR basics, and benefits rather than managing integrations between multiple vendors.

Companies often switch to OnPay when they hit specific pain points: expanding into additional states, adding their first employee benefits package, or simply running out of patience with a provider that nickel-and-dimes them for every feature. The platform also sees traction among accounting firms and payroll providers who manage multiple client accounts and need a system their clients can actually use without constant hand-holding. If your current setup requires you to export data to spreadsheets for basic analysis or pay extra every time you run an off-cycle payroll, those are signs you might be ready for something more comprehensive.

What Customers Are Saying

Customer reviews on G2 and Capterra consistently hover around 4.8 out of 5 stars, with users pointing to specific operational improvements rather than vague satisfaction. One small business reviewer noted the practical transparency: "Once I got the system set up, I have appreciated how simple the payroll process is from start to finish. I like how it shows the total cost to my company." Another emphasized the value proposition directly: "OnPay's prices are low and fair in comparison to other payroll services."

The support experience comes up frequently in reviews, with users mentioning dedicated account managers and responsive help. As one customer described their onboarding: "I was assigned an account manager who walked me through the setup process." Case studies on OnPay's site echo these themes—NickiFit, a 12-employee fitness studio, reported cutting annual payroll costs by hundreds of dollars while gaining the flexibility to pay both W-2 employees and 1099 contractors without extra fees. The Pilates Center of the North Shore, a smaller operation, summarized the appeal simply: "OnPay saves me time. It's easy, and customer support is helpful. I don't have to do much."

Getting Started

OnPay's pricing structure is straightforward: a $49 base fee per month plus $6 per employee. A 10-person company pays $109 monthly; a 50-person company pays $349. That single price includes all features, unlimited pay runs, tax filings, and support via phone, chat, or email. There are no setup fees, no charges for onboarding assistance, and no contracts locking you in for multiple years. The first month is free, which gives companies time to migrate data and test the system before committing.

Implementation is designed to be measured in days rather than months. OnPay's team handles data migration from previous payroll providers and configures the account based on company requirements. Customers report being assigned dedicated support contacts during setup, which helps avoid the frustration of explaining context to different representatives on each call. For companies with existing accounting software, native integrations with QuickBooks Online and Xero allow payroll data to flow into bookkeeping without manual exports.

Key Takeaway

OnPay stands out for companies that want comprehensive payroll and HR functionality without the pricing complexity or implementation overhead that often comes with it. The platform won't replace a full HRIS for companies with sophisticated performance management or recruiting needs, but for growing businesses that need reliable payroll, compliant tax handling, and integrated benefits administration in one place, it delivers those essentials without unnecessary friction.

Learn more at onpay.com