Onpay

What is onpay

Onpay is a cloud-based payroll and HR platform designed for small and mid-sized businesses and accounting firms. The platform combines core payroll processing (regular payroll runs, off-cycle checks, and garnishment handling) with automated tax filing and reporting. It centralizes employee records, pay rates, and benefits so payroll administrators can run accurate payroll without manual tax calculations.

Onpay is positioned as a single-vendor payroll solution that covers federal, state, and local tax calculations and remittances. It stores employee tax forms (W-4, I-9) and provides standard payroll reports (quarterly/annual filings, wage summaries, and tax liability reports) to support compliance and record-keeping.

The product also includes basic HR and benefits management features—such as employee onboarding tools, PTO tracking, and integration with benefits carriers—so smaller employers can manage payroll and HR from the same interface. Accountants and bookkeepers can use Onpay to run payroll for multiple clients and connect payroll data to accounting systems.

Onpay features

Onpay's feature set centers on reliable payroll execution and compliance. Key modules include automated payroll runs, federal and state tax filing and payment, employee self-service, payroll reporting, and direct deposit. The platform supports multiple pay schedules, contractor payments, and off-cycle checks.

Additional HR-focused features include new-hire onboarding workflows, document storage for tax forms and HR files, PTO and time-off tracking, customizable accrual policies, and workflows for hiring and termination. Onpay also provides basic benefits administration capabilities such as integration with health insurance carriers and options to manage retirement plan deductions.

Onpay includes account and client management tools targeted at accounting firms and payroll bureaus: multi-client dashboards, user permissions, client-specific settings, and consolidated billing. Reporting and export functions make it possible to generate journal entries and push payroll data into major accounting packages.

Security and compliance features are standard: encrypted data storage, role-based access controls, and audit logs for payroll changes. Onpay maintains updates for changing payroll tax rules and publishes resources to help employers stay compliant with federal and state payroll requirements.

What does onpay do?

Onpay automates the end-to-end payroll process: collect employee hours and pay rates, calculate gross and net pay, withhold taxes and deductions, file payroll tax returns, and remit tax payments to the appropriate agencies. It reduces manual tax calculation errors by handling withholding rules, tax deposits, and filing deadlines.

The platform centralizes employee records and tax documentation so HR-related tasks—onboarding, PTO tracking, tax form collection—can be completed in the same system used to run payroll. Employees can access pay stubs and W-2s through a self-service portal, reducing administrative overhead for payroll administrators.

For accountants and small payroll bureaus, Onpay offers multi-client management and reports that simplify running payroll for multiple employers. Data export features let teams push payroll journal entries into accounting systems to keep ledgers up to date.

Onpay pricing

Onpay offers these pricing plans:

• Payroll: $40/month base fee plus $6/month per employee (billed monthly) — includes unlimited payroll runs and automated tax filings
• Payroll + HR: $40/month base fee plus $6/month per employee (billed monthly) — includes payroll features plus onboarding, PTO tracking, and basic benefits administration
• Enterprise: Custom pricing — advanced features, dedicated onboarding, and higher-touch support for large or multi-state organizations

Onpay often presents the base monthly rate and per-employee charge as the standard public pricing structure. For customers who prefer annual billing or have complex needs (multi-state payroll, PEO-style services, or tight integrations), the company provides custom quotes through sales. Check Onpay's current pricing tiers (https://onpay.com/pricing) for the latest rates and enterprise options.

How much is onpay per month

Onpay starts at $40/month base + $6/month per employee for the standard payroll offering when billed on a monthly cycle. That price covers unlimited payroll runs, electronic tax filing and payment processing, direct deposit, and access to employee self-service. Additional fees can apply for third-party integrations, custom reporting, or for services that require manual intervention from Onpay support.

Larger customers or firms that need consolidated billing and advanced onboarding may receive a negotiated monthly rate under an Enterprise agreement. If you have seasonal staff or fluctuating headcount, the per-employee fee scales up and down with your active payroll roster.

How much is onpay per year

Onpay costs $480/year base + $72/year per employee based on the standard monthly prices converted to annual amounts ($40/month × 12 months, $6/month per employee × 12 months). Annual billing may be available under custom agreements or for bundled service deals negotiated through sales.

Some buyers secure discounts or consolidated pricing through accountant partner programs or multi-client arrangements. For precise annual billing options and any available discounts, consult Onpay's published rates and partner pages at Onpay's current pricing tiers (https://onpay.com/pricing).

How much is onpay in general

Onpay pricing ranges from $40/month base + $6/month per employee to custom enterprise pricing depending on feature needs and scale. The baseline covers most small business payroll needs, while larger employers and multi-state payroll customers typically move to tailored plans that include additional services and support.

Actual monthly or annual spend depends on employee count, number of pay runs, attachments such as benefits administration, and whether you use integrations or third-party services. Budgeting for Onpay should factor in per-employee fees, optional add-ons, and any professional services for setup or migration.

What is onpay used for

Onpay is used primarily for running payroll and maintaining payroll compliance. Employers use it to calculate wages, withhold taxes, remit payments to tax authorities, and produce required filings and year-end tax forms. It is suitable for small-business owners who want to eliminate manual payroll calculations and reduce tax filing risk.

HR teams use Onpay for employee onboarding, storing tax documents, tracking paid time off, and managing basic benefits deductions. The shared record model helps HR and payroll stay synchronized, which reduces duplicate data entry and lowers the chance of errors when employees change pay status or deductions.

Accounting teams and bookkeepers use Onpay to generate payroll journal entries and export them to accounting systems to keep financial ledgers aligned. The platform’s client management capabilities make it practical for accountants processing payroll for multiple clients with separate company settings and reporting needs.

Pros and cons of onpay

Pros:

• Strong payroll and compliance automation that reduces manual tax work and missed filings. Many small businesses benefit from automated federal and state tax handling and built-in tax payment remittance.
• Predictable pricing model (base fee + per-employee charge) that scales with headcount and makes cost planning straightforward. The pricing model is transparent and simple to calculate for budgeting.
• Integrated HR features—onboarding, PTO, and document storage—allow employers to keep essential HR workflows close to payroll, reducing context switching and duplicated data entry.

Cons:

• The pricing model can become costly for businesses with very large employee counts compared to volume‑discounted enterprise payroll providers. Large employers may need to negotiate enterprise terms or evaluate provider comparisons for cost-efficiency.
• For organizations that need advanced HRIS capabilities (extensive performance management, recruitment ATS, or complex benefits administration), Onpay’s HR features are basic and may require supplemental tools.
• Companies that require deep custom integrations or specialized reports may need professional services or use middleware to bridge gaps with niche accounting systems.

Onpay free trial

Onpay commonly offers a free demo and limited trial options to prospective customers so they can validate payroll workflows before committing. The demo typically covers payroll setup, a walkthrough of employee onboarding, sample payroll runs, and an overview of tax filing behavior. This helps buyer teams evaluate the user interface and administrative tasks in a controlled environment.

Trial or demo availability can vary by region and market: some prospective customers receive a guided, personalized demo with an Onpay specialist, while others can sign up for a time-limited trial instance to test payroll functions with sample data. To confirm the current free trial and demo offerings, visit Onpay's payroll demo and signup information at Onpay's current pricing tiers (https://onpay.com/pricing).

During a trial or demo, test scenarios that match your payroll complexity—multi-state employees, contractor payments, and a mix of salary/hourly staff—to ensure tax filing and deduction behavior meets your expectations.

Is onpay free

No, Onpay is not free. Onpay charges a base monthly fee plus a per-employee monthly fee for its core payroll service. While there is no permanent free tier, Onpay provides demos and trial experiences so teams can evaluate the software before purchasing.

If you are evaluating payroll solutions and need a no-cost option, consider whether short-term trial access or low-cost basic services from alternative providers suit your immediate needs while you run a more thorough comparison.

Onpay API

Onpay provides developer-oriented integration options to connect payroll data with accounting systems, HRIS tools, and internal reporting platforms. Typical API capabilities include endpoints for creating and updating employee records, submitting and previewing payroll runs, retrieving payroll reports and tax filings, and exporting journal entries.

The API is commonly used to automate workflows such as syncing employee and contractor records from an HRIS, pushing approved time data into payroll runs, and extracting payroll transaction data for bespoke reporting. Many customers implement webhooks or scheduled pulls to keep external systems synchronized with payroll events.

For documentation, authentication patterns (API keys or OAuth), rate limits, and example requests, consult the Onpay developer resources and API documentation at Onpay API documentation (https://onpay.com/developer). If you plan to build a production integration, validate whether endpoints support multi-company contexts, sandbox testing, and secure authentication flows.

10 Onpay alternatives

• Gusto — Full-service payroll and benefits platform aimed at small businesses, with HR tools and health benefits marketplace.
• ADP — Large payroll provider with scalable solutions for small to enterprise customers, extensive compliance and benefits support.
• Paychex — Payroll and HR services with a broad product suite tailored to mid-sized companies and large employers.
• QuickBooks Payroll — Payroll integrated with QuickBooks accounting software, suited for customers who already use QuickBooks for bookkeeping.
• Rippling — Modern HR and IT platform that combines payroll with device and app management for unified workforce operations.
• Square Payroll — Simpler payroll product often chosen by hourly businesses and retail operators already using Square POS.
• Patriot Software — Affordable payroll service with core payroll features and optional accounting integrations.
• SurePayroll — Online payroll service with a focus on simplicity and independent contractors.
• Paylocity — Mid-market payroll and HR platform with advanced reporting and employee engagement features.
• TriNet — PEO-style service that provides payroll as part of a broader HR outsourcing package.

Paid alternatives to Onpay

• Gusto — Offers tiered payroll and HR pricing with additional benefits sourcing and onboarding features; strong appeal for startups and small businesses that need benefits coordination.
• ADP — Enterprise-grade payroll services with deep compliance support and global payroll capabilities; well-suited for multi-state or large employers.
• Paychex — Broad HR suite with payroll, benefits administration, and risk management; scalable from small businesses to enterprises.
• QuickBooks Payroll — Ideal if you want tight integration between payroll and accounting in QuickBooks Online for automated journal entries and reconciliations.
• Rippling — Combines payroll, HRIS, and IT management; good for companies that want a single platform for HR and employee device/app provisioning.
• Square Payroll — Affordable, easy-to-use payroll for hourly staff and businesses already in the Square ecosystem.
• Paylocity — Comprehensive mid-market solution with advanced reporting and employee engagement tools.

Open source alternatives to Onpay

• ERPNext — Open source ERP with an included payroll module; supports salary structures, contributions, and payroll reports but requires self-hosting or a managed service.
• Odoo — Open source ERP with payroll and HR modules; flexible and modular but typically requires configuration and possible localization for tax rules.
• OrangeHRM — Open source HR platform with extensions for payroll and time tracking; suitable for organizations that prefer to self-host and customize workflows.

Frequently asked questions about Onpay

What is Onpay used for?

Onpay is used for payroll processing and payroll tax compliance. Employers use it to calculate wages, withhold taxes, remit payments, and file payroll tax returns. It is also used for basic HR tasks such as onboarding, PTO tracking, and storing employee documents.

Does Onpay integrate with QuickBooks Online?

Yes, Onpay integrates with QuickBooks Online. The integration allows payroll journal entries and payroll expense data to be exported to QuickBooks to streamline bookkeeping and reconcile payroll with company financials.

How much does Onpay cost per employee?

Onpay charges a per-employee fee of $6/month in addition to the base monthly fee. The combined cost is the base monthly fee plus the per-employee charge, and total monthly spend scales directly with headcount.

Can Onpay handle multi-state payroll?

Yes, Onpay supports multi-state payroll. It calculates state withholding, files state tax returns where required, and can manage employees who work in different states; additional setup or validation may be necessary for complex multi-state taxation situations.

Does Onpay file payroll taxes automatically?

Yes, Onpay files and pays payroll taxes automatically for most supported jurisdictions. The platform submits federal and state tax filings and remits payroll tax payments on behalf of the employer, reducing manual compliance work.

Is Onpay suitable for accountants managing multiple clients?

Yes, Onpay includes multi-client and accountant-focused features. Accountants and payroll bureaus can manage multiple employer accounts, configure client-specific settings, and access consolidated reporting and billing tools.

Can Onpay run contractor payments and 1099s?

Yes, Onpay supports contractor payments and year-end 1099 reporting. You can pay independent contractors and generate 1099-MISC/1099-NEC forms for tax filing and distribution.

What payroll reports does Onpay provide?

Onpay provides standard payroll reports such as payroll summaries, tax liability reports, and employee earnings reports. Reports can be exported for accounting, auditing, and year-end reconciliation purposes.

Does Onpay offer direct deposit?

Yes, Onpay offers direct deposit for employees. Direct deposit is included in standard payroll processing and supports multiple bank accounts and deposit scheduling as needed.

What support does Onpay provide for new customers?

Onpay provides onboarding assistance, help center documentation, and customer support for setup and ongoing payroll operations. Enterprise customers can receive more hands-on onboarding and account management resources depending on their agreement.

onpay careers

Onpay hires across product, engineering, customer success, sales, and payroll support roles. Career openings typically emphasize payroll domain knowledge, cloud software experience, and customer-focused skills. The company lists opportunities and job descriptions on its careers page, which includes information about its hiring process and company culture.

If you’re interested in payroll technology, Onpay roles often require knowledge of payroll compliance, familiarity with accounting systems, and experience with SaaS delivery. For the most current openings, check Onpay’s careers information at Onpay's company careers (https://onpay.com/company/careers).

onpay affiliate

Onpay maintains partner and referral programs for accountants, bookkeepers, and affiliates who refer new customers. Affiliate or partner programs commonly include referral tracking, partner dashboards, and possible financial incentives for successful client conversions. Interested partners should review Onpay’s partner or accountant program pages to learn commission structures and onboarding steps.

For accountants and payroll firms, the partner program often provides access to multi-client tools, training resources, and co-marketing assets to help introduce Onpay to clients. Visit Onpay’s partner program details at Onpay partner program information (https://onpay.com/partners) to learn current terms and benefits.

Where to find onpay reviews

Independent reviews for Onpay appear on software review sites such as G2, Capterra, and TrustRadius where users comment on ease of use, pricing, and customer support. Customer testimonials and case studies are also available on Onpay’s website and partner pages.

When researching reviews, look for commentary on tax filing accuracy, customer service responsiveness, and integration behavior with your accounting stack. For up-to-date user feedback and ratings, consult Onpay’s user reviews on major review platforms and Onpay’s customer success stories at Onpay customer stories (https://onpay.com/customers).