Separate per-run charges, employee charges and additional services before comparing a payroll proposal.
Normalize the unit before comparing the price
A base charge per payroll run is not directly comparable with a monthly charge. A per-employee fee may be assessed per run, per month or under another arrangement. Start by copying the unit beside each quoted amount. Then identify the headcount basis: every active employee, only employees paid in that run or another definition in the proposal. Leave unclear items unresolved rather than selecting the interpretation that makes the quote cheapest.
This calculator accepts hypothetical inputs and performs a narrow annualization. It is not a Paper Trails quote and contains no provider fee presets. It cannot know what services your business needs, how a provider defines a billable employee or whether extra runs are included. Use it to expose differences in assumptions before asking for a written comparison.
A transparent example
Suppose an entirely fictional proposal charges $40 per run plus $5 for each of ten employees paid. At 26 runs, that model produces 26 × ($40 + $50), or $2,340 annually. At 52 runs with the same ten employees every time, it produces $4,680. These examples exclude all other fees and do not recommend changing an employee pay schedule.
The example explains why cadence belongs in the comparison. It does not show that a less frequent payroll is legally available or operationally appropriate. State rules, employment arrangements and the needs of workers matter. A provider may also price different frequencies differently. Replace the sample assumptions with the written terms of the actual proposal rather than treating the calculation as a market-price forecast.
List what the base model leaves out
Ask about implementation, conversion, year-end forms, additional jurisdictions, off-cycle payments, correction work and optional modules. Record whether each is included, separately charged or still unspecified. A service can be worth paying for without being part of the basic payroll price. The mistake is counting a feature as included because it appears somewhere on a provider website.
Compare service responsibilities as carefully as fees. Who collects missing information? Who responds to an employee issue? Who monitors filings and deposits? The IRS explains why employers should maintain oversight when outsourcing payroll responsibilities. An inexpensive quote that depends on more internal administrative work may not be the easier arrangement for a small team.
Make the decision traceable
Use a short decision sheet containing the proposal date, version, included scope, assumptions and remaining questions. Keep sensitive contractual or banking information outside this public calculator. It asks only for generic numbers and does not store or submit them. The browser result is a planning calculation, not a binding total or tax estimate.
When two proposals still differ, ask the providers to price the same clearly described scenario. Do not force a misleading comparison by dropping a service that only one proposal includes. The goal is a shared basis for a decision: what work is covered, which party does the rest and how the charges change when the workforce or payroll rhythm changes.
Hypothetical per-run cost model
This is arithmetic for a simplified quote structure, not Paper Trails pricing, a tax calculation or a recommendation about pay frequency. No actual quote or personal information is requested.
The model, with or without scripts
Runs per year × (base fee per run + billable employees per run × employee fee per run).
Fictional example: 26 × ($40 + 10 × $5) = $2,340 annually, or $195 monthly when divided by twelve. The monthly figure is an average, not a billing schedule.
Excluded: setup, year-end services, off-cycle runs, additional modules, taxes and any other charges. Actual employee counts and contractual fee units can vary. Confirm them before comparing proposals.
Inputs and results remain in memory only. This tool does not store, transmit or put them into the address. A browser may independently restore form state.
Continue with Integrations · First payroll · Payroll cycle.
https://mypappertalls.com/wp-content/uploads/payday-workshop/cost-map-8dbce96a17ac.png