OnPay: A Small Business’s Payment Partner

Summary of Company

OnPay is a cloud-based payroll service provider for small business owners looking for a full-service payroll processing system at affordable prices. They also offer HR features and a variety of extra benefits, such as health insurance, retirement, workers' compensation, and HR compliance.

They can easily migrate your existing payroll data to their payroll system by only asking you to provide them with information about your company. In addition, OnPay doesn't charge any migration or implementation fees.

While OnPay has served clients for over 30 years, they have earned an F rating from the Better Business Bureau (BBB) and no accreditation.

OnPay Payroll Features

OnPay offers various payroll features. First, they automate your monthly pay runs as often as you like, and you can schedule multiple payrolls for different employees. Moreover, you can pay your employees however they prefer, through direct deposit, physical checks, or debit card payments.

OnPay will also handle all your tax filings and W-2 employees or 1099 contractors' payments at the end of the year. They don't charge extra fees for taking taxes for employees in more than one state. Additionally, you can access custom reports that are simple to design, filterable by employee type, location, or department, and all of which are viewable in real-time online, downloaded as a PDF or spreadsheet, or exported to your accounting software.

Furthermore, you can get all your finances in one place by syncing each pay run with the top accounting and time-tracking software. OnPay does not charge any integration fees for third-party services.

You can streamline your access to OnPay by using your Google, Intuit, or Xero accounts. You can also set six levels of permission that allow business owners to delegate responsibilities and choose who has visibility into payroll and HR.

Payroll software

OnPay's payroll software allows businesses to streamline payroll processes, automate tax forms, and seamlessly integrate with existing financial and time-tracking systems. Their software empowers you to handle payments and payroll taxes effortlessly.

Additional features and services

• Employee self-service: They offer self-onboarding for new employees, and they can set up their accounts quickly and have access to them, their pay stubs, payroll history, and personal tax documents at any time. Their employee portal will help them find any employee information or documents regarding their employment. They can also independently adjust their voluntary payroll deductions for employee 401(k) plans. Your employees can request leaves and vacations from PTO management, and you can send them in-app messages and have organization charts and employee rosters created automatically
• Integrations: OnPay seamlessly integrates with the top accounting and time-tracking applications, so your data is constantly synced and streamlined. Such applications include Quickbooks Online, Xero, When I Pay, Vestwell, and more
• OnPay employee benefits: You can build your health insurance plans with licensed insurance companies, as OnPay promises to be your broker at no additional cost. You can set up benefit plans for employee time off, PTO, and life, disability, and liability insurance. They also offer HSA, FSA, and commuter and retirement benefits
• Direct deposit: This feature allows electronic payments to move directly from the employer's bank account to the employee's account, making the payment process easier and more efficient. Employees can receive their paychecks directly in their bank accounts, which not only saves time but also eliminates the hassle of printing and distributing paper checks
• Custom reporting capabilities: OnPay offers customizable reporting features, allowing you to monitor key metrics relevant to your business
• Tax filing and payments: They automate all federal, state, and local payroll taxes, so you don't have to worry about the hassle of staying compliant. They state that if there is an issue with the Internal Revenue Services (IRS), they will talk with them on behalf of your company, which is not something all payroll providers will do

OnPay Plans & Prices

OnPay offers their first three months and the setup for free. Afterward, they charge a fixed base fee of $40 per month plus $6 per employee per month. It's stated that you get charged only for the employees you pay. The monthly fee includes a complete set of customizable HR software and tools without extra service fees. You can calculate your price using the drag-and-drop slider on their website. We recommend you contact OnPay's team to inform them about your business's size and needs to get your best price and package.

Advantages & Disadvantages

To provide a nuanced perspective, let's weigh the pros and cons of embracing this provider as your payroll service company.

Advantages

• User-friendly interface: OnPay's interface emerges as a highlight, celebrated for their simplicity and intuitiveness. Even novices in payroll management can navigate the system effortlessly, diminishing the learning curve for businesses transitioning to a new payroll solution
• Comprehensive services: OnPay transcends basic payroll processing, offering services covering tax filing, compliance management, and employee self-service tools. This holistic approach is a significant time saver for businesses seeking to streamline operations
• Transparent pricing: The simplicity of OnPay's pricing model is a breath of fresh air in an industry prone to hidden fees and convoluted structures. With OnPay, businesses can budget effectively, knowing what to expect without surprises
• Three-month free trial: This provider, like ADP, offers a three-month free trial for their members. This allows potential clients to test the technology and services
• Live chat: They offer live chat support so users can quickly get help and solve any problems or questions. This function makes the whole experience better for users and ensures that assistance is easy to find
• Unlimited payroll runs: They enable you to do as many payroll runs as you need, which is helpful for businesses with different pay dates and a lot of payroll to do. This function is especially helpful for companies that need to do more than one salary run in a month
• Mobile app: Employees can access their personal information and employee profiles from their mobile devices. The app is available for Androids and iPhones

Disadvantages

• Limited international support: OnPay's services may have limitations for businesses with a global footprint. While robust for U.S.-based operations, the lack of international support may deter enterprises with a broader geographical reach
• Lack of advanced reporting features: While OnPay proficiently covers the basics, businesses with complex reporting needs may find the platform lacking in advanced reporting features. This consideration is vital for enterprises requiring in-depth analytics and reporting capabilities
• Integration challenges: While integrating with various accounting and HR systems, OnPay may pose challenges for some users in setting up integrations. Businesses heavily reliant on specific software should be prepared to invest additional time and resources in ensuring seamless integration

User Experience

We explored customer reviews on platforms like Trustpilot and the BBB to gauge the state of things. On the BBB, they have a 1.57 out of 5 customer rating. However, on Trustpilot, they have a 4.3 out of 4 rating.

Resonating themes include ease of use, prompt customer support, and seamless automation of payroll processes. According to some reviewers, the dashboard is a canvas of clarity, the navigation is simple, and essential features are close at hand. Many customers have said that this design detail improved their experience.

However, over the past three years, there have been a total of 14 complaints, revealing a discernible pattern. Most of these complaints revolve around the provider's mishandling of IRS-related matters, particularly tax files like the W-2 and the 941x forms. Additionally, some users have noted that the main screen tends to appear cluttered, making scrolling less user-friendly due to excessive empty space. While many individuals have praised OnPay's customer service, there are instances where users have faced challenges, citing slow or unreliable responses. Notably, some questions, especially those concerning taxes, have gone unanswered, leaving certain users dissatisfied.

While there have been some complaints about OnPay on the BBB website, the company has a reputation for addressing most user concerns and resolving issues in a timely manner. 

Customer Service

You can reach OnPay's team by phone or email at (877) 328-6505 or [email protected], Monday through Friday, from 9 AM to 8 PM ET. A help center is also available to help you find answers to any inquiry or problem you may be facing. They also have a form you can fill out, and someone from their team will contact you.

Conclusion

OnPay is a great payroll service provider for small businesses, NGOs, accountants, etc. They offer a fixed payment plan for their software and don't charge any start-up or implementation fees, and you also get your first three months for free. You can also decide how to pay your workers: by pre-paid debit cards, paper checks, or direct deposit into their bank accounts. They do more than just handle paychecks. They provide several HR tools, including the ability to send offer letters and obtain electronic signatures without the need for other tools.

OnPay is a strong and dependable payment service for companies, mainly in the United States. Their clear price and growing ability make them a good choice for companies that want to make payroll easier.

Companies that engage in international business or require advanced reporting should carefully evaluate whether OnPay suits their needs. OnPay is also a good option for companies that rely on specific software to perform comprehensive connection testing. You can do further research by reading our payroll review, blog, and comparison pages.

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