Payroll and HR software types compared
Software types and pricing models side by side, so you can see which kind of payroll and HR set-up fits your business before you look at vendors.
This table compares types of payroll and HR set-up, not named vendors. Each row describes how that type usually works, how it is usually priced, who it tends to fit and what to watch. No row is ranked above another: the best fit depends on your headcount, provinces, pay complexity and who will run payroll.
Use it to build a shortlist, then price the shortlist with the monthly cost estimator and check it against the selection checklist.
Select a column header to sort.
| Software type | How it is usually priced | Often a good fit for | Watch out for |
|---|---|---|---|
| Spreadsheet plus the CRA Payroll Deductions Online Calculator (manual) | No subscription; cost is your time, bank transfer fees and any accountant help at year-end | Very small employers with one to three salaried staff and simple pay | Hand-entered remittances, T4s and ROEs; easy to miss a due date or a mid-year formula change |
| Payroll module inside accounting software | Monthly add-on to the accounting plan, often per employee | Small employers who already keep their books in that package | Thin HR features; check ROE submission, multi-province vacation pay and Quebec support |
| Standalone payroll SaaS (self-serve) | Base fee plus a per-employee monthly price, sometimes per pay run; year-end slips may be extra | Employers with 5–100 staff who want payroll done correctly without a full HR suite | Per-run and year-end fees, renewal increases, export of history if you leave |
| Payroll plus HR suite (HRIS) | Per employee per month by tier; time, scheduling, onboarding or performance often sold as modules | Growing employers who need HR records, self-service, time off and scheduling in one place | Paying for modules nobody uses; minimum employee counts; implementation fees |
| Full-service or assisted payroll provider | Per employee or per run with a base fee; extra for set-up, off-cycle runs and amendments | Employers who want the provider to run payroll, remit and file, with support by phone | What 'full service' covers in writing; who carries the cost of an error; change fees |
| Accountant- or bookkeeper-run payroll | Per run or monthly retainer, plus year-end slips | Small employers who already rely on an accounting firm | Turnaround times, who owns the data, and dependence on one person |
| Enterprise human capital management (HCM) | Per employee per month on multi-year contracts, plus significant implementation | Larger or unionised employers with complex rules across provinces | Long implementations, multi-year commitments and change-request costs |
| US-based or global payroll / employer of record for Canadian staff | Often priced in USD per employee per month; EOR fees are typically much higher than payroll alone | Foreign companies hiring a few people in Canada without a Canadian entity | Canadian compliance depth, provincial rules, FX costs and who is the legal employer |
Prices are not shown because they change often and vary by headcount, term and negotiation; any figure on this site is illustrative. Before you rely on a provider for compliance, check the Canadian rules yourself on the Canada Revenue Agency payroll pages, Service Canada's Record of Employment information, Revenu Québec for Quebec employees and your provincial employment standards office. For Quebec employees, also check French-language requirements for work tools.