Payroll services send a quote when a business is choosing a provider, switching from another one, or adding services such as multi-state payroll or HR support. Clients usually compare the per-run and per-employee prices, what filings are included, and whether there are hidden fees for year-end forms or off-cycle runs.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Price depends on headcount and how often payroll runs. State the assumptions so you can reprice if they change.
List whether Form 941, state withholding, state unemployment, local taxes, W-2s, and 1099s are covered, and which are extra.
Multi-state payroll adds registration, filing, and compliance work that single-state quotes do not include.
Specify whether you enter year-to-date data, import from the old provider, and how many prior quarters you will reconcile.
Off-cycle runs, terminations, garnishments, agency notices, and corrections should have listed rates so clients are not surprised later.
State when hours and changes must be submitted before each run. Late data is a common cause of errors and rush fees.
Clients want to know the minimum commitment and when your fees can increase.
| Service | Priced | Typical range |
|---|---|---|
| Payroll processing base fee (weekly, biweekly, or semi-monthly run) | per pay run | $25-75 |
| Per-employee processing fee | per employee per run | $4-12 |
| Flat monthly payroll package (up to 10 employees, biweekly) | per month | $200-500 |
| New client setup and employee data entry | flat fee | $150-500 |
| Quarterly payroll tax filing (Form 941 and state returns) | per quarter | $75-200 |
| Year-end W-2 and 1099-NEC preparation and filing | per form | $10-30 |
| Off-cycle or manual check run | per run | $25-75 |
| Payroll cleanup, correction, or consulting | per hour | $65-150 |
Typical US ranges. Rates vary by region, experience, and job size.
Owners think in monthly cost. Show the per-run and per-employee math, then give the expected monthly total, noting the employee count it assumes.
Onboarding takes real time, especially when moving mid-year with year-to-date balances. A separate setup fee covers that work and keeps your recurring rate competitive.
Tiers such as 1-5, 6-15, and 16-30 employees are simple to explain and give you a natural point to adjust fees as the client grows.
If you use payroll software, decide whether its cost is built into your rate or passed through. Either way, tell the client in the quote so the total is not a surprise.
30 days is typical. Quotes depend on headcount and the client's start date, so a limited validity period lets you update pricing if the scope or your costs change.
Flat monthly fees suit clients with steady headcount and a predictable pay schedule. Per-run pricing is better when pay frequency varies or when you are unsure about volume. Many firms offer both and let the client choose.
Ask for headcount, pay frequency, and states at minimum. If they cannot provide it, give a price range and state that the final quote depends on those details.
Yes, but only after seeing the records. Quote the review first, then a separate estimate for corrections. Prior-period problems often turn out larger than they first appear.
Use the Payroll Service invoice template to bill the client, or convert this estimate once it's approved.
Payroll Service invoice template