PayrollPro HR runs the payroll, prepares and files the federal and state payroll tax returns tied to your accounts, and gets the new-hire paperwork signed — for the six-person sandwich shop in Boise and the software team scattered across eleven states alike.
4.8/5 from 3,400+ U.S. employers — illustrative figures for this demo listing
Twenty-two pages written for the person who ended up owning payroll by accident: the owner, the office manager, the operations lead who inherited it when the last one left. Everything in it is free to do yourself, and none of it requires buying anything from us.
W-4, I-9, state withholding certificates, direct deposit authorizations and the state new-hire report — what each one is for, who signs it, and where it goes afterward.
From signed offer letter to first direct deposit, in the order that keeps a first paycheck from slipping a cycle. Print it and tape it inside the folder.
The quarterly and annual returns most employers see, with the general cadence for each. Your own dates depend on your deposit schedule and your states.
Every figure above is an illustrative example written for this demo listing — not a measured result, a service level, or a guarantee of any outcome.
Payroll is rarely one job. It is the run, the filings, the paperwork for the person starting Monday, the deduction that has to match the carrier file, and the timesheet somebody swears they submitted. Here is what PayrollPro HR takes on.
Hourly, salaried, contractor, commission and bonus runs, plus off-cycle checks for the termination you did not plan for. Approve from a phone in the truck between jobs in Fort Worth. Direct deposits move on a standard two-day ACH schedule, with next-day available on eligible plans.
We calculate withholding, prepare Form 941 each quarter and Form 940 each year, and handle the state withholding and unemployment returns tied to your accounts — filed and remitted on the schedule each agency assigns you. Filings are prepared from the information you provide.
Send the offer, collect a signed W-4, an I-9 and the state withholding certificate through an e-signature packet, file the state new-hire report, and hand the employee a portal login — all before their first Monday.
Medical, dental and vision deductions, 401(k) deferrals and HSA contributions sync to every pay run, and the contribution files go out to your carriers and recordkeeper. Plans themselves are placed through licensed third-party brokers and carriers — never by us.
Clock-in from a phone or a shared tablet at the front counter, geofenced job sites for crews, PTO accrual rules that match your handbook, and approved overtime hours flowing straight into the run — no spreadsheet rekeying on a Sunday night.
Included features, pay frequencies, state coverage, next-day funding eligibility and support hours vary by plan, by state and by your account history, and are set by your service agreement rather than by this page. PayrollPro HR is a software and filing service — it is not a CPA firm, a law firm, a PEO or a licensed financial advisor, and it does not provide tax, legal or accounting advice.
Four stages, no missed paycheck as the goal. Scroll — the case walks the file down the line.
Your prior provider's reports, your EIN, your state withholding and unemployment account numbers, and your employee list. Most teams gather it in one sitting — a specialist tells you exactly which files to pull and which you can skip.
Employees, pay rates, deductions, PTO balances and year-to-date wages are loaded and reconciled against your last filed return. You review every line on screen before a single dollar moves.
The first cycle runs alongside your old system and the two are compared line by line, so a discrepancy shows up in a review screen instead of in somebody's bank account on a Friday.
You approve the first live run, we pick up the filings from that quarter forward, and the same support rep stays on your account. Timing depends on your quarter, your pay frequency and your state registrations.
Switch timelines are examples, not commitments. How long a move takes depends on your quarter, your pay frequency, how quickly your prior provider releases reports, and how long each state takes to process registrations.
PayrollPro keeps a running calendar of the returns tied to your accounts and nudges you before each one, so a quarterly form is a five-minute review on a Tuesday instead of a scramble at 4:40 on a Friday.
The federal employer's quarterly return covering wages paid, federal income tax withheld and Social Security and Medicare amounts. Typically due the last day of the month after each quarter closes.
The federal unemployment return, filed once a year, with deposits owed during the year if your accumulated liability crosses the deposit threshold.
Wage reports and contributions for every state where you have employees. Your rate is assigned to your business by the state and is re-set year to year — Michigan and Nevada will not look the same.
Most states require a new employee to be reported to a state directory within a short window of their start date. We file it as part of the onboarding packet so it does not get lost in a folder.
Employee W-2s and contractor 1099-NECs prepared, posted to the self-service portal, mailed on request, and filed with the agencies on the schedule they set.
Forms, due dates, thresholds and deposit schedules vary by agency, by state and by your own filing history — and they change. PayrollPro HR is not a CPA firm, a law firm, a PEO or a licensed financial advisor, and nothing here is tax, legal or accounting advice. Confirm your obligations with your own accountant.
Plenty of payroll companies will tell you they keep you compliant. Nobody can promise that. What a provider can do is file on time from accurate inputs, cover the states you actually hire in, and pick up the phone when a notice shows up.
Calculations, deposits and returns handled on your assigned schedule, with a copy of every filed form kept in your account. We file from the information you give us — we cannot promise how an agency will treat a return.
Multi-state withholding, reciprocity between neighboring states, and the local taxes that make Ohio and Pennsylvania their own adventure. When you hire in a new state, we tell you which registrations you need and where they live.
Pay stubs, W-2s, address changes, direct deposit updates and PTO requests handled by the employee in a portal — instead of by text message to whoever owns payroll this month.
One named, U.S.-based person who has seen your account before and knows you pay biweekly with a Tuesday cutoff. Not a queue, not a new agent per ticket. Availability follows your plan agreement.
We moved sixteen people off a shoebox of spreadsheets in the middle of Q3. The parallel run caught two employees whose year-to-date wages were off by a few hundred dollars, and we corrected it before it ever reached a filing. Nobody's paycheck was late.
We have HVAC technicians in four states and the withholding rules genuinely scared me. My rep walked me through registering in Tennessee before we hired there, and now the quarterly returns just show up on my calendar with a reminder attached.
Onboarding used to be me chasing a W-4 through three text messages and a lost envelope. Now the packet goes out with the offer letter and the new hire has a portal login before their first Monday in Sacramento.
Testimonials on this page were composed as illustrative examples for a fictional demo brand. They are not statements from real customers and do not describe results you should expect.
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