HR software · US payroll · Buying costs
Five checks before you sign an HR software quote
Ask each finalist for a written quote covering your required support, benefits setup and exit costs. For US employers comparing HR software or payroll, the cheapest base subscription can price the wrong setup. Gusto's optional Priority Support alone adds $105 a month at 25 people. Use the checks below to compare the service you need—and decide whether a new system is worth buying.
Get the quote checklist ↓1. What happens if your headcount falls?
Ask for a lower-headcount quote as well as a growth scenario. BambooHR's terms (§§2.3, 5.1 and 5.6) keep extended-term billing at least at the employee and product minimums in the order form, even if usage falls below them. Extended terms renew for 12 months unless notice arrives at least 60 days before expiry; month-to-month cancellation takes effect at the end of the subscription month.
Before signing: record the minimum bill and cancellation deadline alongside each quote. A lower employee rate does not remove a minimum commitment.
2. Does the support tier match the help you need?
Gusto Plus includes Basic Support. Optional Priority Support adds $30 plus $3 per person monthly: $105 for 25 people. At the listed Plus base price of $80 plus $12 per person, that takes the subscription from $380 to $485 a month before other extras.
Priority Support buys phone/chat queue priority; Gusto's Premium plan lists a dedicated Premium Account Partner. If an assigned contact is essential, request that configuration and its escalation arrangements. Confirm each supplier's support scope before comparing quotes; these descriptions do not establish experienced service quality.
3. Could your existing payroll platform handle health-insurance administration?
Already using Gusto? Before adding a separate system, price its health-insurance broker integration at $6 per eligible employee monthly and confirm your broker and plans qualify. Gusto's offer of health-insurance administration at no extra charge uses Gusto as broker. Payroll, premiums and separately priced services remain additional.
Test the existing route first: ask for a demonstration of one employee's coverage change, its payroll deduction and the carrier bill. Keep the setup only if the amounts and effective dates reconcile and someone owns any exception. This is a suggested buying test, not a claim that we tested the product.
4. Will old and new subscriptions overlap?
Agree the exit date before booking the migration. OnPay's terms (§10) specify 30 days' written notice unless termination is for cause. Gusto's employer terms generally charge the full month for a mid-month cancellation unless otherwise stated.
Before switching: confirm the final bill, payroll handover and new-service start date. Include any overlap in the budget rather than assuming the old subscription will end or prorate on migration day.
5. What does the annual payroll price include?
OnPay lists year-end filings, W-2s and 1099s as included. Ask every finalist to confirm filing scope and any delivery, correction or amendment charges in writing. An included filing does not establish that every related service is free—or that another supplier charges for it.
For a mid-year switch, assign responsibility for year-end filings before choosing a cutover date.
Your next step
Send the same five questions to each finalist
Use your actual workforce, states, support requirements and broker arrangement. Compare the replies on the same basis before requesting a final proposal.
- What is our minimum monthly bill if headcount falls, and when must we give renewal or cancellation notice?
- Which support channels, escalation arrangements and assigned contacts does this quote include?
- Can we retain our health-insurance broker and plans? What fees apply, and can you demonstrate deduction-to-carrier reconciliation?
- When will your billing start? We will confirm the final bill with our current provider so we can budget any overlap.
- Who handles year-end filings, and what delivery, correction or amendment services cost extra?