Workful pricing plans

Workful’s pricing structure revolves around a straightforward, single-tier model, aiming to simplify payroll for small to medium-sized businesses without the complexity of multiple plans.

While some payroll solutions offer a tiered approach with varying feature sets and corresponding price points, Workful opts for a more inclusive “all-in-one” package.

This means that, unlike services that might charge extra for HR features, time tracking, or tax filing, Workful bundles these functionalities into a single monthly fee per employee, plus a base monthly charge.

This approach is designed to provide comprehensive payroll, HR, and time-tracking capabilities without hidden costs, positioning itself as a streamlined solution for businesses looking to manage their workforce efficiently and compliantly. Payroll applications for small business

Understanding Workful’s All-Inclusive Model

Workful operates on a transparent, flat-fee pricing model that includes a base monthly fee for the account, plus a per-employee, per-month charge.

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This structure is designed to offer a comprehensive suite of payroll, HR, and time-tracking features without the need for businesses to navigate complex tiered plans or incur additional costs for essential functionalities.

The primary aim is to simplify payroll management, making it accessible and predictable for small to medium-sized enterprises SMEs.

Core Components of Workful’s Pricing

Workful’s pricing is typically presented as a combination of two charges:

• Base Monthly Fee: This is a fixed fee charged to the account, regardless of the number of employees. As of recent data, this base fee is often quoted around $40 per month. This covers the core platform access and foundational features.
• Per-Employee Monthly Fee: In addition to the base fee, there’s a charge for each active employee paid through the system. This per-employee fee is commonly found to be around $5 per employee per month. This charge scales with your workforce size, ensuring you only pay for the employees you are actively managing.

Example Scenario:
Let’s say you have a business with 10 employees. Your monthly Workful cost would be calculated as:
$40 Base Fee + 10 Employees * $5/employee = $40 + $50 = $90 per month. Workful for payroll

For a business with 25 employees:
$40 Base Fee + 25 Employees * $5/employee = $40 + $125 = $165 per month.

This transparent model allows businesses to easily estimate their monthly costs based on their current employee count, fostering clear financial planning without unexpected surcharges for core functionalities.

What’s Included in Workful’s Single Plan?

The beauty of Workful’s all-inclusive model lies in the extensive feature set provided under its single pricing tier. This isn’t just about processing paychecks.

It’s about providing a holistic HR and payroll management system.

• Full-Service Payroll:
  • Unlimited Payroll Runs: Businesses can run payroll as often as needed—weekly, bi-weekly, semi-monthly, or monthly—without additional charges.
  • Direct Deposit & Check Printing: Options for how employees receive their pay, catering to various preferences.
  • Automated Tax Filing: Workful handles all federal, state, and local payroll tax filings, including quarterly 941s, annual W-2s, and 1099s. This is a significant relief for small businesses often overwhelmed by tax compliance.
  • New Hire Reporting: Automatic reporting of new hires to relevant state agencies, ensuring compliance with legal requirements.
  • Garnishments & Deductions: Management of various deductions, including health insurance premiums, retirement contributions, and wage garnishments.
• Time Tracking:
  • Employee Time Clock: Web-based and mobile time clock options for employees to clock in and out, ensuring accurate timekeeping.
  • PTO Management: Tracking and management of paid time off, sick leave, and vacation accruals, simplifying leave management.
  • Overtime Calculation: Automated calculation of overtime based on set rules, reducing manual errors.
• HR Management:
  • Employee Self-Service Portal: Employees can access their pay stubs, W-2s, update personal information, and request time off, reducing administrative burden on HR staff.
  • Onboarding Tools: Streamlined new hire onboarding, including digital paperwork and document management.
  • Document Storage: Secure cloud storage for important employee documents, such as contracts, performance reviews, and certifications.
  • Basic HR Compliance Support: Features designed to help businesses stay compliant with basic labor laws and regulations.
• Reporting & Analytics:
  • Customizable Reports: Generation of various payroll, tax, and employee reports to gain insights into labor costs and workforce trends.
  • Payroll Register: Detailed breakdowns of each payroll run.
  • Tax Liability Reports: Information on current and historical tax liabilities.
• Customer Support:
  • Access to customer support via phone, email, or chat, ensuring assistance when needed.

This comprehensive offering positions Workful as a strong contender for small to medium-sized businesses that prefer an integrated solution over piecemeal services, ultimately saving time and reducing the complexity often associated with managing payroll and HR functions. Employee payroll system

Potential Additional Costs and Considerations

While Workful prides itself on its all-inclusive single plan, it’s always wise to investigate if there are any potential scenarios where additional costs might arise or if specific features require a separate integration.

• Third-Party Integrations: Workful integrates with popular accounting software like QuickBooks. While the integration itself is typically part of the service, any costs associated with the third-party software e.g., QuickBooks subscription are separate and borne by the user. Businesses should factor in the costs of any other software they use that might need to sync with Workful.
• Add-on Services Rare but Possible: While Workful’s core philosophy is all-inclusive, some payroll providers occasionally offer specialized services that fall outside the standard package. For Workful, this is less common for core features. However, it’s always prudent to confirm directly with Workful if there are any highly specialized HR or compliance services that might be offered à la carte, especially for businesses with very unique needs e.g., highly complex multi-state tax scenarios beyond typical compliance.
• Tax Penalties User Error: Workful handles tax filings, but if a business provides incorrect data or delays approving payroll, leading to late filings or errors, any resulting tax penalties would ultimately be the responsibility of the business. Workful automates the process based on the data provided. It’s crucial for businesses to ensure data accuracy and timely approval.
• Hardware for Time Tracking: While Workful offers web and mobile time clock options, if a business prefers dedicated physical time clock hardware e.g., biometric scanners, those costs would be separate. Workful’s software is compatible with various devices, but the purchase of hardware itself is not included in the subscription.
• International Payroll: Workful is primarily designed for U.S. payroll. Businesses with international employees or operations would need separate solutions for their global workforce, as Workful’s pricing and features do not extend to international payroll processing.

By understanding these potential considerations, businesses can gain a more complete picture of their total investment when opting for Workful, ensuring no surprises down the line.

How Workful Compares to Competitors’ Pricing Models

When evaluating Workful’s pricing, it’s helpful to compare it against the pricing structures of other leading payroll providers.

• Tiered Pricing Models e.g., Gusto, QuickBooks Payroll:
  • Many competitors offer multiple tiers e.g., Basic, Core, Premium, Complete with increasing prices corresponding to more advanced features.
  • Gusto: Typically starts with a lower base fee and per-employee fee for basic payroll, but adds significant costs for HR features like compliance alerts, HR resource centers, and certified HR experts in higher tiers. Their “Simple” plan might be cheaper upfront for just payroll, but once you add HR support, it can quickly exceed Workful’s all-inclusive price for comparable features.
  • QuickBooks Payroll: Also uses a tiered approach Core, Premium, Elite. While their “Core” plan covers basic payroll and tax filing, advanced features like workers’ comp administration, expert HR support, and time tracking are reserved for higher, more expensive tiers.
  • Workful’s Advantage: Workful’s single plan avoids the “upsell” dilemma. Businesses don’t need to choose between essential features or worry about upgrading later. The core HR and time-tracking features are always included, making it a more predictable cost for small businesses seeking comprehensive functionality from day one.
• Per-Pay-Run Fees Less Common for Full-Service:
  • Some older or very basic payroll services might charge per pay run in addition to or instead of per-employee fees. This can become expensive if you run payroll frequently e.g., weekly.
  • Workful’s Advantage: Workful offers unlimited payroll runs within its flat monthly fee, providing flexibility without accruing additional costs for frequent payroll cycles.
• HR Features as Add-ons e.g., ADP Run:
  • Larger providers like ADP Run often customize quotes, but their base packages might be payroll-centric, with robust HR features, benefits administration, and timekeeping often bundled as separate, higher-cost modules or plans.
  • Workful’s Advantage: For smaller businesses, Workful’s integrated approach can be more cost-effective. You get a solid suite of HR tools and time tracking without negotiating complex packages or paying extra for what many consider essential for modern workforce management.
• Free or Very Low-Cost Options e.g., Wave Payroll:
  • Some providers offer very basic payroll for free or at extremely low costs, but these often have significant limitations, such as not handling tax filings, lacking direct deposit, or minimal HR support.
  • Workful’s Advantage: Workful provides full-service payroll, including tax filing and comprehensive HR, for a competitive price point, offering far more value than a bare-bones free solution while still being affordable.

In essence, Workful positions itself as a “what you see is what you get” solution.

For small to medium-sized businesses that value simplicity, predictability, and a robust set of integrated features without the hassle of tiered pricing or hidden add-ons, Workful often presents a compelling value proposition compared to competitors that might initially seem cheaper but quickly become more expensive as features are added. Payroll for small business canada

Is Workful the Right Fit for Your Business? Considerations Beyond Price

While pricing is a critical factor, the “right fit” for a payroll and HR solution extends beyond just the monthly cost.

Businesses should consider their specific needs, long-term goals, and internal capacities when evaluating Workful.

• Business Size and Growth Stage:
  • Ideal for Small to Medium Businesses SMBs: Workful shines for businesses with typically 1 to 50 employees, though it can support more. Its simplicity and comprehensive features are particularly beneficial for companies that lack a dedicated HR department or have limited resources for complex payroll management.
  • Scalability: While it scales with employee count, very large enterprises hundreds of employees with highly complex, custom HR needs e.g., intricate global benefits, highly specialized compliance across many states/countries, deep integrations with highly specific ERP systems might find enterprise-level solutions more tailored to their scale. However, for most growing SMBs, Workful’s structure adapts well.
• Need for Integrated Features:
  • Strong If You Need All-in-One: If your business is looking for a single platform to handle payroll, time tracking, and basic HR functions onboarding, document storage, employee self-service without managing separate vendors or integrations, Workful’s integrated model is a significant advantage.
  • Less Ideal If You Only Need Basic Payroll: If you literally just need to process paychecks and handle taxes, and you already have robust, satisfactory separate solutions for time tracking and HR, Workful might offer more features than you strictly need, though its pricing remains competitive even for just payroll.
• Emphasis on Simplicity and User-Friendliness:
  • Intuitive Interface: Workful is often praised for its clean, user-friendly interface. This is crucial for busy business owners or office managers who aren’t payroll experts. If ease of use and a low learning curve are priorities, Workful scores highly.
  • Minimizing Manual Tasks: Automation of tax filings, new hire reporting, and direct deposits significantly reduces manual administrative burdens, freeing up time for core business activities.
• Customer Support Expectations:
  • Accessibility: Workful provides standard customer support channels phone, email, chat. For businesses that rely heavily on quick, responsive support for payroll queries, evaluating the quality and availability of their support team is important. Most reviews indicate positive experiences with Workful’s support.
• Compliance Needs:
  • Automated Compliance: For federal and state payroll tax compliance, Workful automates much of the heavy lifting, which is invaluable for businesses navigating complex tax laws. However, businesses with unique state-specific labor laws or highly specialized industry regulations should always verify that the software meets those niche requirements.
• Integration Ecosystem:
  • Accounting Software Integration: Workful integrates with popular accounting platforms like QuickBooks. If your business heavily relies on other specific software e.g., a particular CRM, project management tool, or industry-specific software, it’s worth checking if direct integrations exist or if data export/import capabilities suffice.

Ultimately, Workful is best suited for small to medium-sized businesses that appreciate an all-inclusive, straightforward pricing model combined with a user-friendly platform that integrates essential payroll, time tracking, and HR functionalities.

It’s a strong contender for those looking to simplify their administrative tasks and ensure compliance without hidden costs or complex tiered subscriptions.

Setting Up and Getting Started with Workful

The initial setup process for any payroll system can seem daunting, but Workful aims to streamline this, particularly for new users. Online hr platforms

Understanding what to expect can help businesses prepare for a smooth transition.

• Initial Account Creation:
  • The first step involves creating an account, which typically requires basic business information name, address, EIN.
  • This usually leads to a dashboard where you begin the setup process.
• Company Information Setup:
  • Employer Details: You’ll need to input your Federal Employer Identification Number EIN, state tax IDs for unemployment, withholding, etc., and bank account information for direct deposits and tax payments.
  • Payroll Schedule: Define your regular payroll schedule e.g., weekly, bi-weekly, semi-monthly, monthly and your first pay date.
  • Pay Period: Set up the start and end dates for your pay periods.
• Employee Data Entry:
  • Manual Entry: You can manually add each employee, including their personal details name, address, SSN, pay rate, deductions, and tax withholdings based on W-4 forms.
  • Data Import if applicable: For businesses switching from another payroll provider, Workful might offer data import tools e.g., CSV upload to expedite the process of transferring employee information and historical payroll data.
  • Onboarding Portal: Utilize Workful’s onboarding features to have new hires complete their W-4s, I-9s, and direct deposit information directly through the self-service portal, reducing manual data entry for the employer.
• Historical Payroll Data for mid-year switches:
  • If you’re switching to Workful mid-year, you’ll need to provide historical payroll data for the current year gross wages, taxes withheld, deductions for each employee. This is crucial for accurate year-end reporting W-2s and tax reconciliation. Workful’s support team can often guide you through this process.
• Bank Account Verification:
  • To ensure secure transactions, Workful will typically initiate a small test deposit to your linked bank account. You’ll need to verify this deposit amount to confirm the bank connection.
• Review and Approval:
  • Before running your first payroll, it’s critical to thoroughly review all entered data—company info, employee details, pay rates, deductions, and tax settings—to ensure accuracy.
• Support During Setup:
  • Workful’s customer support is available to assist with the setup process. Don’t hesitate to leverage their resources, especially when dealing with tax IDs or historical data.

The overall goal of the setup process is to ensure that all necessary information is accurately entered and configured so that Workful can correctly calculate wages, withholdings, and taxes, and then seamlessly process direct deposits and file taxes on your behalf.

Most businesses can complete the basic setup in a few hours, depending on the number of employees and the readiness of their data.

Workful Customer Support and Resources

Effective customer support and readily available resources are critical components of any software service, especially for something as vital as payroll.

Workful understands this and provides various channels for users to get assistance. Payroll companies canada

• Support Channels:
  • Phone Support: Direct access to a support representative, often preferred for urgent or complex payroll-related queries.
  • Email Support: Suitable for less urgent questions, allowing users to describe issues in detail and attach screenshots if necessary. Response times are generally reasonable.
  • Live Chat: A convenient option for quick questions or troubleshooting within the platform, offering immediate or near-immediate responses during business hours.
• Knowledge Base and FAQs:
  • Workful maintains an online knowledge base or help center. This resource typically includes:
    • Tutorials and How-To Guides: Step-by-step instructions on various functionalities, from setting up a new employee to running payroll or managing time off.
    • Frequently Asked Questions FAQs: Answers to common user queries, addressing typical issues and providing quick solutions.
    • Glossary of Terms: Explanations of payroll and HR terminology.
  • These resources empower users to find answers independently, which is highly beneficial for self-service and quick problem-solving.
• Onboarding and Setup Assistance:
  • For new users, Workful often provides dedicated support during the initial setup phase. This might include guiding users through data migration, tax ID setup, and the first payroll run. This hand-holding during the critical onboarding period can significantly reduce user frustration and ensure accurate setup.
• Compliance Updates and Alerts:
• User Community Less Common for Workful but Valuable Generally:
  • While not a primary feature advertised by Workful, some larger payroll platforms foster user communities or forums where users can share tips, ask questions, and help each other. While Workful focuses more on direct support, the existing resources are generally sufficient.

The overall aim of Workful’s support structure is to ensure that users, especially small business owners who may not have dedicated HR staff, can confidently navigate the platform and resolve issues efficiently, minimizing potential payroll errors or compliance risks.

Reviews often highlight Workful’s responsive and helpful customer service as a significant advantage.

Security and Data Protection with Workful

Businesses entrusting their payroll to a third-party provider like Workful need assurance that their information is protected.

Workful employs various measures to safeguard data.

• Data Encryption:
  • In Transit: Data exchanged between your device and Workful’s servers is encrypted using industry-standard protocols like TLS Transport Layer Security or SSL Secure Sockets Layer. This prevents unauthorized interception of data during transmission.
  • At Rest: Sensitive data stored on Workful’s servers is also encrypted, adding another layer of protection against unauthorized access even if the storage systems were compromised.
• Physical Security:
  • Workful’s data centers are typically secure, purpose-built facilities with physical security measures such as controlled access, surveillance, and environmental controls to protect servers from unauthorized entry and environmental damage.
• Access Controls and Authentication:
  • Multi-Factor Authentication MFA: Workful likely offers or requires MFA for user logins. This adds an extra layer of security by requiring users to verify their identity using a second factor e.g., a code sent to their phone in addition to their password, significantly reducing the risk of unauthorized access due to compromised passwords.
  • Role-Based Access: Businesses can set up different user roles with varying levels of access to the platform. For example, a payroll administrator might have full access, while an employee only has access to their self-service portal. This ensures that users only view or modify data relevant to their role.
• Regular Security Audits and Updates:
  • Reputable payroll providers regularly undergo security audits and penetration testing to identify and address vulnerabilities. They also apply security patches and updates to their systems to protect against emerging threats.
• Compliance with Industry Standards:
  • While not explicitly “certified” in the same way as, say, PCI DSS for credit card processing, payroll providers adhere to various compliance standards and best practices for data privacy and security, such as those implied by HIPAA for health-related data, if applicable or general data protection regulations.
• Backup and Disaster Recovery:
  • Workful employs robust backup and disaster recovery plans to ensure data integrity and availability. This means that even in the event of a catastrophic system failure, data can be restored, and services can be brought back online promptly.
• Privacy Policy:
  • Workful will have a comprehensive privacy policy outlining how they collect, use, store, and protect user data. Businesses should review this policy to understand their data rights and Workful’s commitments.

By implementing these comprehensive security measures, Workful aims to provide a safe and reliable environment for businesses to manage their sensitive payroll and HR data, offering peace of mind to its users. Outsourcing payroll companies

Conclusion: Weighing the Value of Workful’s Pricing Model

Workful’s pricing strategy, based on a straightforward base fee plus a per-employee charge, stands out in a crowded market often characterized by complex tiered systems and hidden add-ons.

This “all-inclusive” approach aims to simplify the financial aspect of payroll and HR management for small to medium-sized businesses.

The core value proposition lies in bundling essential functionalities—full-service payroll including automated tax filing, robust time tracking, and key HR features—into a single, predictable monthly cost.

This means businesses don’t have to constantly evaluate if they need to upgrade to a higher tier to access features that many consider fundamental for efficient workforce management.

For a business seeking to consolidate its administrative tools and gain predictability in its monthly expenses, Workful’s model offers significant advantages. Best payroll software for accountants

However, it’s crucial for businesses to assess their specific needs beyond just the sticker price.

Factors such as the number of employees, the complexity of their payroll e.g., multi-state, unique deductions, the importance of integrated HR and time-tracking tools, and the desired level of customer support all play a role in determining if Workful is the “right fit.” While Workful excels in simplicity and offering a comprehensive package for its target market, very large enterprises or businesses with highly niche requirements might need more customized solutions.

Ultimately, Workful’s pricing structure provides a clear, transparent, and competitive option for businesses looking to streamline their payroll and HR processes without the headache of navigating intricate pricing tiers or being surprised by escalating costs for essential features.

For many small to medium-sized businesses, this predictability and comprehensive offering make Workful a compelling choice.

Frequently Asked Questions

What is Workful’s primary pricing model?

Workful operates on a single, all-inclusive pricing model consisting of a base monthly fee for the account plus a per-employee, per-month charge. Best payroll software for payroll service providers

How much does Workful cost per month?

Workful typically charges a base monthly fee around $40 plus a per-employee monthly fee around $5 per employee. So, for 10 employees, it would be approximately $40 + 10 * $5 = $90 per month.

Are there different pricing tiers or plans with Workful?

No, Workful uses a single, all-inclusive plan, meaning all features like full-service payroll, time tracking, and HR tools are included without needing to upgrade to higher tiers.

What features are included in Workful’s pricing?

The pricing includes full-service payroll unlimited runs, direct deposit, automated tax filing, time tracking, PTO management, employee self-service portal, new hire onboarding, document storage, and reporting.

Does Workful handle payroll tax filings?

Yes, Workful automatically handles all federal, state, and local payroll tax filings, including W-2s and 1099s, as part of its standard service.

Is time tracking included with Workful?

Yes, robust time tracking features, including a web-based and mobile time clock, and PTO management, are fully integrated and included in the single pricing plan. Adp pricing for small business

Are there any hidden fees with Workful?

Workful aims for transparency, and its all-inclusive model is designed to minimize hidden fees for core services.

Any external costs, like subscription fees for integrated accounting software e.g., QuickBooks, are separate.

Can employees access their pay stubs and W-2s online?

Yes, Workful provides an employee self-service portal where employees can access their pay stubs, W-2s, and manage their personal information.

Does Workful offer a free trial?

Yes, Workful typically offers a free trial period, allowing businesses to test out the platform before committing to a subscription.

How does Workful’s pricing compare to Gusto or QuickBooks Payroll?

Workful’s single-tier pricing contrasts with Gusto’s and QuickBooks Payroll’s tiered models. Simple payroll service

Workful includes many HR and time-tracking features upfront that competitors often reserve for higher, more expensive plans.

Is Workful suitable for very small businesses or startups?

Yes, Workful is well-suited for small to medium-sized businesses, including startups, due to its straightforward pricing and comprehensive features that simplify initial setup and ongoing management.

Does Workful integrate with accounting software?

Yes, Workful integrates with popular accounting software like QuickBooks Online.

What kind of customer support does Workful offer?

Workful provides customer support via phone, email, and live chat, along with an online knowledge base and FAQs.

Can Workful handle unlimited payroll runs?

Yes, businesses can run payroll as many times as needed weekly, bi-weekly, etc. without incurring additional fees for each run. Adp payroll setup

Is Workful secure for sensitive payroll data?

Yes, Workful employs industry-standard security measures, including data encryption in transit and at rest, multi-factor authentication, and secure data centers, to protect sensitive information.

What if I need to switch to Workful mid-year?

Workful can accommodate mid-year switches.

You’ll need to provide historical payroll data for the current year, and Workful’s support can assist with this process.

Does Workful help with new hire reporting?

Yes, Workful automates the reporting of new hires to relevant state agencies as part of its service.

Can I manage employee deductions and garnishments with Workful?

Yes, Workful allows you to set up and manage various employee deductions and garnishments within the system. Hr help for small business

Does Workful have a mobile app for employees?

Yes, Workful typically offers a mobile app for employees to clock in/out, view pay stubs, and manage time off requests.

What are the main benefits of Workful’s all-inclusive pricing?

The main benefits are cost predictability, access to a full suite of payroll, time-tracking, and HR features without upsells, and simplification of administrative tasks for small to medium-sized businesses.