13 Best Payroll Software in Canada (2024)
The best Canadian payroll software services, with in-depth info on their features, pricing, drawbacks and more.
-min.jpg)
.png){kind=logo}
Top Canadian Payroll Software
As a business set up in Canada, it is only wise you are critical of the payroll vendor you choose to handle one of the most important aspects of your business. Costing organizations up to 70% of total business costs, improper handling of your labor costs can have severe impacts on your bottom line. Choosing one that is not built to understand Canadian legislation around payroll can be dire for your business in the long run.
On the other hand, well-rounded Canadian payroll software will be beneficial to your business in so many ways. Companies have recorded massive successes using some of the payrolls in this article; some as unbelievable as 1000% return on investment (ROI).
The good thing is, you don’t have to do all the hard work of looking for one that will best suit your business and will, at the same time, ensure compliance with Canadian provincial laws; we have done a good part of the work for you. We put in hours of research to bring you a list of the best payroll vendors for a variety of Canadian businesses— big, small, freelance, etc.
We will also talk about what you need to look out for before committing to a particular software, some pitfalls to avoid, and we will be answering some commonly asked questions around the topic, so stick around till’ the end.
When selecting the best Payroll Vendors for Canadian Businesses, we talked to Canada-based business owners and HR professionals in many industries to see how they were handling payroll. We also spoke to the product teams at each shortlisted software company, had demos, and got feedback from their clients.
Payroll vendors needed to excel on numerous fronts to make the final cut, and on the following three more heavily: Canadian legislation compliance, customer support, and reporting capabilities.
- Canadian Legislation Compliance: Our priority was ensuring vendors adhere to Canadian payroll legislation in an outstanding fashion. We rigorously assessed their capability to handle complex regulations, tax requirements, and statutory deductions unique to Canada.
- Customer Support: We focused on vendors providing exceptional assistance to Canadian businesses. The chosen solutions offer reliable support channels to swiftly address queries, ensuring seamless payroll operations and prompt issue resolution.
- Reporting Capabilities: Software products with comprehensive reporting features tailored for Canada were easy to earmark. Rest assured, the tools below provide diverse customizable reports, empowering businesses with insights for managing costs, compliance, and workforce optimization.
We also tried to pick tools with modern-looking UX and simple workflows that are easy and intuitive to figure out for both the payroll manager and the small business owner. For more insights into how we come up with these lists, read our general criteria for evaluating HR tech vendors.
Related HR Software Categories
Deel
Rise People
Rippling
ADP
Multiplier
Ceridian
QuickBooks
Wagepoint
Payworks
Wave Payroll
Humi
Knit People
Push Operations
Need Help? Talk to an HR Software Advisor!
Tell us more about your company & an HR Software Advisor will help you find the right software
Deel
Deel has a robust global payroll offering that of course covers Canada as well as 150 other countries for companies that need to pay contractors and employees internationally.
PROS
- Customer support is one of Deel’s standout qualities. With around-the-clock in-app assistance and an industry-leading onboarding speed of 2-3 days, users gain access to local payroll specialists across various jurisdictions.
- This support is especially valuable for contractors navigating the complexities of establishing themselves as LLCs.
- The platform integrates with widely used business software like Quickbooks, Bamboo HR, and Greenhouse, among others. Custom integrations are available too.
- Deel's self-service approach is empowered by tech-enabled features. Our user research underscores the ease of setup; identity verification consistently takes less than 24 hours and sometimes mere minutes.
- The platform generates invoices automatically. This works for both the company and the contractor or employee's side.
- One of the best features of Deel is its customer service. They offer 24/7 in-app support and the fastest-in-class onboarding speed of 2-3 days. Users get access to local payroll experts in each jurisdiction, and support is available for contractors facing challenges setting themselves up as an LLC.
- Integrates seamlessly with common platforms like Quickbooks, Bamboo, Greenhouse, and more. They also offer custom integrations to automate and sync processes.
- Self-service approach; tech-enabled features so customers can jump in quickly and easily. Our user researchers found it quite easy to set up: the identity verification process consistently took less than 24 hours, and in some cases, it took mere minutes.
- Automated invoices, which are a breeze to do as long as they’re in English, both on the company and the contractor or employee’s side.
CONS
- Certain features, such as onboarding automation, are offered only as add-ons.
- The platform's flexibility in modifying contracts or service agreements is limited, often necessitating the use of addendums to accommodate changes.
- A $5 fee is charged per payout, which can accumulate over time, impacting cost-effectiveness, particularly for businesses managing frequent payouts.
- Currently, Deel's invoice generation is exclusive to English, which could pose constraints for organizations requiring multi-language invoicing capabilities.
- Some of Deel’s best and most powerful services, like onboarding automation, appear to be add-ons, which might be too costly for some companies
- There is little to no flexibility when it comes to altering their contracts or service agreements, so many changes would require an addendum.
- There is a $5 fee per payout
- As far as we’ve seen, it’s not possible to generate invoices in another language.
If you're looking for a Canadian payroll solution, Deel is a great option. Their offering will facilitate paying both contractors and employees in Canada. They also have a free HRIS that they recently launched in 2023. This HRIS offering includes the basic employee of record functionality, in addition to onboarding, employee engagement, and a host of other features.
If you're looking to pay employees in Canada, Deel will setup a local entity for your business, which allows you to compliantly pay employees. They will also take care of payroll taxes, necessary filings, benefits, and basically everything else you need to stay in compliance and keep your employees happy.
They also have a contractor offering in case you have non-employees that you need to pay and don't want to worry about the paperwork!
Best For
Rise People
Excellent customer support.
PROS
CONS
Rise people is also a 100% Canadian payroll software company. Though relatively young in the industry, they have made a tremendous impact and have helped many Canadian businesses manage employee engagement and payroll.
The software is easy to use and everything is laid out perfectly so you can customize your screen to suit your preferences.
- Timecode Lab
- Annex Pro
- Crohn’s and Colitis Canada
- CF Canadian Financial
You will need to contact Rise People to get a quote on their packages. For small businesses that have less than 20 employees and just want to run payroll, you can get Rise Lite for free.
Best For
Small and medium-sized businesses in Canada that want HER together with their payroll, but do not want the hefty and expensive packages Ceridian and ADP provide.
Rippling
When it comes to Canadian payroll, Rippling can be an excellent choice because of their localized offering. Also, as a part of their recently-launched global payroll product, this portion of their broader HR suite could have you hiring people in Canada within minutes.
PROS
- Operates in CAD straight out of the box
- Strong workflow automation capabilities
- Wide analytics possibilities
- Holistic view of company outflows— headcount costs included
- All-in-one platform for employee management + PEO services offered, and even a suite of other IT products
- With 500 integrations, it’s very likely that they integrate with other key tools from your tech stack.
- Operates globally with any currency
- Workflow automation
- Analytics opportunities
- Provides a holistic view of company outflows—headcount costs included
CONS
Rippling’s payroll offering is not available as a stand-alone tool. Getting the core HR platform is necessary in order to access it.
- Total buy-in to Rippling is essential
- Very SMB-oriented, in case you’re a larger company.
- New features tend to be buggy in ways that tech teams are not accustomed to fixing
Started by Zenefits alumni, Rippling focuses on supporting organizations of all sizes to streamline HR and IT, and Finance busywork with one tool. Their payroll offering, while adjacent to their broader HR tool, has grown to be able to handle international scenarios of many kinds.
As a US-based startup, a Canada-focused product was always in the cards for Rippling. While you can now use Rippling to pay people in hundreds of countries, the northernmost country in North America gets a tailored offering. You can hire Canadian employees in as little as 90 seconds, pay people in Canadian Dollars, and handle all related documents in English or Canadian French.
We’ve been well acquainted with the tool since around 2018, and we’ve had the chance to demo it and even use it as HR professionals several times since. One thing that has always stood out is the sleek design, great user interface, no-stress loading times, and great customer service.
Rippling’s pricing starts at $8 per month per user and will vary depending on which modules you’d like to use (or if you want the whole platform) and for how many people.
Best For
We used Rippling to input new hires and manage current employees. Employee information was stored on the platform. We used it to enroll employees in benefits and provide the team with an easy way to enroll in their plans or download their plan summaries. We also used it for payroll and to process yearly bonuses. Additionally, we relied on Rippling for compliance purposes. Their team would provide advice on compliance issues, HR support, and updates on new laws applicable to us.
I love the ease of use and the way it's laid out. I appreciate that there’s one place for all information. I also like that they have many useful tools, so as the company grows, they can adapt other features within their system (like performance evaluations, tracking, and learning management trainings).
Our company needed an HRIS system that would allow us to handle payroll, administer benefits, and provide compliance advice. We used Rippling for one year. The key benefit Rippling provided was a one-stop shop where everything could be tracked and kept together in one place, rather than having to visit different sites for various tasks (e.g., payroll, compliance, etc.). We were originally using an Excel file to track employee data. We switched to Rippling to store this data on their platform in a more secure and user-friendly way.
We used it as a PEO, and the health plans offered weren’t as competitively priced as if we had brought benefits in-house. Additionally, the benefit rates increased during open enrollment. I also dislike the $65 per employee, per month fee, which I find a bit steep.
Rippling is very comparable to other PEOs. What sets it apart is that they allow you to continue using their HRIS platform for HR, employee data tracking, and payroll even if your company decides to leave the PEO and bring benefits in-house. This flexibility is helpful, as it allows you to start with them as a PEO and transition to their standalone platform without searching for a new system, making the process easier.
The fees per employee per year are important to consider. If you’re in a period of rapid growth, make sure to account for expected new hires in your budget. You’ll also want to decide which features you’ll actually use. For example, we didn’t use their recruitment feature because we had a different system for that, but Rippling does offer a recruitment tool. The more features you use, the higher the cost, so be mindful of that.
I think their customer service improved from the time we started using them until we stopped. Initially, they didn’t have a designated rep for companies, so you had to go through their experts and didn’t always get the same person helping you, which could be frustrating. By the end of the year, we noticed improvements in their customer service, which was a positive development.
Rippling is great for any company with more than 10 employees. It’s ideal for small companies using a PEO, especially if employees are spread across multiple states. For larger companies that want to stop using a PEO and bring benefits in-house, Rippling is still very effective as an HRIS system for data tracking.
Rippling may not be worth the cost for companies with fewer than 10 employees. In that case, it might be better to avoid the PEO fees. If all employees are in one state, I would recommend using a broker for insurance and managing employee data and recruitment in-house instead.
ADP
Besides payroll, ADP Workforce provides other HR add-ons and tools that are available when you need them and sync seamlessly between each other.
PROS
- Native, all-in-one technology suite for recruitment, payroll, and compliance.
- 17 RPO service centers in 14 countries and provide services in 42 different languages.
- Dedicated team of AIRS-certified recruiting professionals.
CONS
- Technology options outside ADP’s dedicated HR tools are limited.
ADP is a trusted platform for just about anything HR, with over 70 years of experience (since 1949). They provide HCM solutions in anything related to employee management, talent management, payroll, etc. Due to their global reach, they offer payroll services both locally (within Canada) and internationally.
ADP is an all-in-one, easy-to-use system for just about any business with any number of employees. This is evident in their payroll packages designed according to business size.
With ADP Workforce, you can either get the Essential package, Enhanced package, Complete package, and the HR Pro - each with varying tools and add-ons of course. And if you feel the need to upgrade, you can easily switch between these packages.
- Signature Aluminium Canada Inc.
- pt Healthcare Solutions Corps
- Intertape Polymer Group
ADP offers tailor-fitted prices for their services depending on the number of employees you have and the size of our business. They generally do not give out the prices on their packages outright, so you would have to request a quote to get an idea.
Best For
ADP is a good choice for just about any company of any size looking to get a quality payroll solution without compromising on the price.
The company used ADP for payroll. It also uses it for 401k retirement programs. Our HR department has been happy with it. ADP has provided nice incentives to move to it.
Easy to use. Provided sign up incentives. Respected brand.
Colleagues had experience with ADP in the past and were lobbying for the company to make a change. We have made that change and then continued to increase the services that we were obtaining from them. It has been a positive experience. The vendor is exceeding our expectations. We don't foresee making changes in the near future.
It is a big company so you don't always feel like an important customer. We often deal with different people at the company. It would be nice to have one consistent contact.
The breadth of products that it offers is important to us. We know it has quality products and services.
A company with a long track record. Incentives to move to it. Suggested enhancements to the products.
It is continually updating its service offerings with improvements. It contacts us for associated products and services that may assist our business.
Small to medium business.
I cannot think of any.
Multiplier
Multiplier excels in compliance and detailed reporting. For a long time, we’ve been impressed with their unique expertise in providing HR and payroll services in APAC, and other regions in EMEA. Recently, they’ve amassed more expertise in the Canadian market.
PROS
- Strong compliance with Canadian employment laws, including automatic tax deductions and province-specific rules.
- The new interface balances simplicity and functionality.
- Detailed reporting of payroll costs, tax filings, and benefits allocation.
- Choose between a contractor setup, EOR, and PEO services for Canadian employee hiring and management.
- Offers tools for subsidiary setup and company registration.
- Multi-currency payments in local currencies
- Multi-lingual contracts made instantly
- Compliance, payroll, onboarding, and timesheets, all in one platform
CONS
- No free plan is available.
- The payroll product’s pricing is undisclosed.
- Customer support can be inconsistent, with some users reporting delayed responses to critical inquiries.
- Limited integrations. As of Summer 2024, Multiplier only integrates with BambooHR, Personio, Workday, and HiBob for HCM-type tools, although they are working on adding more.
Multiplier’s focus on compliance with Canadian employment laws shone brightly in our tests. It’s such a relief to find a tool that removes the headache of managing work hours, employee benefits, and all those tricky compensation requirements.
During testing, we found the system’s ability to automatically apply relevant tax deductions, such as Employment Insurance and Canada Pension Plan contributions, to be particularly useful. Moreover, the system factored in province-specific requirements— like British Columbia’s vacation pay rules. There's just no guesswork involved, and that’s a huge win!
Compared to Ceridian’s Powerpay, which has strong compliance features but can feel a bit daunting for smaller businesses, we like Multiplier’s interface better for its intuitive design while still delivering all the tools needed to stay compliant, from background checks to contract generation and employee classification.
Regarding reporting, Multiplier provides quite a few tools for tracking payroll data, tax filings, and employee benefits. We liked how easy it was to generate reports on payroll costs, tax deductions, and benefits allocation. While they are not as powerful as what you get from ADP, they feel more robust and actionable compared to low-cost solutions like PaymentEvolution.
Beyond payroll, you can use this vendor’s EOR and PEO services for more comprehensive support with hiring and managing employees in Canada. And if you seek tools for subsidiary setup and company registration, this vendor has got you covered there, too.
Let’s also talk about customer support. Though our experience with the vendor’s support rep was positive (they replied to our email on the same day), that wasn’t the case for some of the users we spoke with. They mentioned it took days to sort out their questions on matters like payment setups and employee contract clarifications, which definitely isn’t ideal.
Multiple clients include Technology Aloha, SOCRadar, and Akra, but the exact number is undisclosed.
Multiplier offers global payroll management and immigration solutions with custom pricing. Its Employer of Record (EOR) services are priced at $400 per employee per month, while Contractor Management costs $40 per contractor per month.
Best For
Global and remote teams that prioritize compliance and robust payroll tools over free-tier solutions.
Ceridian
Ceridian allows you access and audit payroll data anytime you want during the pay cycle.
PROS
CONS
Ceridian provides an innovative cloud-technology payroll and HR solution in their Dayforce platform. Dayforce makes it possible for you to manage all your HR and Payroll transactions in one single database.
Most users commend the flexibility of the system as it allows you to access and audit payroll data at any time during the pay cycle, allowing more time for reviews and a more accurate payroll documentation.
- The BlueMan Group
- Harley Davidson inc.
- Air Canada Jazz
Dayforce payroll tool starts at $10.00 per employee per month.
Best For
Ceridian Dayforce is a good option for small and medium-sized businesses (SMBs) looking to grow and will need the flexibility to opt for other HCM options in the future. It can also be used by large corporations.
I was the Director - We used it for HRIS and Payroll Processing - I often completed payroll as a back-up to the Payroll Specialist.
One of the best features is its payroll interface. As the head of HR, payroll reported directly to me and I found it easy to train my team members on the system so that I had multiple back-ups for payroll processing. Another great feature is the reporting capabilities. Additionally, the employee life cycle was exceedingly easy to manage from recruitment to termination. This made it simple to keep track of employee information and make necessary updates in a timely manner.
It was in place when I arrived. It was purchased to manage the employee life cycle and process payroll.
There were data migration errors when the systems were updated that required manual fixes. In addition, we often had to remind them of minimum wage changes in differing cities within Washington state. Finally, we had to hire a full time HR analyst to ensure data integrity.
They are extremely user friendly and the fly out for earnings are really easy to use to catch errors before they happen.
Some items to think about how you will use it to ease the transactional work on our team and to make sure you purchase all of the modules you need. You may want to consider consolidating your Payroll and HR Analyst positions after implementation.
They update their systems and user interface proactively to keep up with regulation and mini-wage changes.
Healthcare
I think it would be good for all organizations - it's a robust product. I would recommend a less expensive product to smaller organizations
QuickBooks
Quickbooks is easy to use and it integrates with just about any other accounting, financial, and HR software.
PROS
- Unlimited pay runs, auto full-service payroll, and same-day deposits included.
- Supports unscheduled payrolls and automatic year-end tax filings.
- Reminders for tax readiness provided.
- Pricing transparency. 30-day free trial available.
CONS
- No employer app.
- More expensive than some competitors like Patriot.
- Limited third-party integrations.
- No global payroll features.
Quickbooks is perhaps the most popular accounting software in the market, revered by many for its dedication to providing accounting software suites that help businesses manage clients, finance, and inventory. They also offer a comprehensive payroll solution to business organizations.
Intuit’s Quickbooks is characterized by its simplicity and friendly interface. Plus, they offer a 30-day free trial.
You pay a $20 monthly base subscription rate for Quickbooks payroll and $3 extra for each employee you add.
Best For
Small businesses that just want to get their payroll done without the bells and whistles of an HCM software suite.
I use Quickbooks for monthly invoicing, financial statements, and to keep track of account receivables. We don't currently have it integrated with other softwares, but are thinking about integrating it with our workforce planning software in the future if that is possible. In terms of workflow, I access Quickbooks at least once a week to load new invoices, match receipts, upload receipts from my phone, and download our monthly PnL report. We have a separate system that we put the PnL report in that helps us track our cash flow in a way that accounts for projections.
It is easy to use - the interface is intuitive. I like the app and the fact I can do receipt tracking on my phone. I like that I can easily give my employees a company card and have them forward receipts into Quickbooks.
We work with a CPA firm who helped us to integrate Quickbooks across our organization. We began using Quickbooks in 2018, when our firm had just under $60,000 in revenue a year. Today, we use Quickbooks to manage the company's $1.7M and growing annual budget. We used Quickbooks because we wanted to have accurate timely financial statements across the organization, track all of our expenses, and manage our businesses PnL easily. I've been the primary user for the past 5 years.
I wish that it had better cash flow capabilities - the current capabilities do not account for projections. I also wish that when adding users there was an option to add employees who just had employee cards who need to email receipts into Quickbooks instead of having to take up a user seat - right now we have some employees emailing receipts to a company user to forward them on because there is only five seats in our plan. I also wish Quickbooks integrated better with my bank - the bank connection is always breaking and needs to be updated.
I haven't used similar tools - before Quickbooks I did everything on a spreadsheet. I did choose Quickbooks because it came highly recommended from my CPA firm.
People should think about their needs for financial reporting. People should also think about their needs for billing, and tracking employee expenses.
It works great for my consulting firm!
I think it will work for most people, but I can see it being a challenge for people who have always tracked receipts and expenses manually to shift.
Wagepoint
Wage point boasts a particularly intuitive design and user-friendly interface, great for the average user.
PROS
CONS
Wagepoint is a Canadian payroll software company founded in 2012. It has everything you need to pay your employees and contractors while staying compliant with payroll regulations.
This software was built with the small business owner in mind as it is evident in the simplistic design that can be operated by just about anybody.
- Quickbooks
- Xero
- Slack
The price for WagePoint’s payroll software is a monthly base fee of $20 and an additional $2 per employee.
Best For
Wagepoint works well for sole proprietors, startups, and any small business with less than 100 employees.
It is as simple as logging in to the administrator page and making a list of employees on the verge of payment. We use this software monthly to meet employees' payments
It is a quick made that is fairly charged and can be used by all businesses in the USA, we have found it more easy than the recent tools we have been using. This is not limited to the number of payments made a day
The manual payment gateway was too delayed before the discovery of this tool. I am the finance manager at the company but it was really hard for me to meet the payment of all the workers in a day one day time but now I can pay in minutes, I am a new user of this tool and I have used it for 2 years
Charges are high at times of small payments and this makes it a bit hard to meet. This tool has a slow support team. This tool loads very slowly on the network.
It’s easier to administer for our employees
It is unlimited in the number of users for the meantime and can be used by all employees because it is easy to use
It can now work in African countries than before and the support team has been improved
Financial institution
Logistics
Payworks
Payworks makes it easy and seamless to switch from any payroll provider. Plus, it generates lots of customizable and shareable reports.
PROS
CONS
Payworks inc. is a Canadian company that provides total workforce management solutions, HR tools, and of course, cloud-based payroll for Canadian organizations. Established in 2000, they have since made a name for themselves as Canada’s trusted payroll solution provider.
Payworks especially stands out for its excellent understanding of Canadian tax laws. Unlike most small business payroll solutions, Payworks also processes Quebec payroll. Making it an excellent choice for any Canadian business.
- Meridian Farm Market
- Standard Motors
- Oxford Learning Centre
- Statoil Canada
The price for Payworks’ payroll software is a monthly base fee of $20.90 and an additional $2 per employee.
Best For
Small businesses, corporations, and franchises especially.
I primarily use Payworks to set up and manage payroll schedules, process salaries and payments, handle human resources operations, and manage tax matters. I also use this tool as a filing system for employee records, onboarding, offboarding, benefits, and other administrative tasks.
This tool provides resources and job aids for HR processes and manages employee compensation and their journey within the company. Its self-service feature makes it easy for employees to review their portal, where they can access their pay stubs, request time off, add overtime, and bank their time.
- Payworks offers a one-stop-shop for queries regarding payroll, HRM, compensation, and employee management systems and records, which makes the processes efficient and effective and reduces the need for multiple HRM tools.
- It provides real-time data for employees and the company, allowing you to customize any report related to payroll, compensation, time off, overtime, and banked time.
- It ensures compliance with labor laws and provides security measures to protect both employees' and the company’s confidential information.
- Payworks is user-friendly; you don’t need to be an HR expert to navigate through the tool.
We wanted an accurate payroll system for our company’s HRM, compensation, and employee management processes that would reduce our administrative tasks and improve efficiency and accuracy. We needed a tool that helps us comply with provincial and federal labor laws.
Prior to Payworks, we were completing all the tasks manually, which was time-consuming and often prone to human errors. This tool has provided us with a one-stop-shop platform that simplifies the process, provides accurate data, complies with labor laws, and increases the efficiency and effectiveness of our HR operations.
- Sometimes, it is challenging to integrate Payworks with other systems and software, which impacts workflow and data management.
- Some of the reporting features may not always be customizable to meet the employer’s needs, which could affect work effectiveness.
- Some features under the Human Resources tabs are underutilized, as there is an opportunity to make them more customizable to cater to clients' needs.
The biggest value-added feature is having a dedicated case manager for your company, which makes a significant difference in utilizing this tool to its fullest. The ease of use helps reduce training time and errors. Even if you don’t have an HR expert on your team, they help you understand the processes and impacts of the tool. They provide many resources and articles with step-by-step guidance to address any HR-related queries. It also offers reporting and analytics tools that provide valuable insights into workforce metrics, payroll data, and HR trends.
When buying a tool, one should always consider a user-friendly platform that can be a one-stop shop for both employees and employers. It should offer features that meet specific HR needs. Investing in a good platform that reduces data duplication and improves efficiency across the board is essential. Lastly, employee confidentiality is very important, and thorough research should be done before making a decision that may impact personal and confidential information.
Payworks continues to refine its processes and operating systems to remain a user-friendly tool for all. This tool has consistently enhanced its features to keep up with changing provincial and federal regulations and laws. Its ongoing enhancements of HR operating systems aim to reduce the amount of extra administrative tasks, allowing employers to invest more in their company’s development and growth. I highly recommend this tool for small to medium-sized businesses looking for an HR solution.
Small to medium-sized businesses can certainly benefit from Payworks.
In my opinion, Payworks may not be a good fit for large organizations with over 100 people.
Wave Payroll
It is very affordable, easy to use, and its accounting software is free to use as an add-on.
PROS
CONS
A subsidiary of Wave Financial, Wave Payroll is a management solution designed to simplify and automate payroll processes. It is primarily built for payroll but you can connect the software to the Wave accounting platform for heavy-duty accounting such as invoicing and receipt management.
Wave payroll costs a $20 base fee per month and an additional $6 per active employee or independent contractor paid. Also, you get a 30-day free trial with Wave Payroll.
Best For
Freelancers, small businesses, and sole proprietorships with very few employees (<50).
I use Wave Payroll to automate monthly payments to our employees. The tool helps me account for monthly labor spending and create financial reports for company executives. I integrate it with payment systems like Stripe and PayPal to collect payments from investors, partners, and clients. I also use it for auditing the Human Resources department and managing all banking activities.
The integration with PayPal and Stripe is seamless. The customer support team is responsive and helpful. The auto-syncing feature fetches bank statements and records in real time. The user interface is intuitive and easy to navigate.
Our company faced the challenge of automating payouts to employees in different locations. Sending manual payments to each employee was tedious, and generating financial reports and tracking labor costs was difficult.
Wave Payroll helped us solve this by ensuring timely payments to all employees, regardless of their bank. The tool has streamlined our payment processes while maintaining thorough record-keeping.
Additionally, Wave Payroll enables us to collect payments from partners and clients. I have used the software for three and a half years, managing employee payouts as an HR business partner.
I have use the software for three and half years managing employees and their payouts as an HR business partner
The balance sheet and cash flow management modules need significant improvement as they are not user-friendly. The cost of the tool increases with more users, making it less scalable. It has limited integration with banks and payment processors, complicating auto payments to employees in other countries.
Wave Payroll offers more affordable pricing and supports both employee payroll and business accounting at the same price, unlike many competitors.
Consider the location of your employees, as the tool is best suited for those in the US and Canada. Evaluate the pricing of the tool relative to the number of users you plan to onboard.
They have added more banks to the tool since we first implemented it.
Wave Payroll is ideal for Human Resources and Finance departments in bigger businesses.
Wave Payroll may not be suitable for smaller businesses or companies that only hire a few people in specific locations.
Humi
Humi lets HR managers improve benefits administration by centralizing information about benefits cards, health spends, employee profiles, and multi-level plans on a single platform.
PROS
CONS
Humi is designed to help small to medium-sized businesses (SMBs) automate payroll and HR tasks. A peculiar feature of Humi is that you get your HR and payroll in one place, thereby eliminating dual entry.
The fully integrated system is easy to use and can literally run payroll in just three clicks.
To get the price of their payroll package, you will have to reach out to get a quote as they do not disclose their prices.
Best For
Canadian SMBs with 5 to 500 employees
Knit People
It is 100% Canadian and you can set up the platform to run your payroll on autopilot.
PROS
CONS
Knit people is a Canadian payroll software company that provides simplistic HR and payroll solutions for small and medium-sized businesses. Being 100% Canadian, Knit keeps up-to-date on tax and employment legislation in Canada, thereby helping you stay compliant with strict tax legislation in places like Ontario and Quebec.
Unlike other systems, this Canadian payroll software performs some complex operations that are peculiar to Canadian businesses like WSIB reporting, ROE filing, and employee health tax (EHT) remuneration for companies that are in Ontario or have employees that reside in the province.
The software is also easy to set up and it features a very simple user interface.
Knit people’s payroll software goes for a flat rate of $39.00 per feature per month.
Best For
Startups, small and medium-sized businesses, as well as accountants that manage payroll for their clients.
Push Operations
Push Operations offer an integrated solution with all your operations (payroll, time tracking, etc., in one tidy interface).
PROS
- Seamless integration with POS systems
- Proactively prevents break violations with timely alerts for enhanced compliance
- Tailored reporting options to extract precise insights for informed decision-making
- POS system integration
- Eliminate break violations through proactive alerts
- Customized reporting
CONS
- Some of the users we consulted raised concerns about the intuitiveness of the interface, prolonged loading times, and occasional unexpected logouts from the platform.
- Some users have reported issues like a confusing interface, long loading times, and the platform logging out randomly.
Push operations provide a fully integrated solution that allows you to utilize data from scheduling, time tracking, and other HR applications in your payroll activities.
They offer robust features that are ideal for Canadian businesses of any type. However, due to their integrated functionality, they are specifically good for businesses with hourly employees. Note that Push Operations only offer payroll as an add-on. They are more of an HR product that caters to the needs of small Canadian businesses.
Push Operations has three base plans - Starter, Pro, and Premium. The Starter plan costs $4 per employee per month, Pro costs $5 per employee per month, and Premium costs $8 per employee per month. To get payroll as an add-on, you have to pay an additional $6 per employee per month with any of these plans.
Best For
Businesses that have hourly employees and multi-locational businesses with 50 employees or more.
PapayaGlobal
Papaya Global simplifies payroll and benefits management for Canadian employees and contractors, regardless of location. Operating in over 160 countries, their EOR model ensures seamless operations.
PROS
- Papaya ensures swift payouts within 72 hours across 160+ countries.
- Personalized health plans for employees, tailored to their location, accessible through web and mobile platforms.
- Transparent pricing with a 60-day money-back guarantee.
- Dedicated customer success managers in your time zone for localized support.
- Starter monthly fee is reduced to $12 per employee for full-service payroll.
- Papaya Global packs the EOR services you need to do global payroll and employment compliantly in over 160 countries.
- Automated payments in over 100 currencies, 80 of them directly to the worker's bank account through its global banking partners.
- Dedicated customer support providing locations-specific knowledge regarding employment and payroll.
- End-to-end payroll guaranteed payouts in 72 hours.
- Offers four standalone solutions: data and insights, supplemental benefits & immigration support, payment services, and employee data management, making the platform more affordable and scalable.
CONS
- Limited local entities in certain operational countries; no tax penalty guarantee available.
- No provision for a free trial or plan.
- Additional costs include setup, onboarding, cycle per employee, and year-end fees, along with a refundable deposit.
- Limited integration options but access to free pre-built APIs and custom API integrations.
- No free trial or free plan.
- Doesn’t own entities in all the countries it serves. The platform forms relationships with existing local in-country partners to handle employment in a specific region on the client’s behalf.
- BI analytics reports and global immigration services cost additional fees.
- Charges extra fees for setup, onboarding, employee cycle, and tax filing. Also requires a refundable deposit.
- Built-in integration options aren’t very robust. However, the platform does offer pre-built APIs, SFTP, and custom API integrations for free.
Papaya Global is a good choice for Canadian businesses looking to pay workforces comprised of local and overseas employees. You can make sure to adhere to both Canadian and international regulations when it comes to payroll, benefits, and equity.
Their platform, which we’ve been following since early 2021, is one of the pioneering tools of the global payroll software industry. They put a software face on an employer-of-record model, making it a breeze to manage employees— and Contractors— in their 160+ jurisdictions.
The pricing, of course, varies with each scenario. That said, one of the things we appreciate about Papaya is that they have a fairly flexible offering. Regardless of your mix of Canadian and international employees, they can likely propose a package that suits your needs. The same goes for managing payroll across provinces.
Johnson & Johnson, Deezer, Wix, Fiverr, Microsoft, Intel, Toyota
- Full-Service Payroll service: Starts at $12 per employee per month, with flexible options based on operational needs.
- Payroll Platform License service: Begins at $3 per employee per location for tech upgrades.
- Data and Insights Platform License service: From $150 per employee per month, offering real-time analytics on payroll costs and headcount.
- Payments-as-a-Service service: Starting at $3 per employee per month, delivering a dedicated workforce payment platform.
- Global EOR plan: Ranges from $650 to $1000 per employee per month for comprehensive EOR management.
- Contractor Management & IC Compliance plan: Tailored services for outsourced contractors, starting at $2 per contractor per month.
- Global expertise services: Starting at $190 per month per employee, this lets you add the global health plan, immigration support, and global equity for employees.
Best For
Papaya Global is an excellent choice for Canadian businesses seeking to streamline global payroll and benefits operations, particularly for those with international hires within Papaya Global’s extensive country coverage.
We use PapayaGlobal daily as a central tool in our HR department to streamline and manage our international payroll and employee data. The key workflows include onboarding new hires in different countries, processing multi-country payroll, ensuring compliance with local employment laws, and managing employee benefits. The platform’s ability to handle these complex, often varying requirements across different jurisdictions is crucial for maintaining operational efficiency and regulatory compliance. Additionally, we frequently utilize its analytics features to track and analyze workforce costs and performance globally.
- Comprehensive Global Management: PapayaGlobal excels in managing multinational payroll and compliance, which is critical for our global operations.
- User-Friendly Interface: The platform is intuitive and easy to navigate, making complex tasks more manageable.
- Efficient Automation: It automates many tedious processes involved in international HR management, significantly reducing the administrative burden.
LMC chose PapayaGlobal to address the challenges of managing a diverse, international workforce, including payroll complexities, compliance issues, and employee administration across multiple countries. We have been using PapayaGlobal for over a year, appreciating its seamless integration of payroll services with clear compliance tracking and benefits management. The platform’s robust reporting features and user-friendly interface have significantly improved our HR operations, making it easier to manage global employees effectively and ensure compliance with various international laws.
- Occasional Delays in Updates: Sometimes, updates to regulations aren't as prompt as they could be, which can be a compliance concern.
- Customization Limitations: While PapayaGlobal offers robust features, some aspects of the platform lack deep customization options that could better fit specific organizational needs.
- Cost Considerations: For smaller operations within our company, the cost can be somewhat prohibitive, making it less ideal for less complex needs.
PapayaGlobal stands out from its competitors primarily through its exceptional focus on automating and integrating payroll processes across multiple countries. It is exceptionally well-suited for companies with a global workforce. Unlike some competitors that may only offer essential international payroll services, PapayaGlobal provides comprehensive compliance management, real-time reporting, and detailed analytics that help organizations navigate the complexities of global employment laws and regulations. This integration and focus on compliance are what many users, including myself, find most beneficial compared to other platforms that may be broader in scope.
- Global Compliance Capabilities: Ensure the tool efficiently manages global compliance requirements, essential for multinational operations.
- Integration with Existing Systems: Check that the tool integrates seamlessly with your current HR systems to streamline processes without redundancies.
- Scalability: Assess whether the tool can scale according to your business growth, especially if you plan to expand into new markets.
- User Experience: Consider the ease of use and learning curve associated with the tool, as this will affect adoption rates across your organization.
PapayaGlobal has evolved significantly to meet users' needs by enhancing its technology for better automation and accuracy in global payroll processes. They have improved their platform's user interface to make it more intuitive and accessible, facilitating easier navigation and data management. Additionally, PapayaGlobal has expanded its compliance features to cover more countries comprehensively, ensuring businesses comply with local regulations as they scale globally. These updates reflect their commitment to addressing the challenges faced by their users in managing international workforces.
PapayaGlobal is particularly well-suited for medium to large organizations that operate on a global scale and require robust solutions for managing international payroll, compliance, and employee management across multiple jurisdictions. It excels for companies that need efficient, scalable solutions to handle diverse workforce needs across different countries, particularly where compliance with local employment laws is a critical concern.
PapayaGlobal may not be the best fit for small businesses or startups that primarily operate within a single country and do not require complex international payroll solutions. Its comprehensive features and focus on multinational compliance and payroll processes might be more than what is needed for smaller, domestically-focused organizations, potentially making it a less cost-effective option for them.
Canadian Payroll Software Use Cases
Earlier on we mentioned that it is important to pay attention to the software you choose to run your payroll, hence the review of the payroll vendors above. However, we never really mentioned the general manner in which these payroll systems can be useful. Here are some use cases for a typical Canadian payroll software:
- Recruiting support: Payroll systems can help in the recruiting process by providing support like background checks to improve your chances of making a good hire.
- Business management: Most, if not all, Canadian payroll software offer reporting and analytics which can provide insights that can be crucial in key business decision-making.
- Onboarding: Some Canadian payroll systems offer onboarding tools to help new hires acclimate with their new work environment.
- Human capital management: Payroll software makes gathering employee data (personal, banking, financial, tax, etc.) much easier and well-coordinated.
Pitfalls To Avoid When Buying Payroll Software for Canada
The main pitfall you need to be aware of in Canadian payroll software is the inability to process multi-provincial payroll. Many times, employers get into business with a payroll vendor only to find out they cannot run Quebec or Ontario payroll. The tax laws in these regions are strict and they change a lot. Only a few established payroll vendors like Ceridian and ADP, or fully Canadian vendors like Knit and Rise people have the resources to keep track of these changing laws in order to stay compliant.
For employees based outside of Canada, employer of record companies are a convenient solution.
Benefits and ROI of Using Canada-Specific Payroll Software
Payroll is a very complicated and exhausting process. It is even more complex in Canada, where the premiums and insurances to be deducted differ from province to province. If you resort to outsourcing your payroll, you should be ready to pay up to $200 per employee per year.
Using payroll software and potentially employing the services of a professional employer organization can make a world of difference in your finances. Contrary to the $200 you have to pay per employee, a typical payroll software vendor will charge you, at most, $10 per employee per month. Totalling $120 per employee per year.
Payroll systems also save you time. Quickbooks, for example, can save you up to 40 hours per month. Calculating these man-hours, you will be saving a lot of money that can be recycled into the business. Still on Quickbook, because it saves users up to 40 hours per month, you can potentially save $3,000 in tax savings. The same goes for other payroll software that is equally efficient.
Furthermore, payroll systems are constantly up-to-date with local and international laws on payroll and taxes. This protects users from lawsuits and fines resulting from non-compliance.
Besides, as you keep expanding, you would want to conduct your payroll operations in-house and that is possible with the right payroll software. All in all, the right payroll systems can be a great investment in the short and long run.
Canadian Payroll Software Pricing Models
When it comes to Canadian payroll software, there are two major pricing models, and most times, vendors prefer to combine both models. So what are these two pricing models you ask?
- Flat rate: In this pricing model, vendors charge you a fixed price per month or annually, depending on which you prefer. If you are going to be using vendors that charge a fixed rate, it is best you choose the annual plan because it always comes with a discount. And it is worth it in the long run.
The good thing about this model is that you can run payroll for as many employees as you want without paying a dime extra. You can also bring in new hires without having to worry about incurring additional costs. This pricing model is fit for small businesses looking to grow and expand. - Per employee per month: This model is self-explanatory and just a few Canadian Payroll Software vendors offer this type of pricing model solely. Usually, this model comes with a fixed base price you need to pay per month, then an additional amount for the number of employees you choose to run their payroll. This model is fit for businesses that have a lot of contracted employees.
Key Features You Should Look Out For in Canadian Payroll Software
There are several payroll management systems in the market, each with its defining features and attributes. As an employer, human resource manager, or payroll officer, it is imperative you choose one that specifically addresses the needs of your business. In doing so, however, you must look out for these features in any Canadian payroll software you choose:
Compliance
One thing about Canada is that the law changes as you move from province to province, especially tax laws. For example, it is compulsory for employers to pay what is known as the employee health tax (EHT) in Ontario and British Columbia. This is not the case in other provinces. Whatever Canadian payroll software you choose, it must have an adept understanding of Canada’s provincial tax laws.
Tax Management
This is perhaps one of the most important features you should look out for. Your Canadian payroll software must be able to remit monthly, quarterly, or bi-monthly (depending on your preference) tax deductions to the appropriate agencies - the REVENU Quebec for the province of Quebec, and the Canadian Revenue Agency (CRA) for other provinces in Canada. The software must be able to calculate and deduct the three basic tax remittances accurately and according to recent rates. These deductions include income tax, the Canada Pension Plan (CPP) contributions, and employment insurance(EI) premiums.
Direct Deposit
The whole point of having a payroll management solution is so you can pay your employees on time and with ease while staying compliant. A direct deposit option eliminates the stress of going to cash a cheque in a bank, and you also save time and money by avoiding printing paychecks.
Reporting
Your Canadian payroll software should be able to generate important reports when you need them. Reports like pre-post payroll journal, pay run audit report, cash requirement reports, and so on, ensure your pay run is error-free. Reports and analytics also provide insight into the financial aspects of the business.
Demo Questions to ask Your Canadian Payroll Software Providers
Payroll software vendors usually provide demos so you can get acquainted with their system before you commit. We recommend you schedule demos with several payroll vendors to arrive at the one that best suits your business and preferences. We have curated some questions you can ask during this process:
- How much does your service cost for my business (number of employees)
- Does your software allow for multiple users?
- What additional service do you provide?
- How will the pricing change when I want to scale?
- Can your system generate a record of employment (ROE)?
- Can my employees view their pay statements and T4's online?
- Does your system integrate with other business management tools? If so, what are they?
- How much control do I have over the payroll process?
- Does your software automatically submit my CRA, WCB, or WSIB remittances?
- Do you handle Alberta and Quebec payroll?
- Do you handle international payroll?
- What are the measures you have put in place to ensure you stay on top of Canada’s changing tax laws?
- Does your software automatically upload the EFT file (Electronic Funds Transfer) to my company's bank?
- What are your payment options?
- What metrics have you used to prove the effectiveness of your solution, and where can I see these in my analytics dashboard?
- Does your software allow for mid-month advances or special pay runs?
- Besides Canada Pension Plan (CPP) contributions and Employee Insurance (EI) premiums, what other premiums, deductions, and contributions do you remit?
Implementation: How do You Get Started With the Best Canadian Payroll Software?
We have mentioned 10 different payroll systems in this review and all of them have their unique interface and functionality. No matter the differences, setting up and running with these Canadian payroll solutions typically follows the same procedure:
- Set up: The first thing you want to do with your payroll software is to set it up to run per your business policies. Policies around holidays (paid or not), general benefits (like accommodation, etc) should be inputted in the system so when the payroll is to be run, these policies will take effect. The setup stage also involves you inputting your business information (business name, location, business number, etc) into the system.
- Add Employees: The next thing you want to do is add employees. Most systems allow you to add employees to tabs where you can fill in all their necessary information and allocate a monthly salary. While filling the employee tabs, you will be required to collect their TD1 forms and add their tax codes.
- Run Payroll: After setting up your system and adding your employees, the next step is to pay them. Some payroll software can automate this process - all you have to do is input the pay frequency and necessary tax information, and the system will run the calculations, deduct the taxes, and pay the employee the net salary after all the deductions. We, however, advise you to manually control some aspects of this process. For example, when an employee has reached the maximum Canadian Pension Plan (CPP) annual contribution before the year runs out, you can “uncheck” this deduction to avoid inaccurate tax remittance which, in turn, affects the employee’s pay and payroll data.
- Make Remittance: Most Canadian payroll software will automatically calculate and deduct remittances from the wages you paid your employees. Some go a step further by actually filing and submitting these remittances to the CRA or REVENU Quebec, depending on your province.
- File T4s/ T4As/ Releve 1s: At the end of the year, your payroll software will file your end-of-year summaries and distribute them to your employees.
In most payroll software, customer success representatives, who are Canadian payroll experts, help with the aforementioned procedures. If you are a new business set up in Canada or perhaps you simply need help navigating the turbulent waters that are business payroll, you shouldn’t have any problems.
Others are self-service putting you solely in charge. Again, these payroll software vendors are here to serve your specific needs. Whatever your preference, there is always a solution for you.
FAQs
What is payroll software?
Payroll software is a cloud-based solution that provides automated payments to employees of a business organization. Payroll software helps with anything from filing taxes, generating reports, storing data, and so on.
Why is Quebec’s payroll different from other provinces?
Canada’s system of government allows for different provinces to enact their own statutory laws.
Unlike other provinces where you have to pay Canada Pension Plan (CPP), in Quebec, employees pay the Quebec Pension Plan (QPP) and this differs in rates.
Moreover, while you submit remittances to the Canada Revenue Service (CRA) in other provinces, you submit to REVENU Quebec in the province of Quebec.
What is the best Canadian payroll software for small businesses?
All the payroll software companies we mentioned here, such as Push Operations, Humi, Intuit, and Ceridian Dayforce, are great bets for most Canadian companies. For small businesses processing payroll in Canada, the following are even better:
- WagePoint
- Payworks
- Wave Payroll
- Rise People
Last Advice About Buying Canadian Payroll Software
If you’ve made it this far, you will likely choose a payroll solution that fits your business perfectly. That being said, we recommend you always follow SSAFE - Security, Support, Affordability, Features, and Ease of use. Once all those are in place, you are very likely to end up with a good deal.
As a final word, if your business involves hiring a lot of remote employees outside Canada, you will want to be compliant with international legislation in their respective regions. Choosing one of the best international payroll companies to run your payroll is your best bet. You get to pay your employees with ease without having to worry about whether or not you are breaking any laws.
About Us
- Our goal at SSR is to help HR and recruiting teams to find and buy the right software for their needs.
- Our site is free to use as some vendors will pay us for web traffic.
- SSR lists all companies we feel are top vendors - not just those who pay us - in our comprehensive directories full of the advice needed to make the right purchase decision for your HR team.
