payroll services (1)

Top 5 Cloud-Based Payroll Platforms for 2025

If there’s one thing I’ve learned after two decades in business, it’s this: your payroll system can either be a time-saving asset or a never-ending headache. As the owner of a fast-growing HR and payroll consulting firm based in Austin, I’ve worked with everyone from startups to multi-location employers trying to streamline operations, minimize compliance risk, and, frankly, just get people paid correctly and on time.

In today’s market, cloud-based payroll platforms have become the gold standard. They offer real-time access, remote compatibility, automatic updates, and integrations that were unimaginable even five years ago. But not all platforms are created equal—and if you’re choosing one in 2025, you need more than a brand name. You need reliability, compliance tools, great user experience, and responsive support.

Here’s my take on the top five cloud-based payroll platforms you should be considering this year—and why they’ve earned a place on my shortlist.

1. Gusto – Best All-in-One Payroll and HR for Small Businesses

Gusto has become a favorite for small to mid-sized businesses, and it’s easy to see why. Their cloud platform blends payroll, benefits, time tracking, and onboarding into one modern dashboard. Their automation is solid—you can set payroll to run itself—plus they file payroll taxes and year-end forms (W-2s and 1099s) for you.

What I like most is that Gusto doesn’t feel overwhelming. Even non-HR pros can navigate it with ease. For growing teams who want built-in benefits administration and employee self-service, Gusto is often the best first step into fully managed payroll.

Great for: Startups, remote teams, companies without a dedicated HR person

2. ADP RUN – Best for Scalability and Compliance

If you’re a growing business or already in the mid-market range, ADP RUN offers a robust cloud payroll platform that scales well. I’ve helped several clients migrate to ADP from outdated systems, and the difference is dramatic.

The platform automates tax filings, handles multi-state compliance, and gives you access to dedicated HR support if needed. ADP also has add-ons for everything from employee background checks to retirement planning.

Yes, it’s a bit pricier than smaller platforms—but when you’re managing multiple departments or job codes, the functionality pays off.

Great for: Multi-state employers, businesses preparing to scale, high-compliance industries

3. OnPay – Best Value for Growing Teams

OnPay doesn’t get the same press as the big players, but it’s one of the most intuitive, budget-friendly platforms I’ve come across. It’s cloud-based, covers unlimited payroll runs, and includes full tax filing in all 50 states—all for one flat rate.

The platform also includes features you’d expect to pay extra for, like PTO tracking, new hire reporting, and health benefits management. Their customer service is U.S.-based and consistently responsive, which matters more than most companies realize—especially when something time-sensitive comes up.

Great for: Budget-conscious businesses, nonprofits, franchise owners

4. Paychex Flex – Best for HR-Heavy Workflows

Paychex has long been a trusted name in payroll, but Paychex Flex makes them competitive in the modern cloud-based space. This platform shines when you need a mix of payroll, HR, and benefits administration tools under one roof—with the backing of a team that’s dealt with every edge case under the sun.

I’ve worked with several companies using Paychex who loved having a single platform to handle time clocks, garnishments, 401(k) deductions, and compliance—all while offering employees a modern experience through the Paychex app.

Great for: Businesses with complex HR needs, compliance-heavy industries, companies upgrading from manual payroll

5. Rippling – Best for Tech-Savvy Teams Who Want Full Automation

Rippling is the future-forward option on this list. It’s built for companies that want fully integrated employee management, not just payroll. From a single platform, you can handle payroll, benefits, device management, app permissions, and even IT onboarding.

While Rippling’s pricing is modular (you pay based on the features you need), I’ve seen it deliver huge time savings for tech companies, remote teams, and businesses that live and breathe automation.

Get Matched With Local Companies

The payroll interface is lightning-fast, and integrations with tools like Slack, Zoom, and Google Workspace are seamless.

Great for: Tech startups, hybrid teams, process-driven businesses that want everything in sync

Choosing the right cloud-based payroll platform isn’t just about features—it’s about fit. You need a system that’s right-sized for your current team but capable of growing with you. You want automation, yes—but also accuracy, support, and confidence that your employees are getting what they’ve earned, without costly mistakes or IRS penalties. Let’s take a look at a comparison of the top payroll services:

PlatformStarting PriceFull Tax FilingHR FeaturesIdeal Business SizeStandout Feature
Gusto$40 + $6/empYesYesSmall to midsizeEase of use
ADP RUNCustom pricingYesYesMidsize +Scalability & support
OnPay$40 + $6/empYesLimitedSmallBest value
Paychex FlexCustom pricingYesYesMidsize to largeFull-service HR
RipplingModularYesYesTech-savvy teamsApp/device integration

I always recommend starting with a demo, asking pointed questions about tax filing, customer support, and integration options, and involving whoever actually runs payroll in the decision-making process. After all, the best payroll system isn’t the one with the fanciest interface—it’s the one that makes your life easier every single payday.

How to Choose the Right Cloud-Based Payroll Platform for Your Business

Reading reviews and comparing features is a great start—but choosing the right payroll platform goes beyond that. In my work with business owners across industries, I’ve found that the best system is the one that fits your operations, not just your budget.

If you’re feeling stuck between multiple great options, here’s how to break it down based on your company’s structure and priorities:

Who’s Running Payroll?

If your payroll is handled by a non-HR professional—maybe it’s the office manager, the business owner, or an assistant wearing ten other hats—go for a system with a simple interface and great automation.

Look at: Gusto or OnPay
These are intuitive and require minimal training, which means fewer mistakes and less time wasted on payday.

How Complex Are Your Needs?

Do you have contractors, salaried employees, and hourly staff all under one roof? Do you need to manage garnishments, commissions, or multi-state compliance?

Look at: ADP RUN or Paychex Flex
These platforms can handle complex workflows, track compliance requirements by state, and offer hands-on support when things get technical.

Paychex Employee Self-Service Portal

How Much HR Support Do You Need?

If you’re growing fast and need help managing PTO, benefits, onboarding, or even employee handbooks, then full HR integration should be a priority.

Look at: Gusto, Paychex Flex, or Rippling
All three provide HR modules that grow with your business. Rippling is especially great if you also want to manage IT permissions and devices alongside HR tasks.

Are You Fully Remote or Hybrid?

If your workforce is distributed or working in hybrid roles, cloud-based access isn’t just nice to have—it’s essential. You need a system that employees can log into from anywhere and that integrates easily with remote work tools.

Look at: Rippling or Gusto
Both platforms have seamless remote capabilities and great mobile access. Rippling even manages devices and app logins for your team, which can be a huge asset for fast-scaling tech companies.

What’s Your Budget?

If you’re trying to keep costs lean without sacrificing compliance or tax filing support, you’ll want a platform that’s transparent with pricing and doesn’t charge extra for basic features.

Look at: OnPay
It’s one of the most budget-friendly services I’ve recommended—and it still includes full tax filing, direct deposit, and multi-state support.

No matter which platform you lean toward, always request a demo and ask:

  • How is pricing structured as we grow?
  • Are support agents U.S.-based or outsourced?
  • Will my team have mobile access?
  • Can the system grow into HR and benefits as we scale?

The answers to those questions will help clarify whether a platform is the right match—not just for today, but for where your business is headed.


About the Author
I’m Jessica Langford, a graduate of the University of Texas at Austin with a bachelor’s degree in Accounting and Finance. I’m the owner of Langford Payroll Solutions, a successful HR and payroll consulting firm based in Austin, Texas, serving clients for over 14 years. As a writer and editor for Kwote Advisor, I specialize in helping business owners choose smarter systems that support compliance, save money, and scale with confidence.

Leave a Comment

Your email address will not be published. Required fields are marked *

Scroll to Top