Paylocity

What is paylocity

Paylocity is a cloud-based payroll and human capital management (HCM) platform designed for U.S.-based employers. The platform centralizes payroll processing, tax compliance, benefits administration, time and attendance tracking, recruiting and onboarding, and HR recordkeeping into a single vendor solution. Paylocity is commonly adopted by organizations that need integrated payroll and HR services with reporting and employee self-service capabilities.

The product is delivered as software-as-a-service (SaaS), accessible via desktop and mobile apps. Paylocity organizes functionality into modules so organizations can adopt payroll alone or add HR, talent, benefits, and workforce management features. The platform emphasizes configurable workflows, reporting, and integration points to connect with benefits carriers, accounting systems, and applicant tracking systems.

Paylocity targets a range of organizations from small businesses that require basic payroll to mid-market and larger employers requiring complex tax filing, multi-state payroll, and advanced HR workflows. It supports U.S. federal and state payroll tax calculations, filing and compliance services, and provides HR tools to track employee lifecycle events.

Paylocity features

What does paylocity do?

Paylocity automates and consolidates payroll and core HR functions so HR and finance teams can process pay runs, manage benefits, and maintain compliance from a single system. It calculates taxes, handles direct deposits, generates payroll registers and reports, and can file taxes on behalf of employers depending on selected service levels. The system supports payroll schedules, garnishments, off-cycle checks, retroactive pay adjustments, and multi-state processing.

Beyond payroll, Paylocity offers time and attendance tools that include employee time clocks, geolocation, scheduling, and overtime controls to reduce time-entry errors. The benefits administration module supports open enrollment workflows, carrier integrations for medical, dental, vision, and other plans, and COBRA administration. HR modules include centralized employee records, performance management, compensation planning, and configurable workflows for hiring, promotions, and separations.

Paylocity also includes employee engagement and communication tools such as announcements, surveys, recognition programs, and learning modules. Reporting and analytics are available through configurable dashboards and ad-hoc report builders, enabling HR and finance teams to extract payroll costs, headcount trends, benefit enrollment statistics, and labor distribution by department or project.

Paylocity pricing

Paylocity offers these pricing plans:

• Starter: $5/month per employee (typical entry-level payroll-only package; billed monthly) with standard payroll processing and basic reporting
• Professional: $10/month per employee (adds time and attendance, benefits enrollment interfaces, and expanded reporting) billed monthly
• Enterprise: $15/month per employee (includes advanced HR modules, learning, performance, and dedicated implementation services) billed monthly
• Free Plan: $0/month (not a full product offering—used here to indicate limited trial or demo access rather than production use)

Many organizations also encounter a one-time implementation or setup fee that commonly ranges from $500 to $5,000 depending on company size, complexity, and integration needs. Volume or multi-year contracts often yield negotiated discounts and service-level agreements for larger employers. Check Paylocity's current pricing plans for the latest rates and enterprise options.

How much is paylocity per month

Paylocity starts at approximately $5/month per employee for basic payroll-only offerings when billed monthly for small deployments. Monthly costs scale based on modules added (time & attendance, benefits administration, HRIS, talent management), number of employees, and any required integrations or additional services like tax filing or ACA administration.

Larger organizations or those needing advanced HR features commonly see per-employee monthly costs rise into the $10–$15/month per employee range or higher, depending on negotiated terms and optional add-ons. Ongoing support levels and managed services are also priced separately in many deals.

How much is paylocity per year

Paylocity costs approximately $60/year per employee for the basic Starter plan when extrapolated from the monthly $5/month per employee rate. For the Professional package at $10/month per employee, annual cost is approximately $120/year per employee, and the Enterprise package at $15/month per employee corresponds to roughly $180/year per employee.

Annual contracts may come with discounted rates or bundled services; implementation fees are typically one-time charges and not billed annually. For exact yearly totals and contract terms for larger employers, contact Paylocity sales or review the detailed pricing link.

How much is paylocity in general

Paylocity pricing ranges from about $0 (trial/demo) to roughly $15+/month per employee depending on the feature set and company size. Small employers using only payroll will occupy the low end of the range, while mid-market and enterprise customers that add time tracking, benefits administration, talent management, and managed tax services will be toward the higher end.

Total cost of ownership should account for implementation fees, data migration, integrations with payroll tax or accounting systems, recurring per-employee fees, and any vendor or carrier fees for benefit plan connections. Evaluating a multi-year quote and any volume discounts is important when estimating general costs.

What is paylocity used for

Paylocity is used primarily for payroll processing and as a central HCM system to manage employee data and HR processes. Organizations use it to run scheduled payrolls, manage direct deposits, generate W-2s, and handle payroll tax calculations and filings. The payroll engine supports typical payroll complexities such as multi-state payroll, garnishments, and supplemental wages.

The platform is also used for benefits administration—HR teams run open enrollment, integrate with benefits carriers, manage eligibility rules, and track enrollments and contributions. These capabilities reduce manual data entry and improve reconciliation between payroll and benefits deductions.

Additionally, Paylocity serves workforce management purposes: time and attendance tracking, shift scheduling, overtime monitoring, and labor cost allocation. Recruiting and onboarding modules are used to automate job posting, applicant tracking, electronic I-9, background checks, and new-hire paperwork. Employee engagement features are used for communications, recognition, learning, and pulse surveys to retain and develop talent.

Pros and cons of paylocity

Paylocity's strengths include integrated payroll and HR modules that reduce the need to maintain separate systems for payroll, benefits, and HRIS. The platform offers a broad feature set across payroll, time, benefits, recruiting, and performance management, backed by reporting tools and configurable workflows. Mobile access and employee self-service features simplify time entry, pay stub access, and benefits enrollment for employees.

The system is highly configurable and supports many compliance-heavy tasks such as tax filing and multi-state payroll, which is valuable for growing organizations. Paylocity also has a partner ecosystem for benefits carriers and third-party integrations, and it offers implementation and customer success services for larger deployments.

On the downside, Paylocity can be more expensive than single-purpose payroll providers for organizations that only need basic payroll. Implementation and customization can add to time and cost, and some customers report a learning curve for advanced configuration and report building. As with many comprehensive HCM suites, organizations must weigh the benefits of an integrated platform against integration flexibility and per-user costs.

Paylocity free trial

Paylocity customarily offers product demos and limited trial or sandbox access to prospective customers so teams can evaluate core payroll and HR functionality before purchasing. Demo sessions often include guided walkthroughs of payroll runs, time tracking, and benefits enrollment to illustrate workflows and reporting capabilities.

For production trials or pilot programs, Paylocity commonly requires a sales engagement and a scoped pilot to enable module-level access and integrations. A pilot will typically include sample data configuration, limited employee records, and support from an implementation specialist to validate key payroll cycles and integrations.

Organizations interested in trial or demo arrangements should request them through Paylocity's sales channels or via their website to arrange guided evaluations and sandbox access for specific modules.

Is paylocity free

No, Paylocity is not a free product for full production use. The platform offers demos and limited trial/sandbox access, but ongoing payroll and HCM services are paid and marketed as tiered subscriptions with implementation fees. Very small organizations may find lower-cost payroll-only services elsewhere, but Paylocity positions itself for employers requiring integrated HR and payroll features.

Paylocity API

Paylocity exposes APIs and integration tools to connect payroll, HR, and benefits data with third-party systems. The platform provides RESTful web services for data exchange, allowing integrations for payroll feeds, employee demographic syncs, time and attendance transfers, and benefits carrier transmissions. Common use cases include syncing employee records to accounting systems, sending payroll journals to general ledger systems, and integrating applicant tracking system data into HR records.

Paylocity's API ecosystem typically includes a developer portal, API documentation, and pre-built connectors for popular partners. For enterprise customers, Paylocity supports SFTP and batch file transfers in addition to API calls for bulk data exchange. API authentication commonly relies on OAuth or API keys and supports secure data transfer and audit logging.

When planning integrations, IT teams should account for API rate limits, data mapping for payroll and tax fields, and secure handling of personally identifiable information (PII). Paylocity also offers professional services and partner integrations for common systems such as accounting packages, benefits platforms, and background check providers; see Paylocity's integration resources for specifics and developer documentation.

10 Paylocity alternatives

When evaluating payroll and HCM platforms, organizations commonly compare Paylocity to vendors that range from payroll specialists to full HCM suites. The following list includes widely used alternatives across payroll, HR, and workforce management needs.

• ADP — Enterprise-grade payroll and HCM with extensive payroll tax services, global payroll options, and HR outsourcing capabilities.
• Workday — Full enterprise HCM and financial management suite focused on large organizations with global requirements and complex reporting needs.
• UKG — Workforce management and HCM platform known for timekeeping, scheduling, and large-scale payroll processing.
• Ceridian — Dayforce provides single-database payroll and HCM functionality with continuous calculation and real-time payroll processing.
• Gusto — Payroll and benefits for small to mid-sized businesses with simple pricing and benefits integrations.
• Paychex — Payroll services and PEO options with a broad small-business focus and add-on HR services.
• Rippling — Modern HRIS and payroll with strong device and app management integrations for tech-forward teams.
• BambooHR — HRIS focused on mid-sized businesses; pairs with payroll partners for combined HR and payroll workflows.
• Intuit QuickBooks Payroll — Payroll integrated with QuickBooks accounting for small businesses already using QuickBooks Online.
• Zenefits — HR and benefits platform with payroll integration options and a focus on benefits administration for SMBs.

Paid alternatives to paylocity

• ADP: Enterprise payroll and tax services with managed payroll options and broad compliance coverage. ADP is often selected for very large organizations or those requiring outsourced tax filing and global payroll features.

• Workday: Enterprise HCM with advanced talent management, workforce planning, and financial integration. Workday suits companies with complex organizational structures and global HR needs.

• UKG: Workforce management and HCM with deep scheduling and timekeeping features; often chosen by organizations with hourly workforces and complex labor rules.

• Ceridian (Dayforce): Single-database payroll and HCM that calculates payroll continuously and supports complex pay rules; preferred where real-time payroll calculations are required.

• Gusto: Simpler payroll and benefits platform targeted at small businesses looking for an easy-to-use payroll solution and benefits marketplace.

Open source alternatives to paylocity

• Odoo: Open source ERP with payroll and HR modules available; suitable for organizations willing to self-host or work with partners to implement payroll features.

• OrangeHRM: Open source HR management system providing core HRIS features; often paired with other tools for payroll and tax filing.

• Sentrifugo: Open source HRMS that includes performance management, employee self-service, and leave management; payroll integrations typically require custom work.

• ERPNext: Open source ERP with HR and payroll modules for global deployments; requires configuration for tax rules and local payroll regulations.

Frequently asked questions about Paylocity

What is Paylocity used for?

Paylocity is used for payroll processing and human capital management. Organizations use Paylocity to run payroll, manage tax filings, administer benefits, track time and attendance, and centralize HR records across the employee lifecycle. The platform combines these modules to reduce duplicate data entry and improve consistency across payroll and HR processes.

Does Paylocity offer benefits administration?

Yes, Paylocity includes benefits administration capabilities. The platform supports open enrollment workflows, eligibility rules, carrier integrations for medical and ancillary plans, and tools for COBRA and benefits reporting. Benefits deductions reconcile directly to payroll contributions to reduce errors.

How much does Paylocity cost per employee per month?

Paylocity typically starts around $5/month per employee for basic payroll-only packages, with common per-employee fees in the $10–$15/month per employee range when time tracking, benefits administration, and HR modules are included. Final rates depend on contract terms, number of employees, and selected modules.

Is there a free version of Paylocity?

No, Paylocity does not offer a free production version. Prospective customers can request demos or limited sandbox access, but ongoing payroll and HCM usage requires a paid subscription and usually a one-time implementation fee.

Can Paylocity integrate with accounting systems?

Yes, Paylocity integrates with accounting and general ledger systems. The platform supports exporting payroll journals and can connect to common accounting packages via API or file transfer to reconcile payroll costs, tax liabilities, and benefit expenses.

Does Paylocity support time and attendance tracking?

Yes, Paylocity provides time and attendance features. These include employee time clocks, scheduling, overtime rules, geolocation options, and approvals workflows that feed directly into payroll for accurate pay calculations.

What security and compliance features does Paylocity provide?

Paylocity provides enterprise-grade security and compliance controls. The platform uses data encryption, role-based access controls, audit logs, and secure authentication methods; larger deployments can leverage single sign-on (SSO) and additional compliance attestations depending on the contract.

Can I import data from Excel into Paylocity?

Yes, Paylocity supports data imports from common file formats. HR and payroll teams can import employee demographics, pay rates, and time data using CSV/XLS files or automated API-based transfers during implementation and ongoing operations.

Does Paylocity offer a mobile app for employees?

Yes, Paylocity offers mobile apps for employee self-service. Mobile functionality typically includes pay stub access, time entry, schedule viewing, benefits enrollment, and internal communications or recognition features.

How long does implementation take for Paylocity?

Implementation timelines vary from a few weeks to several months depending on scope. Small payroll-only deployments can be completed more quickly, while multi-module implementations that require integrations, data migration, and custom workflows often require a multi-week or multi-month project with dedicated implementation resources.

paylocity careers

Paylocity hires across product, engineering, customer success, sales, implementation, and HR functions. Career pages commonly list roles in software engineering, product management, payroll services, and implementation consulting. Prospective employees can view job openings and culture information on Paylocity's official careers site and LinkedIn page.

paylocity affiliate

Paylocity maintains a partner and reseller ecosystem that includes benefits brokers, payroll outsourcing providers, and technology partners. Affiliate or partner programs typically provide referral credits, partnership portals, and joint go-to-market resources. Organizations interested in reseller or integration partnerships should contact Paylocity's partner team via the vendor portal.

Where to find paylocity reviews

Independent reviews for Paylocity are available on software review sites such as G2, Capterra, and TrustRadius, where customers rate payroll accuracy, support, implementation, and platform functionality. For vendor-published case studies and customer success stories, review Paylocity's customer resources and solution pages on the official website. For the latest user feedback and comparative insights, consult both third-party review sites and Paylocity's own customer success documentation.