Payroll Software Costs, Pricing Models and 2026 Rules
How payroll and HR software is priced in Australia, and the payroll rules any system must handle in 2026–27.
payroll and HR software comparison
Payroll and HR software for Australian employers, compared by fit and costed over three years
Work out what a payroll or HR system will really cost per employee, which type fits your awards, rosters and headcount, and what it must do now that super is paid every payday.
- Software types and pricing models compared, with illustrative ranges only
- STP Phase 2, Payday Super, payslips and award rules as they apply in 2026–27
- Calculators for per-employee cost, renewal uplifts and award-automation payback
Explore by topic
Worked Costings and Selection Checklists
Step-by-step costings, payback examples and checklists for choosing payroll and HR software that fits.
Payroll Pitfalls, Switching Risks and Official Sources
Where payroll software projects go wrong, how to switch safely, and the official bodies to check and contact.
Start here
Worked Costings and Selection Checklists
How to choose payroll and HR software in Australia: a step-by-step selection process
A practical eight-step process for choosing payroll and HR software that fits your awards, rosters and headcount, from requirements and trials to costing and contract checks.
Payroll Software Costs, Pricing Models and 2026 Rules
Payday Super and payroll software: what your system must do since 1 July 2026
What Payday Super means for payroll software in 2026–27, from qualifying earnings and the 12% rate to paying with every pay run, the 7-business-day rule and the clearing house closure.
Payroll Software Costs, Pricing Models and 2026 Rules
Payroll and HR software comparison for Australian employers: types, costs and 2026 rules
Compare payroll and HR software types for Australian small and mid-sized employers, the cost lines that drive the price, and the 2026–27 rules any system must handle.
Worked Costings and Selection Checklists
Payroll and HR software 3-year total cost of ownership: a worked example with two options
A line-by-line 3-year TCO for payroll and HR software at a 60-employee Australian business, with headcount growth, renewal uplifts, USD pricing, one-off costs and internal time.
Payroll Pitfalls, Switching Risks and Official Sources
Payroll software pitfalls in Australia, and the official sources that help you fix them
The payroll and HR software failures that cost Australian employers most, from award misconfiguration and late super to bad migrations, and which official body to check or contact for each.
Payroll Software Costs, Pricing Models and 2026 Rules
Payroll software pricing models: per employee per month, base fees, tiers and add-ons
How payroll and HR software is priced in Australia, from per-employee monthly fees and minimums to tiers, add-ons and annual contracts, with illustrative worked comparisons.
Tools
Monthly payroll and HR software cost estimator
Estimate a low–high monthly cost for payroll or HR software from your headcount, an illustrative per-employee price band and any fixed monthly base fee or add-ons.
Payroll software renewal uplift calculator
Work out next year's payroll or HR software bill from your current annual cost, the renewal uplift, extra employees at the new price and new add-on charges.
Award interpretation and payroll automation payback calculator
See how long automated award interpretation, timesheets and pay runs take to pay back their one-off cost from the payroll and timesheet time they save.
Payroll and HR software selection checklist
Tick through compliance, award, cost, integration, data and contract checks before you commit to payroll or HR software.
Payroll and HR software types compared
| Software type | How it is usually priced (illustrative) | Best fit for | Watch out for |
|---|---|---|---|
| Payroll inside cloud accounting software (e.g. the payroll features of Xero, MYOB or QuickBooks Online) | Included in some accounting plans up to a set number of employees, then a per-employee add-on | Owner-run businesses with a few staff on simple pay arrangements | Limited award interpretation and rostering; employee caps per plan; plan changes can move payroll to a higher tier |
| Standalone payroll software | Per employee per month, sometimes with a minimum monthly fee | Businesses with a bookkeeper or payroll officer, 5–100 staff, one or two awards | HR features are thin; check super payment method, bank files and accounting integration |
| Payroll plus HR platform (HRIS), e.g. Employment Hero-type suites | Per employee per month in bundled tiers; annual contracts common | 20–300 staff wanting onboarding, documents, leave and self-service in one place | Tier jumps for one needed feature; per-employee price applies to every active record |
| Workforce management (rostering, time and attendance, award interpretation), e.g. Deputy, Tanda or Humanforce-type tools | Per active user per month, plus time-clock hardware or kiosk devices | Hospitality, retail, aged care, health and other shift-based, award-heavy workforces | Award configuration still needs checking; sync errors between roster, timesheet and payroll |
Frequently asked questions
What is the best payroll and HR software in Australia?
There is no single best product; there is a best fit for your headcount, awards, rosters and budget. A café group with many casuals on penalty rates needs strong award interpretation and rostering, while a 10-person consultancy on salaries may need little more than payroll inside its accounting software. Compare software types first, then test shortlisted products with your own timesheets. See the selection guide.
How much does payroll software cost per employee?
Most cloud payroll and HR software is priced per employee per month, sometimes with a base or minimum fee and paid add-ons. Illustrative bands run from about $5–$10 per employee a month for payroll only to $20–$40 for all-in HR platforms, but real prices depend on the tier and contract. Try the cost per employee estimator with your own quote.
Does my payroll software have to support Payday Super?
Since 1 July 2026, employers must pay super guarantee contributions with each payment of wages, and the contribution generally has to reach the employee's fund within 7 business days after pay day. Your payroll software needs to calculate super on qualifying earnings, report it through Single Touch Payroll and send payments every pay run. The ATO's Small Business Superannuation Clearing House closed on 1 July 2026. See the Payday Super guide.
Is STP Phase 2 still required?
Yes. Employers report each payment of salary or wages to the ATO through Single Touch Payroll on or before pay day, using STP Phase 2 reporting, which breaks gross pay into components such as allowances, overtime and leave. Payday Super has added qualifying earnings and super liability to what is reported. Small employers can use any STP-enabled software. See the STP Phase 2 guide.
If the software calculates award pay wrongly, who is responsible?
The employer. Software applies the award rules it is configured with, and a wrong setting can underpay every employee every pay run. Since 1 January 2025, intentional underpayment of wages can be a criminal offence, and civil penalties apply to underpayments generally. Test the configuration, review it after each annual wage review and keep evidence of your checks. See underpayment and payroll software.
When is the best time to switch payroll software?
The cleanest point is the start of a financial year (1 July), because year-to-date figures start from zero. Switching mid-year is common and workable, but year-to-date amounts and leave balances must be carried over accurately and STP reports from both systems need to reconcile. Run at least one parallel pay run before going live. See switching payroll software mid-year.
Do I pay GST on overseas HR software?
Overseas suppliers of digital services generally must charge Australian GST of 10% to customers who are not GST-registered. If your business is registered and you give the supplier your ABN and state that you are registered, the supplier generally should not charge GST. See USD-priced HR software, exchange rates and GST.
How this site is made
Pay Run Fit is an independent information project. Guides are drafted with the help of AI writing tools and checked against official and primary sources before publication; see our Editorial Policy. We are not affiliated with any provider mentioned on the site and do not sell products or services.