Payroll and HR software types compared
The main kinds of payroll and HR software used by Australian employers, how they are usually priced, who they fit and what to watch for.
This table compares types of payroll and HR software, not individual products. Price descriptions are illustrative patterns, not vendor prices; always price the tier with every feature you need. Vendor names appear only as examples of a category and are not recommendations or rankings. For the arithmetic, use the cost per employee estimator and the 3-year TCO worked example.
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| 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 |
| Global or enterprise HCM and payroll (e.g. Workday, SAP SuccessFactors or ADP-type platforms) | Per employee per year, implementation fees, minimum contract values, often USD-priced | Larger employers, multiple entities or countries, complex enterprise agreements | Long implementations, partner costs, renewal uplifts and exchange-rate exposure |
| Outsourced payroll bureau or managed payroll service | Per payslip or per pay run, plus set-up and year-end fees | Employers without in-house payroll skills or with high staff turnover | You remain legally responsible for wages, super and records; strict cut-off times for changes |
| Low-cost STP solutions for micro employers | Low monthly fee or free tiers aimed at 1–4 employees | Micro employers with very simple pay and no award complexity | Manual award calculations; Payday Super means super has to be handled every pay day |
| Industry-specific payroll (e.g. construction, labour hire, healthcare, NDIS providers) | Per employee plus industry modules (allowances, portable leave schemes, client billing) | Employers whose award and industry rules are unusually complex | Smaller vendor base; check data export, integrations and support hours |
Caveats. Features and plans change often; confirm the current feature list, the definition of a billable employee and the price with each vendor in writing. Payroll software is only as accurate as its configuration: you remain responsible for paying correct wages and super. Prices quoted in USD move with the exchange rate, and GST may apply.
Official sources to check: the Fair Work Ombudsman for pay rates, awards, payslips and record keeping; the Fair Work Commission for modern awards and the annual wage review; the ATO for Single Touch Payroll, PAYG withholding and Payday Super; business.gov.au for employer obligations and payroll tax links; and the OAIC for privacy.