Official prices checked October 29, 2026 · USD

OnPay pricing: turn the worker count into an annual bill

Five billable workers on Payroll Essentials cost $79 per month and $948 for twelve regular-price months: ($49 + $6 × 5) × 12 = $948. This is a subscription subtotal, before applicable sales tax, selected extras and benefit funding. It does not deduct an introductory offer. Count workers included in pay runs, not just people receiving positive pay.

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Separate the base plan from selected products

The OnPay official product rates and bundle table · checked October 29, 2026 lists Payroll Essentials at $49 + $6 per worker monthly, HR at an additional $15 + $2 per worker, and Time Tracking at an additional $15 + $4 per worker. The table below is our annualization at unchanged rates and headcount.

For that same three-product scope, itemized minus bundled is $139 − $120 = $19 monthly, or $1,668 − $1,440 = $228 annually. This is a price-path comparison, not a recommendation to buy extra products. Confirm bundle eligibility, worker coverage and duration before using the annual figure. Do not add the separate HR and time charges again after entering a complete bundle price.

The billable-worker test: zero wages can still create a charge

The OnPay official billing, form-delivery and sales-tax FAQ · checked October 29, 2026 says inclusion in a pay run can trigger the worker fee even with no earnings. Repeated runs do not multiply the monthly person charge. Self-printing forms is free; optional direct mailing is $10 per form. Applicable subscription sales tax is separate.

Make a monthly evidence row for each worker. Record whether the person was included in any run, whether pay was zero, and the invoice cycle. Someone appearing in several runs is still one worker in that month's count. Someone absent from every run should not be casually assumed billable: reconcile their invoice treatment with OnPay.

Combine the last two choices with the baseline: $948 + $24 + $50 = $1,022 known-charge example subtotal. That is $74 above the headline five-worker annual price, because $24 + $50 = $74. Sales tax and other unresolved choices remain pending. Five forms is an assumption, not a rule that every worker generates exactly one form.

A month-by-month reconciliation you can reuse

The annual equation is: sum of each month's base plus person rate × distinct included workers, plus selected annual or per-form charges. Keep a record of billing periods rather than treating a calendar-year wage total as proof of the software bill.

1. Match invoice period and selected product scope.
2. Count distinct included workers, including any zero-pay entries. Keep run evidence without putting employee personal information in a public document.
3. Apply that period's published or contracted price. A midyear product change requires a new row.
4. Keep form delivery, tax and other confirmed charges separate; never count an included service twice.
5. Reconcile the subtotal to the invoice. Leave unexplained differences pending instead of forcing a balancing zero.

Download the fillable OnPay annual reconciliation (CSV)

The file carries the checked date, worked scenarios and blank rows for each monthly billing period. It is an editable ledger, not an invoice, tax calculation or automatic spreadsheet model. Use Included, Not selected or Pending confirmation in its optional-charge status rows.

What remains outside the headline price

OnPay lists tax filing, multi-state payroll and implementation/integration service as included without separate fees on its pricing page. That does not fund wages, employer taxes, insurance premiums or retirement contributions. Put external funding and subscriptions in their own rows.

The current product page also lists Compliance Resources and Live HR Support separately. Obtain the exact selected package in writing; do not assume an older help article's broad feature wording includes every current add-on. We have not verified a historical price series or your renewal terms, so this page makes no price-increase claim. Introductory credits stay pending until their amount, eligible products and billing dates are confirmed.

Transfer only the matched base and worker rates into the annual payroll quote calculator; use separate rows for selected fees and your own transition time. If accounting software is part of the other quote, the Gusto–QuickBooks component table helps identify that scope difference before you compare its total with payroll alone. It is not an OnPay feature comparison.