Patriot Payroll vs QuickBooks: Best Payroll for Small Business?
Patriot Payroll vs QuickBooks: Best Payroll for Small Business?
Patriot Software is one of the most affordable full-service payroll options on the market, while QuickBooks Payroll is the market leader built directly into the world’s most popular small business accounting software. If payroll cost is your primary concern and you’re willing to use separate tools for accounting and payroll, Patriot is worth serious consideration. If you want everything in one place and already use QuickBooks, the built-in payroll is the path of least resistance. Here’s the real comparison.
| Feature / Capability | Patriot Payroll | QuickBooks Payroll |
|---|---|---|
| Best For | Structured Financials & Teams | Fast Adoption & Simplicity |
| Free Plan / Trial | ✅ Available | ✅ Available / Free Trial |
| Invoicing | ✅ Customizable invoices | ✅ Built-in invoicing |
| Expense Tracking | ✅ Automated categorization | ✅ Receipt capture |
| Mobile App | ✅ iOS & Android | ✅ iOS & Android |
| Reporting & Forecasting | Advanced dashboards | Standard reporting |
| Learning Curve | Moderate to Steep | Gentle |
| Integrations | Extensive ecosystem | Core integrations |
Patriot Payroll: Key Features
- Full-Service Payroll: Patriot’s Full Service plan handles federal, state, and local payroll tax filings and deposits automatically — the IRS W-2, 940, and 941 filings are included.
- Basic Accounting Add-On: Patriot offers a separate accounting module that pairs with payroll, creating a low-cost alternative to QuickBooks for businesses that just need basic bookkeeping.
- Contractor Payments: Patriot handles 1099 contractor payments alongside W-2 employee payroll, with automated 1099 filing available on the full-service plan.
- Unlimited Payroll Runs: Run payroll as many times per month as needed with no additional per-run fees — useful for businesses that pay employees on irregular schedules.
- US-Based Support: Patriot offers phone and chat support staffed by US-based team members, with response times that consistently receive positive reviews.
QuickBooks Payroll: Key Features
- Native QuickBooks Integration: QuickBooks Payroll syncs directly with QuickBooks accounting — payroll journal entries, tax liabilities, and expense categorization flow automatically with no manual reconciliation.
- Same-Day Direct Deposit: QuickBooks Premium and Elite plans offer same-day direct deposit — a meaningful advantage for businesses that need payroll flexibility.
- Automated Tax Penalty Protection: QuickBooks Elite guarantees you won’t pay tax penalties due to QuickBooks errors — a confidence-boosting feature for businesses worried about compliance.
- HR and Benefits: Higher QuickBooks Payroll plans include HR support, workers’ comp administration, and access to employee benefits through QuickBooks’ partners.
- Time Tracking Integration: QuickBooks Time (formerly TSheets) integrates directly with payroll for automatic hours-to-paycheck calculation for hourly employees.
Pricing Comparison
- Patriot Payroll Pricing: Basic Payroll at $17/month + $4/employee (you handle tax filings). Full Service Payroll at $37/month + $4/employee (Patriot handles all tax filings). Adding Patriot Accounting is an additional $20/month. Total cost for a 5-employee business: approximately $57/month with full-service payroll.
- QuickBooks Payroll Pricing: Core at $45/month + $5/employee, Premium at $80/month + $8/employee, Elite at $125/month + $10/employee. For a 5-employee business on Core: approximately $70/month. QuickBooks accounting is a separate subscription ($30-$200/month).
Pros and Cons
Patriot Payroll
Pros:
- Significantly lower cost than QuickBooks Payroll at all employee counts.
- Full-service plan handles all tax filings at $37/month base — excellent value.
- US-based customer support with strong satisfaction ratings.
- No contract required — month-to-month with no cancellation fees.
Cons:
- Not natively integrated with QuickBooks — requires manual syncing or import if you use QuickBooks for accounting.
- Less sophisticated HR and benefits features compared to QuickBooks higher tiers.
- No same-day direct deposit option.
- Smaller company means less resources for ongoing product development.
QuickBooks Payroll
Pros:
- Seamless integration with QuickBooks accounting eliminates manual data entry.
- Same-day direct deposit available on Premium and Elite plans.
- Tax penalty protection on Elite plan provides compliance peace of mind.
- Strong HR, benefits, and workers’ comp features on higher plans.
Cons:
- Significantly more expensive than Patriot — especially at scale.
- Requires a QuickBooks accounting subscription for native integration benefits.
- Some users report customer support quality is inconsistent.
Who Should Use Patriot Payroll?
Patriot is the right choice for cost-conscious small businesses with straightforward payroll needs — particularly businesses that don’t use QuickBooks for accounting (or use a different platform like Xero or Wave). If you have 3-20 employees on standard pay schedules and want full-service tax filing at the lowest possible monthly cost, Patriot delivers exceptional value. It’s also worth considering if you’re currently using QuickBooks but overpaying for payroll relative to your actual needs.
Who Should Use QuickBooks Payroll?
QuickBooks Payroll is the practical choice if you already use QuickBooks Online for accounting. The seamless sync between payroll and accounting eliminates a manual data reconciliation step that can cause errors and eat into your time. The premium tiers also make sense for businesses that want HR support, same-day deposit capability, or the tax penalty protection guarantee.
Verdict
Patriot Payroll wins on cost — it’s the most affordable full-service payroll option for US small businesses. QuickBooks Payroll wins on convenience and integration if you’re already in the QuickBooks ecosystem. If saving $20-40/month on payroll matters to your business (and you don’t mind payroll and accounting being separate tools), Patriot is a serious alternative worth trialing.