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Guide to Whirks Small Business Pricing

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    You’re searching for a payroll provider, and it’s a little intimidating. There are so many options out there, and your busy schedule leaves little room for learning a new process. But, your team is growing and processing payroll is eating up too much of your time. 

    We know that having a great payroll partner in your corner allows you to better manage and empower your team. If you’re used to processing payroll on your own, it may feel a bit scary handing it over to a new provider. 

    We started as a small team, and understand the growing pains that happen when your business starts to expand. Over the years, we’ve continued to watch our company and our employee count grow. We’ve changed buildings, names, and logos, challenging ourselves to get one step better every day so we can help small businesses like yours win. 

    Knowing what services you need and how much you’re going to pay for them will ensure that you pick the right payroll partner. Pricing your needs may seem complicated, but understanding the basics will make it a walk in the park. 

    By the end of this article, you’ll know which services best suit your small business needs and how much you’re going to pay for them, whether it’s with us or a different provider. 

    Getting Started with Whirks Fees

    There are three fees to consider when choosing Whirks as a payroll partner:

    1. A one-time implementation fee
    2. An estimated monthly recurring fee
    3. A year-end fee for W2s and 1095s (if applicable)

    We estimate an annualized price for you based on the number of your employees and the services you want. These do not include additional expenses such as check delivery or new hire fees. 

    This annualized price allows you to understand our estimated fees for the year, but it does not mean you are committing to a long-term contract of any kind. Our agreements are month-to-month, so if you want to cancel services, all we need is a written 30-day notice, and we’ll make the transition back as easy as possible. 

    Implementation Fee

    An implementation fee is a one-time fee to transition you to our services, train you, and gather your information. 

    Our team takes care of all the heavy lifting, converting your historical payroll data into our system, adding your current employees and their information onto our platform, and scheduling live training sessions with you and your team based on the specific services you need. 

    This fee is typically 15% of your overall annual cost of service and is charged with the first payroll process we run for you. For example, if your total yearly cost is $2475, then your implementation fee would be $371. 

    To better understand what our implementation process looks like, check out this article.

    Monthly Recurring Fee 

    Next, we need to figure out two things about your business: how many employees do you have, and what services do you need? These 2 factors will determine your monthly cost. 

    Your estimated monthly recurring fee is based on the number of active employees you have in your company, and the specific services you have purchased. This pricing model is known as PEPM (per employee per month)

    With your small team of under 35 employees, you will be charged a monthly base fee of $85, and $4.85 per employee per month for payroll services. Our core payroll services include: 

    • Easy and accurate payroll processing
    • Complete payroll and HR information systems
    • Tax services
    • Employee self-service
    • Direct deposit 
    • A mobile app
    • A custom report writer, and much more!

    Additional Services (within your monthly fee) 

    Now that you understand our monthly pricing model, you may choose to add services based on what you need as a growing business. 

    A number of our clients have hourly employees and need to add time and attendance to their service for an additional $2 per employee per month.  If you want to offer benefits to your team, our benefits administration is also an additional $2 per employee per month.

    Check out this pricing table to understand your monthly fee. 

    Our Small Business Pricing Table

    As part of helping you get one step better, we recommend considering employee onboarding. Starting at $1 PEPM, this is a major factor in turning your entire payroll process paperless. All new employee paperwork, files, handbooks, and government documents can be stored in one system. 

    We will help you determine if you need any additional mission-critical or people-centric offerings so that you can move forward and grow your business. Services that may be beneficial to you include: 

    • Outsourced HR
    • Automated 401(k) processing
    • Applicant tracking
    • Learning Management System (LMS) 

    No matter which package you choose, you will have a dedicated customer care specialist to support you in running a successful back office. As you grow your business, our team will tailor your pricing to your wants and needs, helping you get one step better every day.  

    Year-End Administration Fees

    Lastly, let’s go over the year-end administration fees. We reconcile your federal and state tax liabilities, as well as for each employee, and submit them to the appropriate agencies at the end of the year. This includes your federal and state W-2 filings, as well as any 1095s for ACA compliance. 

    It’s extremely important that your W2s are accurate and submitted on time. Incorrect or late penalties can be substantial. Our standard fee for W-2s is an annual base fee of $75 plus $7 per W-2. The same pricing applies to 1095s, starting with the annual base of $75 plus $7 per form.

    It’s important to understand your implementation, monthly, and year-end fees before you meet with us. This helps you budget your business better, assess your needs, and communicate your priorities to our team. 

    Determine your needs now, and plan for the future. 

    Before you pick a payroll partner, determine what you need now and where you want to go. Whether you’re a small business that intends to stay that way, or a growing company looking to expand, the right payroll and HCM partner will help you manage, organize, and empower your team. 

    Our team helps you reach your goals one step at a time. You’re not just an account number to us – we strive to offer personalized, around-the-clock service to answer all of your questions and put to rest any concerns, helping you and your business get one step better every day.

    We handle your who, what, and when, so you can get back to focusing on your why. If you have any questions about our pricing or if we’re the best fit for you, schedule a quick call with us to learn more. 



    Gia Rolen

    Gia Rolen

    I'm passionate about helping small businesses understand how awesome outsourcing your payroll and HCM systems can be.