Disclosure: This article is educational and may include affiliate-oriented recommendations. We do not provide tax, legal, accounting, or financial advice. Product terms, pricing, and rules change, so verify details with the official provider or a qualified professional before acting.
Who this is for
- Businesses hiring a first W-2 employee
- Owners moving from contractors to employees
- LLCs that need to understand payroll before choosing software
- Founders comparing Gusto, QuickBooks Payroll, or a local payroll provider
Core steps
- Confirm the worker is an employee, not an independent contractor.
- Collect required onboarding forms such as Form W-4 and employment eligibility documentation.
- Set up federal, state, and any local employer tax accounts before the first payroll deadline.
- Calculate wages, withholdings, and employer taxes each pay period.
- Deposit and report employment taxes according to the required schedule.
- Keep payroll records and year end forms organized.
Price and cost notes
Payroll costs include wages, employer taxes, payroll software or provider fees, and possible state level requirements. IRS Publication 15 explains federal employer tax responsibilities, but software pricing comes from each provider. Check Gusto official pricing and compare it with accountant or bureau fees.
Pros
- A payroll process reduces missed deposits and filing confusion
- Software can calculate withholding and produce payroll records
- Direct deposit and employee self service can save time
- Clean payroll records help at year end
Cons
- Payroll rules vary by state and sometimes locality
- Software still needs correct setup data
- Late deposits and misclassification can be costly
- A first employee creates more compliance work than a contractor relationship
Next step
Start by reading your federal and state employer setup requirements, then compare payroll providers before choosing a pay date.