What a monthly payroll subscription often buys
Subscription payroll services commonly bundle recurring software access and may include direct deposit, automated tax filing, employee self-service, year-end forms, integrations, and support. The exact scope varies by provider and plan, so the advertised monthly price is only meaningful when you know what is included.
What pay-per-run means
A pay-per-run model charges when a payroll preparation event is completed instead of requiring a standing monthly subscription. It can be attractive for very small teams, irregular payroll needs, test or seasonal workflows, or bookkeepers who want a discrete client-level preparation cost.
Compare responsibilities—not just the fee
The critical question is what happens after the numbers are calculated. Who pays employees? Who makes tax deposits? Who files Forms 941, 940, W-2/W-3, and state returns? Who handles corrections? A lower-cost preparation tool is not a substitute for a service that performs those tasks if the employer actually needs them.
When a subscription can be worth it
- Employees are paid frequently year-round.
- The employer wants direct deposit and employee self-service in one system.
- Automated tax filing/remittance is a core requirement.
- The business needs benefits, HR, timekeeping, or complex integrations.
- The value of automation exceeds the recurring subscription cost.
When pay-per-run can be a better fit
- The employer has only a few employees.
- Payroll volume is low or irregular.
- A bookkeeper prepares payroll for small clients and wants a discrete client cost.
- The employer already has separate banking/tax-filing processes.
- The main need is calculation review and professional records rather than a full payroll-service stack.
A note on LeoFolio
LeoFolio U.S. Pay Run is intentionally a focused payroll calculation and record-preparation workflow, not a full-service payroll platform. It supports one employer and up to five employees per completed run and produces a payroll register, funds summary, Bookkeeper Handoff, CSV records, and employee statement PDFs. It does not move money, remit taxes, or file returns.
Quick FAQ
Is pay-per-run always cheaper?
No. It depends on payroll frequency, employee count, the per-run price, and which services would otherwise be included in a subscription.
Does pay-per-run mean taxes are filed per run?
Not necessarily. Pricing model and service scope are separate questions. Verify whether the provider actually deposits taxes or files returns.
Can a bookkeeper use a pay-per-run model for multiple clients?
Potentially, especially where each small client has a discrete payroll-preparation workflow. Keep client records, approvals, and downstream responsibilities separated.
LeoFolio pathway
For small-employer payroll record preparation, LeoFolio U.S. Pay Run supports one employer and up to five employees per completed run, with reviewable calculations and a coordinated record package.