HERA
Every business hits the same question sooner or later: do we buy payroll software, or hand payroll to a payroll service? Both can work. The right answer depends on your team, your pay rules, and how much control you want.
What is payroll software?
Payroll software is a tool your own team uses to work out pay, take off deductions, and send payslips. You stay in charge. You can change an employee's pay, fix a time log, or rerun a pay period the same day.
What is a payroll service?
A payroll service is an outside company that runs payroll for you. You send them the numbers, and they do the work. This can save time, but you depend on their schedule and process.
Side by side
| Payroll software | Payroll service | |
|---|---|---|
| Who runs payroll | Your own team | An outside provider |
| Control and speed | Change things any time | Follow the provider's cut-offs |
| Connected to HR and time | Yes, if it is part of one system | Often separate, so data is passed along |
| Best for | Teams that want control and clear visibility | Teams that want to hand the work off fully |
Questions to ask yourself
- Do we have someone who can run payroll each cycle?
- How often do pay, schedules, or staff change?
- Do we want payroll linked to attendance, benefits, and records?
- How important is it to see and fix things right away?
If you answered yes to most of these, software is probably the better fit. If you have no one to run payroll and few changes each cycle, a service may suit you.
When payroll software is the better choice
- You have at least one person who can own payroll each cycle
- Pay, hours, or staff change often
- You want payroll linked to attendance, benefits, and employee records
- You want to see and fix errors the same day
- You manage people in more than one location
When a payroll service may be better
- Nobody on your team has time to run payroll
- Your pay setup is simple and rarely changes
- You want to hand off the work completely
- You are comfortable following the provider's schedule
Hidden costs to compare
Whichever way you go, ask for the full price. Costs can hide in places that are easy to miss:
- Setup or migration fees
- Per-run or per-employee fees on top of the base price
- Charges for each extra module
- Fees for corrections or off-cycle pay runs
- Extra charges for support
What happens when there is a mistake?
Mistakes happen with every method. The question is how fast you can fix them. With payroll software, your team can correct a time log or a rate and rerun the pay period right away. With a service, you usually contact the provider and wait for their process. Ask each option how corrections work and how long they take.
How to test both options
- Write down your pay rules, pay dates, and the number of employees.
- Ask each provider to walk you through one real pay cycle.
- Ask how changes, errors, and off-cycle pay are handled.
- Compare the full price for a year, including all extras.
- Pick the option that matches how much control you want.
A quick decision guide
- Want control and speed: choose software.
- Want payroll linked to HR, time, and benefits: choose software.
- Want to hand it off fully and rarely change anything: consider a service.
- Want control but worry about doing it alone: choose software with dedicated support.
The middle path: software with real support
Many teams worry that software means doing everything alone. It does not have to. With HERA, your team runs payroll in the system, and a dedicated HR support team sets it up with you, answers your questions, and gives technical help. You keep control without hiring an extra admin.
HERA also connects payroll to time and attendance, employee records, and benefits, so approved hours flow straight into pay. Early access pricing is US$7 per user per month.
A simple way to decide
List what matters most: cost, speed, control, or hands-off work. Then ask each provider the same questions about setup, support, and local rules. For a wider look at how tools compare, see our comparison page.
Frequently asked questions
Is payroll software cheaper than a payroll service?
It depends on your headcount and what each provider charges. Compare the full cost of each option, including setup and any extra modules or fees.
Can I switch from a payroll service to payroll software?
Yes. Many teams move when they want more control. A good vendor helps you move your records and run your first pay cycle. HERA's support team does this with you.
Does payroll software need an expert to run it?
Not if it is easy to use and comes with support. HERA is set up around your pay rules, and our team answers questions and gives technical help.
Book a HERA demo
Tell us about your team and we will show HERA with your departments and pay rules.