Best employee onboarding software for small business
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Employee onboarding software usually comes inside an HR system rather than as a separate product: BambooHR documents onboarding on plans from $250 a month for 25 or fewer employees, and Gusto charges $20 per remote Form I-9 submission, according to pricing pages checked October 16, 2026.
We rank six HR systems by score, show what onboarding costs per hire, and list the federal paperwork every onboarding flow has to collect.
Employee onboarding software collects a new hire's tax, eligibility and payroll forms, sends documents for e-signature and assigns first-week tasks, then passes the data to HR records and payroll.
Our picks at a glance ranked by published score out of 100
- 1GustoSmall businesses that want payroll first with HR tools in higher plans$49 + $6/person61See pricing
- 2JustworksSmall companies that want HR tools and benefits through a PEO$50 + $8/person59See pricing
- 3BambooHRCompanies that want an HR system first and payroll secondFrom $10/person54See pricing
On this page
Quick picks
- Onboarding documented
- BambooHRplus records and performance
- Per-hire fee published
- $20Gusto remote I-9, per submission
- New hire report deadline
- 20 daysfederal maximum; some states shorter
- Prices checked
- Oct 16, 2026
- Gusto (61): onboarding tied to payroll, with remote I-9 verification priced per hire.
- Justworks (59): PEO that handles payroll and HR tools; onboarding features not detailed on its pricing page.
- BambooHR (54): the only one of the six with onboarding documented as part of the plan, payroll extra.
- Rippling (30), Paycor (23), Paylocity (23): suites with hiring modules, quote only.
Onboarding software ranked by HR score
| Provider | HR score | What is documented for onboarding | Published price |
|---|---|---|---|
| Gusto | 61 | Remote Form I-9 verification at $20 per submission; HR tools on Premium | $49 + $6 to $180 + $22 per person |
| Justworks | 59 | Onboarding tools not published on the pages we checked; HR tools in PEO Basic | $79 per employee (PEO Basic) |
| BambooHR | 54 | Onboarding documented | $250 flat (25 or fewer) or $10 per employee and up |
| Rippling | 30 | Onboarding not published on the pages we checked; HR records sold as a module | Quote only (from $8 per employee + base) |
| Paycor | 23 | Recruiting (hiring) module listed | Quote only |
| Paylocity | 23 | Recruiting (hiring) module listed | Quote only |
Scores: HRPricing HR scores, updated Oct 17, 2026. Features and prices: vendor pricing pages checked Oct 16, 2026. "Not published" means not on the pages we checked, not that the feature does not exist.
We rank by our overall HR score, which covers price transparency, core HR features (onboarding is one of five), payroll and complaints. See how we score providers. We did not test the products.
Gusto
Onboarding sits inside a payroll-first product. Remote I-9 verification costs $20 per submission on Simple; HR and compliance tools come with Premium at $180 plus $22 per person. Plan detail in Gusto pricing.
How the score adds up
- Price transparency30/30
- Core HR9/30
- Payroll included20/20
- Complaints record2/20
Justworks
As a PEO, Justworks handles payroll and HR tools from $79 per employee on PEO Basic; medical, dental and vision administration comes with PEO Plus at $124. Its pricing page does not detail onboarding features, so ask for a demo of the new hire flow. See the Justworks review.
How the score adds up
- Price transparency30/30
- Core HR9/30
- Payroll included20/20
- Complaints record0/20
BambooHR
Onboarding, HR records and performance are documented, with 150+ integrations to send data to other tools. The catch: $250 a month minimum and an unpriced payroll add-on. See BambooHR pricing.
How the score adds up
- Price transparency20/30
- Core HR18/30
- Payroll included10/20
- Complaints record6/20
What onboarding has to collect
Whatever software you use, the onboarding flow needs these items for each US employee:
- Form W-4 for federal income tax withholding, plus the state withholding form where your state has one.
- Form I-9 to verify identity and work authorization. Gusto sells remote verification at $20 per submission.
- New hire report to your State Directory of New Hires: name, address and Social Security number, the first day worked for pay, and your business name, address and EIN. The federal deadline is no later than 20 days after the hire date; electronic filers may instead send two monthly transmissions 12 to 16 days apart (42 USC 653a).
- Payroll details: pay rate, pay schedule and direct deposit.
- Benefits enrollment, if you offer any.
| State | Deadline |
|---|---|
| Alabama | 7 days |
| Maine | 7 days |
| Georgia | 10 days |
| Vermont | 10 days |
| Massachusetts, Rhode Island, West Virginia | 14 days |
| Iowa | 15 days |
| Mississippi | 15 business days |
Source: HHS Administration for Children and Families new hire reporting page and 42 USC 653a; state deadlines from our state research (state_gapfill), checked Oct 2026.
Several states, including Florida, Oregon, Virginia, Ohio, Massachusetts, New Hampshire and Illinois, also want independent contractors reported. Check that your software files new hire reports for you or exports them; if not, file through your state site. The first employee hiring guide covers the full sequence.
What onboarding costs per new hire
| Item | Price | 5 hires |
|---|---|---|
| Gusto remote I-9 verification | $20 per submission | $100 |
| Checkr Basic background check | $29.99 per report | $149.95 |
| Checkr Essential background check | $59.99 per report | $299.95 |
| Checkr driving record (MVR) add-on | $9.50 per report | $47.50 |
| BambooHR Core (whole team, 25 or fewer) | $250 a month | $3,000 a year |
Math: price x 5 hires; BambooHR $250 x 12 months. Sources: Gusto, Checkr and BambooHR pricing pages, checked Oct 2026 (Oct 16, 2026). Checkr court and DMV fees pass through at cost and are not included.
For a company hiring a few people a year, the per-hire items cost less than a month of a standalone HR system. If you need background checks, compare background check services and see Checkr's package and add-on prices.
A simple onboarding sequence
- Before the offer: decide W-2 employee or 1099 contractor. See W-2 vs 1099.
- Send the offer letter and, if you run one, get written consent for a background check before ordering it.
- Send the W-4, state withholding form and direct deposit form through your payroll or onboarding tool.
- Complete Form I-9 with the employee, in person or through a remote service.
- File the new hire report within your state deadline (20 days at most).
- Enroll the employee in benefits and add them to the next payroll. The payroll setup guide covers first-payroll checks.
Common onboarding mistakes
- Missing a short state new hire deadline, such as 7 days in Alabama and Maine.
- Running a background check without first giving the candidate a written disclosure and getting written permission. See background check rules for employers.
- Paying for an HR system for onboarding alone when payroll software already collects W-4 and direct deposit details.
- Forgetting to report contractors in states that require it.
Bottom line: If you already use Gusto or another payroll tool, its new hire flow plus a per-hire I-9 service covers most small businesses. Move to BambooHR or a suite when onboarding involves several managers, documents and tasks each month. Compare whole systems on the HR software hub, in small business HR software and in HR and payroll software; larger teams can look at HCM suites.
Frequently asked questions
What is the best employee onboarding software for a small business?
How much does onboarding software cost?
What paperwork does a new employee need to fill out?
How fast do I have to report a new hire?
Is there free onboarding software?
Sources (12)
- Gusto: Gusto pricing page (checked Oct 16, 2026)
- Justworks: Justworks pricing page (checked Oct 16, 2026)
- BambooHR: BambooHR pricing page (checked Oct 16, 2026)
- Rippling: Rippling pricing page (checked Oct 16, 2026)
- Paycor: Paycor pricing page (checked Oct 16, 2026)
- Paylocity: Paylocity pricing page (checked Oct 16, 2026)
- Checkr: Checkr pricing page (checked Oct 16, 2026)
- Homebase: Homebase pricing page (checked Oct 16, 2026)
- HHS Administration for Children and Families: New hire reporting for employers (checked Oct 16, 2026)
- Cornell LII (statute text): 42 USC 653a, State Directory of New Hires (checked Oct 16, 2026)
- IRS: About Form W-4, Employee's Withholding Certificate (search result checked October 17, 2026)
- USCIS: Handbook for Employers M-274, 1.0: Why employers must verify employment authorization and identity of new employees (search result checked October 17, 2026)
This page is general information, not tax, legal or accounting advice. Rules and rates change, so check the official source linked above before you file or sign a contract. Read our disclaimer.