Choosing the right payroll solution is a critical decision for small business owners. With numerous options available in the market, finding a platform that perfectly aligns with your company's specific requirements can seem overwhelming. This detailed comparison between Heartland Payroll Solutions and Gusto examines their features, pricing structures, and overall value propositions to help you make an informed decision for your business.

How Do Heartland and Gusto Pricing Models Differ?

Heartland and Gusto implement fundamentally different pricing approaches that significantly impact their value proposition depending on your business size and payroll frequency. Heartland operates using a tiered package system with three distinct plans: Essentials, Advanced, and Complete. Unlike competitors, Heartland doesn't publicly display pricing information on their website, requiring potential customers to contact sales representatives for customized quotes based on their specific business needs.

Based on available information, Heartland typically charges approximately $5.00 to $18.00 per employee per payroll run, meaning costs increase with more frequent payroll processing. This per-run pricing model can become expensive for businesses processing weekly payroll compared to monthly or bi-weekly schedules. Additionally, Heartland generally charges around $5 per employee for annual tax documents like W-2s and 1099s, plus a base fee of approximately $55, with potential setup fees that might be negotiable.

Gusto offers a more transparent and straightforward pricing structure that many small businesses find appealing. Their Core package starts at $39 per month plus $6 per employee per month, regardless of how frequently you run payroll. This fixed monthly fee approach makes Gusto particularly cost-effective for businesses that process payroll weekly rather than bi-weekly or monthly, as there's no additional cost for running more frequent payrolls.

Which Pricing Model Delivers Better Value?

The value equation between these platforms shifts depending on your specific business circumstances and payroll practices. For businesses with fewer than 20 employees that process payroll frequently, Gusto often emerges as the more economical choice due to its flat monthly pricing structure. The inclusion of W-2 and 1099 filings without additional charges further enhances Gusto's value proposition for small businesses operating on tight budgets.

As employee counts increase beyond 20-25 staff members, the cost advantage may begin shifting toward Heartland, especially for companies that run payroll less frequently. Businesses processing monthly or bi-weekly payroll might find Heartland's per-run pricing structure more favorable as they grow. The pricing inflection point typically occurs around 20-25 employees, though this varies based on payroll frequency and specific business requirements.

When evaluating costs, consider both immediate expenses and long-term value as your business scales:

• Immediate budget impact: Monthly fixed costs versus variable per-run expenses
• Growth projections: How pricing scales as you add employees
• Processing frequency: Weekly, bi-weekly, or monthly payroll schedules
• Additional services: Included versus add-on features that impact total cost

Essential Payroll Features Comparison

Both Heartland and Gusto deliver robust core payroll processing capabilities designed to streamline operations for small businesses. Their fundamental offerings include automatic calculation of employee wages, overtime payments, and bonuses for various worker classifications including hourly, salaried, and contract employees. Both platforms efficiently handle complex tax calculations, withholdings, and filings at federal, state, and local levels, removing this administrative burden from business owners.

Direct deposit functionality comes standard with both providers, serving as the primary payment method for most modern businesses. Heartland distinguishes itself by including physical checks and paycards as part of its Essentials plan, while Gusto requires upgrades for similar payment flexibility. Similarly, garnishment processing comes standard in Heartland's basic package, whereas Gusto users must upgrade to access this functionality, potentially creating additional costs for businesses with employees subject to wage garnishments.

Each platform provides cloud-based systems accessible around the clock, with comprehensive employee self-service portals allowing staff to access their pay information, tax documents, and personal details without requiring HR intervention. Their digital onboarding features streamline the hiring process by enabling new employees to complete necessary paperwork efficiently before their start date, reducing administrative overhead during the critical onboarding phase.

How Do Their Core Features Compare?

The fundamental distinction in core features lies in Heartland's immediate inclusion of physical payment options and garnishment support in its base plan, while Gusto requires upgrades for similar capabilities. This difference might be significant for businesses with employees who prefer or require physical checks or those dealing with wage garnishment orders. Both platforms offer these key payroll processing elements:

• Tax compliance: Automatic tax calculations and filings at all government levels
• Payment options: Direct deposit standard with both, physical options vary
• Employee access: Self-service portals for accessing pay information and documents
• Digital onboarding: Streamlined new hire documentation processes

What HR Capabilities Do These Platforms Offer?

Human resources functionality represents a significant area of differentiation between these payroll providers, with each taking a distinct approach to HR feature distribution. Heartland structures its HR capabilities across its three-tiered plans, with basic functionality in the Essentials package and progressively more comprehensive offerings in the Advanced and Complete tiers. This tiered approach allows businesses to select the appropriate level of HR support based on their specific needs and budget constraints.

The Essentials plan includes fundamental HR tools like digital onboarding and employee self-service portals. Upgrading to the Advanced plan adds recruitment-focused features including applicant tracking, interview scheduling, candidate ranking, offer letter generation, and background check capabilities. The Complete plan provides the most comprehensive HR support with access to an extensive HR document library, employee handbook builder, and live HR professional support for complex situations requiring expert guidance.

Gusto takes a more integrated approach to HR features, incorporating more human resource tools even in its base package rather than restricting them to premium tiers. Their Core plan encompasses legally compliant hiring documents, customizable offer letter templates, and comprehensive onboarding processes designed to create smooth transitions for new employees. This approach creates a more cohesive user experience by treating HR as a core component rather than an add-on service.

How Do Their HR Approaches Differ?

The fundamental difference in HR philosophy becomes apparent when examining how each platform structures its human resources offerings:

• Feature distribution: Heartland concentrates advanced HR tools in higher tiers while Gusto spreads more features across all plans
• Integration approach: Gusto builds HR directly into the platform while Heartland treats some capabilities as premium add-ons
• Specialization level: Heartland's top tier offers more specialized HR services like live professional support
• User experience: Gusto creates a more unified experience between payroll and HR functions

Time Tracking and Benefits Administration Features

Time tracking and benefits administration represent crucial considerations when evaluating comprehensive workforce management solutions. Heartland treats time tracking as a separate product called "Heartland Time," which integrates with their payroll solution for an additional cost beyond the base package pricing. This dedicated time and attendance solution offers specialized features including payroll budgeting tools, shift coverage management, various time clock options, labor distribution reporting, and automated time-off accruals.

Similarly, benefits administration capabilities including ACA compliance reporting are available through Heartland but require additional fees beyond the standard payroll package pricing. This modular approach allows businesses to select and pay for only the specific components they need, potentially reducing costs for companies with simple benefits structures or existing benefits administration solutions. However, it can also create a more fragmented experience requiring management of multiple systems.

Gusto takes a different approach by including time tracking capabilities in their higher-tier plans rather than offering them as entirely separate products. Their Core plan doesn't include time tracking functionality, but upgrading to more expensive packages provides integrated time management features without needing to purchase and manage a completely separate system. This integration creates a more seamless experience between time tracking and payroll processing.

How Do Their Benefits Administration Approaches Compare?

For benefits administration, Gusto offers a significant advantage with its built-in insurance marketplace that helps businesses find appropriate health insurance plans within their budget constraints. This integrated benefits platform allows companies to manage health insurance, retirement plans, and other employee benefits directly within the Gusto ecosystem, creating a unified experience for both administrators and employees. The platform includes:

• Health benefits: Integrated insurance marketplace with plan comparison tools
• Retirement options: 401(k) administration with direct integration
• Additional benefits: Management of supplemental benefits like vision and dental
• Employee self-service: Direct access for employees to view and manage their benefits

Customer Support Experience Comparison

Customer service represents a notable distinction between these payroll providers, with each taking a fundamentally different approach to supporting their users. Heartland emphasizes personalized support as a core value proposition, providing all customers-regardless of plan tier-with access to email and phone assistance from a dedicated team of specialists familiar with their specific account details. This high-touch approach ensures consistent support from representatives who understand your business needs and account history.

Heartland's Complete plan customers receive additional support benefits including access to live HR professionals who can provide guidance on complex compliance issues and human resource matters. This specialized expertise can prove invaluable for businesses navigating complicated workforce situations or ensuring compliance with constantly evolving employment regulations. The personalized support model creates a safety net for businesses less comfortable with technology or those preferring direct human assistance.

Gusto's support model varies significantly by plan level, creating a tiered approach to customer assistance. Their Core package provides standard email support with limited phone assistance, while higher-tier plans unlock more comprehensive support options including priority service and dedicated representatives. This approach aligns support resources with pricing tiers, reserving the highest level of assistance for premium customers.

What Support Options Best Suit Different Businesses?

The ideal support model depends largely on your team's experience with payroll systems and your preference for either high-touch, personalized assistance or an emphasis on intuitive self-service tools. Consider these factors when evaluating support needs:

1. Assess your internal payroll expertise and comfort with technology
2. Determine how frequently you anticipate needing support assistance
3. Consider the complexity of your payroll situations and potential for unusual scenarios
4. Evaluate whether self-service resources or direct human support better matches your team's preferences

How Well Do These Platforms Integrate With Other Systems?

Integration capabilities significantly impact how seamlessly a payroll solution fits into your existing business technology ecosystem. Heartland offers integration with popular accounting platforms like QuickBooks and QuickBooks Online, ensuring synchronization between your payroll and financial records without requiring manual data entry. As part of Heartland Payment Systems, LLC, it also integrates naturally with Heartland's other product offerings, including point-of-sale systems and payment processing solutions.

This ecosystem integration creates a potential advantage for businesses already using Heartland products or considering a comprehensive Heartland ecosystem for their payment, point-of-sale, and payroll needs. The unified approach can simplify vendor management and potentially create operational efficiencies through streamlined data flow between related systems. However, businesses using specialized software outside the Heartland ecosystem may find integration options more limited.

Gusto provides extensive integration options with a wide range of business software applications beyond just accounting platforms. Their robust API and partnerships with numerous software providers create a flexible environment where Gusto can serve as a central hub in a diverse technology stack. This open ecosystem approach allows businesses to maintain their preferred specialized software while ensuring data flows smoothly between systems.

Which Integration Approach Matches Your Tech Stack?

The optimal integration approach depends on your existing technology investments and whether you prefer consolidation under a single provider or flexibility to connect with diverse specialized tools:

• Single-vendor preference: Heartland offers stronger ecosystem cohesion for businesses using multiple Heartland products
• Best-of-breed approach: Gusto provides broader third-party integration capabilities for diverse software environments
• Accounting integration: Both platforms connect with major accounting software like QuickBooks
• API flexibility: Gusto offers more extensive API capabilities for custom integrations

Mobile Access and On-The-Go Management

Mobile functionality has become increasingly important for both employers and employees who need to access payroll information while away from their desks. Heartland offers a dedicated mobile payroll app called Heartland Payroll+ available for both Android and iOS devices. This app allows employees to view their pay stubs, access W-2 forms, check benefits information, and request time off directly from their smartphones or tablets, providing convenient access to important payroll information.

Employers can use the Heartland app to generate basic payroll reports and perform essential payroll tasks remotely when they're away from the office. However, user reviews indicate some limitations with the app's performance and reliability. Android users rate it 2.4 out of 5 on Google Play while Apple users give it a slightly better 3.2 out of 5 on the App Store. Common complaints mention login difficulties, frequent technical glitches, and limited functionality compared to the desktop version.

Gusto takes a different approach to mobile access by providing a mobile-responsive web application rather than a dedicated native app. Their platform automatically adapts to different screen sizes, allowing access from any device with a web browser without requiring separate app installations or updates. This responsive design approach ensures consistency across devices and immediate access to all platform features without the functionality restrictions often found in companion mobile apps.

Which Mobile Approach Better Serves Your Team?

For businesses with employees who primarily use smartphones to access payroll information, the choice between a dedicated app versus a responsive website becomes an important consideration. Each approach offers distinct advantages depending on your team's work environment and device preferences:

1. Consider whether your team primarily uses smartphones, tablets, or desktop computers
2. Evaluate the importance of offline access versus having all features available
3. Determine if your employees prefer installing dedicated apps or accessing web interfaces
4. Assess whether your team works primarily in the field or in office environments

Business Growth and Scalability Potential

Business size compatibility and scalability potential represent critical factors when selecting a payroll platform that will grow with your organization. Heartland Payroll can effectively support businesses ranging from small operations with just a few employees through mid-market companies with up to 250 staff members. This broader employee count range offers significant growth flexibility without necessitating a platform change as your business expands over time.

However, Heartland does not provide enterprise-level payroll solutions for organizations exceeding this threshold. For businesses anticipating substantial growth beyond 250 employees, this limitation might eventually require transitioning to a different platform designed for larger enterprises. This potential future migration should be factored into long-term planning for rapidly growing companies approaching this upper limit.

Gusto positions itself primarily as a solution optimized for small businesses and startups rather than mid-sized or larger organizations. While they don't specify a strict employee limit, industry experts typically recommend Gusto for companies with fewer than 100 employees, with optimal performance for those under 50 staff members. Their interface and feature set are specifically designed for small business environments, prioritizing simplicity and ease of use over the complex configurations often required by larger organizations.

Which Platform Aligns With Your Growth Trajectory?

When considering long-term business growth, several factors should influence your platform selection:

• Current size: Your existing employee count and immediate needs
• Growth projections: Anticipated hiring plans over the next 2-5 years
• Complexity requirements: How sophisticated your payroll needs might become
• Migration tolerance: Willingness to change platforms as you grow

Making Your Final Payroll Platform Decision

Selecting the ideal payroll solution requires careful evaluation of your specific business needs, growth plans, and operational preferences. Both Heartland and Gusto offer robust payroll processing capabilities, but their strengths align differently depending on your company's size, structure, and priorities. Understanding these nuances will help you make a decision that supports both your current requirements and future growth objectives.

Heartland provides distinct advantages for businesses with specific operational needs that align with their service model. Their per-run pricing structure benefits companies that process payroll less frequently, while their support for up to 250 employees makes them suitable for growing mid-sized businesses. The inclusion of physical check production and garnishment support in base plans addresses specific needs that some businesses require without upgrading to premium tiers.

Gusto excels in different areas, particularly for smaller businesses with frequent payroll needs. Their transparent, fixed monthly pricing regardless of payroll frequency creates significant value for weekly payroll processors. The comprehensive HR features included in base packages and integrated benefits administration platform provide small businesses with tools typically reserved for larger organizations, all within an exceptionally user-friendly interface designed specifically for small business environments.

How To Make Your Final Decision

When making your final selection, focus on these key decision factors to determine which platform best aligns with your business requirements:

1. Calculate total costs based on your specific employee count and payroll frequency
2. Identify must-have features versus nice-to-have capabilities for your operations
3. Evaluate the importance of dedicated support versus self-service resources
4. Consider your growth trajectory and how long each platform will accommodate your needs

The optimal choice ultimately depends on your specific business requirements, growth projections, and operational preferences. For businesses near decision thresholds or with unique requirements, requesting detailed quotes from both providers will provide the most accurate cost comparison based on your specific situation. Whichever platform you select, both Heartland and Gusto offer reliable payroll processing capabilities that can streamline this critical business function.