APS Payroll has built a quietly loyal following among mid-sized businesses that want payroll and HR under one roof without the complexity (or price tag) of enterprise platforms like ADP Workforce Now or UKG. Founded in 1996 in Shreveport, Louisiana, APS has spent nearly three decades refining a cloud-based platform that handles payroll, HR, time and attendance, benefits administration, and recruiting. Its 98% customer retention rate is one of the highest in the payroll software space, and that number tells you something the feature list alone cannot.
The platform’s greatest asset is not a feature at all. It is the dedicated four-person support team assigned to every customer. In a category plagued by hold-time horror stories and outsourced call centers, APS has staked its reputation on personalized, responsive service. The trade-off? The reporting engine is limited, the mobile app needs work, and the pricing structure requires a conversation with sales rather than a self-serve checkout.
We dug into the current platform capabilities, real-world feedback from hundreds of verified users, and the latest pricing data to deliver our full assessment. Here is what you need to know before committing.
What Is APS Payroll?
Automatic Payroll Systems, Inc. (APS) is a privately held company headquartered at 3010 Knight Street, Suite 300, Shreveport, Louisiana. Founded in 1996, the company is led by CEO Aaron Johnson and employs approximately 161 to 200 people. APS generates roughly $35 million in annual revenue and has raised no external funding, operating independently since its founding.
The APS platform is a cloud-based SaaS solution designed to unify payroll processing, core HR, time and attendance, benefits administration, ACA compliance, and recruiting into a single system. It targets small to mid-sized businesses across all industries in the United States, with a particular sweet spot in the 25 to 1,000 employee range. The platform is English-only and handles payroll for U.S.-based employees exclusively; it does not support foreign addresses or international payroll.
APS Payroll Key Features
Payroll Processing and Tax Compliance
APS processes payroll across all 50 states and covers 411 tax jurisdictions at the federal, state, and local level. The platform handles direct deposit, pay cards (through a partnership with US Bank), and paper checks. W-2 and 1099 processing, wage garnishments, and new hire reporting are all built in. APS guarantees tax filing accuracy, which means the company assumes responsibility for penalties if a filing error occurs on their end.
A notable advantage: APS does not charge extra for off-cycle or unscheduled payroll runs. Many competitors charge per-run fees for bonus checks, corrections, or termination pay runs, which can add up quickly for companies with high turnover or frequent commission payouts. APS also supports multiple EINs, making it suitable for businesses operating under several legal entities.
Core HR and Employee Lifecycle Management
The HR Console covers the full employee lifecycle from hire to retire. It includes benefits administration for medical, dental, life, and disability plans, along with open enrollment management and COBRA tracking. Performance management tools are included, though the performance review templates have been flagged as difficult to load and somewhat rigid in customization.
Additional HR features include FMLA and OSHA event tracking, an employee directory, asset tracking, a company newsfeed, and training course enrollment and tracking. The HR Support Center provides compliance guidance and resources for HR teams. Recently, APS has introduced AI-driven analysis tools for performance goals, reviews, and job descriptions, though these are relatively new additions to the platform.
Time and Attendance
The Attendance Console supports multiple clock-in methods: mobile, online, kiosk, biometric, tablet app, and GPS-enabled time capture. GPS clock-in is particularly useful for field service companies and organizations with remote or mobile workforces. Real-time overtime alerts notify managers before overtime costs accumulate, and overtime limiters allow you to set thresholds that trigger automatic warnings.
PTO and sick leave management, scheduling (via drag-and-drop interface), and labor cost monitoring round out the module. ACA tracking for part-time staff is included, which helps organizations stay compliant with affordable care act hour-tracking requirements. One limitation worth noting: California-specific overtime rules (overtime after 8 hours in a single day, rather than 40 hours in a week) have been reported as not calculating correctly. If you have California employees, verify this with APS before signing.
Recruiting and Onboarding (APS Hire)
APS Hire handles applicant tracking with job posting distribution to Indeed, ZipRecruiter, LinkedIn, and Glassdoor. The module includes text and email communication with candidates, auto-scheduled interviews, prescreening tools, and branded career pages. Once a candidate is hired, the onboarding process goes digital with e-signatures, paperless forms, and data that flows directly into the payroll and HR system without re-entry.
This module eliminates the need for a separate ATS for most small to mid-sized businesses, though organizations with complex recruiting workflows or high-volume hiring may find it too basic compared to dedicated recruiting platforms.
ACA Compliance
APS provides ACA reporting, tracking, and compliance management, including the preparation and filing of Forms 1094-C and 1095-C. For organizations with a significant number of part-time or variable-hour employees, this module automates what is otherwise a tedious and error-prone manual process. The time and attendance data feeds directly into ACA tracking, reducing the risk of miscounting employee hours.
Employee Self-Service (eSelfServe)
The eSelfServe portal gives employees direct access to pay stubs, W-2s, benefits information, time-off request submission, and personal information updates. Company announcements can be pushed through the portal as well. This reduces the administrative burden on HR teams by eliminating routine requests for pay stubs or benefit details. The self-service portal is accessible via the web and the APS Mobile app.
Analytics and Reporting
APS offers a custom report builder alongside a library of pre-built reports, workforce analytics dashboards, and retention and tenure insights. However, reporting is consistently cited as the platform’s weakest functional area. Report customization is limited; building complex or highly tailored reports can be frustrating. If your organization relies heavily on custom workforce analytics or needs advanced data visualization, you will likely need to supplement APS with a dedicated reporting or BI tool.
Mobile App (APS Mobile)
APS Mobile is available for iOS and Android. It supports clock-in/clock-out, pay stub viewing, benefits access, time-off approvals, messaging, alerts, and manager dashboards. However, the app currently carries ratings of 3.8 out of 5 on Google Play and 3.9 out of 5 on the App Store. The mobile experience is functional for basic tasks but has been described as nearly unusable on smartphones for more complex operations. Browser-based access via mobile works better in Chrome than Safari. If mobile access is mission-critical for your workforce, test the app thoroughly during evaluation.
APS Payroll Pricing and Plans
APS uses a per-employee-per-month (PEPM) pricing model with a $50 monthly base fee. Custom quotes are required for exact pricing, and the company does not publish full pricing on its website. Based on our research across multiple sources, here is the general pricing structure:
| Plan | Base Fee | Per Employee/Month | What’s Included |
|---|---|---|---|
| Payroll | $50/month | ~$5-6 | Payroll Console, tax compliance (federal + one state), direct deposit, W-2/1099, garnishments, new hire reporting, GL reporting |
| Payroll + Attendance | $50/month | ~$8-10 | Everything in Payroll, plus Attendance Console, real-time overtime alerts, ACA tracking, multiple clock methods, tablet app |
| Payroll + HR + Attendance | $50/month | ~$14 | Everything above, plus HR Console, performance management, employee notification center, HR Support Center, asset tracking, training enrollment |
Add-on modules are available at additional per-employee fees, including scheduling (~$5/employee/month), benefits and COBRA administration, carrier connections, recruiting and onboarding, and ACA compliance services. The minimum monthly bill is $416.67 according to APS’s own pricing page, though some third-party sources list a lower $250 minimum. Confirm the current minimum directly with APS.
There is no free trial and no free version. The base payroll plan includes tax compliance for federal filing and one state. Additional state filings and multi-state setups carry extra costs. Some users have described the pricing structure as complex or less transparent than competitors like Gusto, which publishes all pricing upfront. For businesses with fewer than 25 employees, the minimum monthly bill may make APS more expensive per-employee than simpler alternatives.
Integrations
APS integrates with over 100 third-party applications. The platform offers a REST API with GET endpoints currently available and POST/PUT endpoints in development. Named integrations include:
- Accounting: QuickBooks, Sage Intacct (native integration), Xero
- Benefits: MetLife, Employee Navigator
- Earned Wage Access: DailyPay, Immediate (EWA and financial wellness tools)
- Background Checks: Verified First
- Learning Management: CypherWorx
The Sage Intacct integration is a native connection, which is a meaningful differentiator for organizations already running Sage Intacct for their general ledger. General ledger, point-of-sale, and additional time and attendance integrations are available, though APS does not publish a comprehensive integration directory on its website. If you depend on a specific integration, confirm availability with APS during the sales process. Zapier or Make compatibility is not documented in any current source material.
Customer Support
Customer support is, without question, APS’s strongest competitive advantage. Every customer is assigned a dedicated team of four support professionals who get to know your business, your setup, and your specific payroll needs. This is not a generic help desk. Your team includes a dedicated support accountant with payroll expertise.
Support is available via phone and direct messaging. Response times are consistently praised as fast; callers report rarely waiting on hold. APS also provides lifetime support and training as part of the platform, including both recurring and one-time training courses. The company does not charge extra for ongoing support access.
The self-help knowledge base exists but is not always thorough enough for complex questions. Users have also noted that APS does not send email notifications about automatic system updates, which can lead to unexpected interface or workflow changes. The support team operates on Eastern Time, which can create minor friction for West Coast or Hawaiian organizations reaching out late in the day.
Implementation earns strong marks. Setup is rated 90% for ease, and user adoption averages 91%. The transition from previous payroll providers (including ADP, Paychex, and Kronos) is generally described as smooth, with APS handling much of the data migration and setup legwork.
Pros and Cons
After evaluating the full platform, here is where APS delivers and where it falls short.
Pros
- Dedicated four-person support team per customer with fast response times and payroll expertise
- No extra fees for off-cycle or unscheduled payroll runs, unlike many competitors
- Tax compliance guaranteed across all 50 states and 411 jurisdictions, with penalty coverage for filing errors
- High ease of use with 91% average user adoption and 90% ease-of-setup rating
- Supports multiple EINs for businesses operating under several legal entities
- Unified platform eliminates data re-entry between payroll, HR, time tracking, and onboarding
- Lifetime training access included at no additional cost
Cons
- Report customization is limited; complex or highly tailored reports require workarounds or external tools
- Mobile app rated 3.8-3.9/5 on app stores with reports of near-unusability for complex tasks on smartphones
- Pricing structure is opaque; custom quotes required and minimum monthly bill of $416.67 may be steep for small businesses
- U.S.-only platform with no international payroll support and no foreign address capability
- California daily overtime (after 8 hours) has been reported as not calculating correctly
- English-only interface with no multilingual support
- Self-help knowledge base lacks depth for complex questions; no email notifications for system updates
Who Should Use APS Payroll?
Best fit: U.S.-based businesses with 25 to 1,000 employees that want a unified payroll and HR platform backed by genuinely responsive, personalized support. APS is particularly well-suited to organizations that have outgrown basic payroll tools like Gusto or Square Payroll but do not need (or want to pay for) an enterprise platform like ADP Workforce Now or Workday.
Industries with strong representation among APS customers include healthcare and senior living, nonprofits, real estate, and food and beverage operations. Any business that relies on hourly workers and needs time-and-attendance tightly integrated with payroll will benefit from the platform’s consolidated approach. Organizations managing multiple EINs or legal entities will also find APS accommodating.
Companies that value a named, accessible support team over self-serve documentation will thrive with APS. If your previous payroll provider’s support experience involved long hold times and scripted responses, APS will feel like a revelation.
Who should look elsewhere: Businesses with international employees or foreign payroll needs; APS is U.S.-only and cannot handle foreign addresses. Companies that need advanced, highly customizable reporting or workforce analytics will find APS limiting. Organizations with large California-based workforces should verify daily overtime calculation support. Very small businesses (under 15 to 20 employees) may find the $416.67 monthly minimum difficult to justify when Gusto or OnPay offer lower starting costs. And if mobile functionality is essential for your workforce, the current APS Mobile app may not meet your expectations.
APS Payroll Alternatives
Gusto
Gusto is the go-to alternative for small businesses (under 50 employees) that want transparent, published pricing and a polished, modern user experience. Starting at $40/month plus $6/employee, Gusto is often cheaper than APS for smaller teams and excels at automated tax filing, contractor payments, and benefits administration. Where Gusto falls short is in time-and-attendance depth, multi-EIN support, and personalized service. You get a help center, not a dedicated four-person team. Choose Gusto if you have a smaller workforce and prioritize simplicity and price transparency.
Paychex Flex
Paychex Flex starts at approximately $39/month plus $5/employee and offers a broader range of services for growing businesses, including retirement plan administration, workers’ compensation, and PEO options. Paychex has a much larger sales and service infrastructure, which can be a benefit or a drawback depending on whether you land a good account representative. Reporting and analytics are stronger than APS, but the user experience can feel more corporate and less intuitive. Choose Paychex if you need retirement services or PEO capabilities alongside payroll.
Paycom
Paycom is a strong alternative for mid-market companies (50 to 500+ employees) that want a single-database platform with strong employee self-service and a polished mobile app. Paycom’s Beti tool allows employees to manage their own payroll, reducing HR workload. Paycom is generally more expensive than APS and requires annual contracts, but it offers deeper functionality in talent management, learning management, and reporting. Choose Paycom if you need a more feature-complete HCM suite and have the budget for it.
Paycor
Paycor competes directly with APS in the mid-market space and offers stronger analytics, more advanced reporting, and a broader talent management suite. The platform’s OnDemand Pay feature competes with APS’s Immediate partnership. Paycor’s pricing tends to be higher, and customer support reviews are more mixed than APS’s consistently strong marks. Choose Paycor if reporting and analytics are top priorities and you are willing to trade support quality for feature depth.
OnPay
OnPay is a simpler, more affordable option for small businesses that need reliable payroll without the complexity. At $40/month plus $6/employee with no tiers or hidden add-on fees, OnPay offers straightforward pricing and solid core payroll. It lacks the HR depth, time-and-attendance features, and dedicated support team that APS provides. Choose OnPay if you are a small business (under 50 employees) that wants clean, affordable payroll without the bundled HR suite.
Frequently Asked Questions
Does APS Payroll offer a free trial?
No. APS does not offer a free trial or a free version of its platform. You can request a demo through their website to see the platform in action before committing. The sales process involves a custom quote based on your employee count and selected modules.
How much does APS Payroll cost per month?
APS charges a $50 monthly base fee plus a per-employee-per-month fee that starts around $5 to $6 for payroll only and increases to approximately $14 for the full Payroll + HR + Attendance package. The minimum monthly bill is $416.67 according to the vendor’s pricing page. Add-on modules like scheduling, recruiting, and benefits administration carry additional per-employee fees. Contact APS for an exact quote.
Does APS charge extra for off-cycle payroll runs?
No. APS does not charge additional fees for running unscheduled or off-cycle payroll batches. This includes bonus runs, termination pay, and corrections. Many competitors charge per-run fees for off-cycle processing, making this a meaningful cost advantage for businesses that frequently run additional payrolls.
Can APS handle multi-state payroll?
Yes. APS processes payroll across all 50 states and covers 411 tax jurisdictions. However, the base payroll plan includes tax compliance for federal filing and one state only. Additional state filings incur extra costs. Some users have also reported limitations with multi-state tax withholding configurations, so if your employees work across many states, discuss your specific setup with APS during evaluation.
What kind of customer support does APS provide?
Every APS customer is assigned a dedicated team of four support professionals, including a dedicated support accountant. Support is available via phone and direct messaging during business hours (Eastern Time). APS also provides lifetime training access at no additional cost. The personalized support model is consistently rated as APS’s strongest attribute.
Does APS Payroll work on mobile devices?
Yes. APS offers a mobile app (APS Mobile) for iOS and Android that supports clock-in/clock-out, pay stub viewing, time-off approvals, and manager dashboards. However, the app currently holds ratings of 3.8 to 3.9 out of 5 on app stores, and feedback indicates it works better for basic tasks than for complex operations. The web platform is also accessible via mobile browsers, with better performance on Chrome than Safari.
Does APS integrate with QuickBooks?
Yes. APS integrates with QuickBooks, Sage Intacct (native integration), and Xero for accounting and general ledger syncing. The platform also connects with over 100 other third-party applications across benefits, background checks, earned wage access, and learning management categories.
The Bottom Line
APS Payroll delivers where it matters most for mid-sized businesses: reliable payroll processing, solid HR fundamentals, and customer support that consistently exceeds expectations. The dedicated four-person team model is not a marketing gimmick; it is the foundation of APS’s 98% retention rate and the primary reason customers stay. For organizations with 25 to 1,000 employees that want a unified payroll and HR system without enterprise-level complexity or cost, APS is a strong choice.
The platform is not without its limitations. Reporting customization is restrictive, the mobile app needs significant improvement, and the pricing structure lacks the transparency that modern buyers expect. California overtime rules and multi-state configurations may require extra scrutiny. These are not dealbreakers for most organizations, but they are real constraints worth weighing against the competition.
If your top priority is working with a support team that actually knows your name and your payroll setup, APS is hard to beat at its price point. If your top priority is advanced reporting, a polished mobile experience, or international payroll, look at Paycom, Paycor, or a global payroll specialist instead. APS does a focused set of things well and backs it up with service that the bigger players struggle to match.
