EPAY Payroll started as a standalone payroll processing module from EPAY Systems. It has since been absorbed into a broader product called EPAY HCM, a unified human capital management suite targeting mid-sized and large companies with hourly-heavy workforces. If you came here looking for a simple payroll tool, you should know upfront: EPAY no longer sells payroll as a separate, isolated product. It is part of an all-in-one HCM platform.
The payroll engine itself remains one of EPAY HCM’s strongest components, with unlimited deductions, multi-state tax filing, automated garnishment processing, and union payroll support. But the buying decision now involves evaluating the entire suite, including time tracking, benefits administration, onboarding, and compliance modules. For companies with 100 to 10,000 employees (particularly those managing hourly workers across multiple locations), EPAY HCM is a legitimate contender. For smaller businesses, it is not a fit.
One important note: EPAY Systems (epaysystems.com) is a completely separate entity from ePay Payroll (epaypayroll.com), a small payroll service bureau based in California. This review covers the software platform from EPAY Systems, not the service bureau.
What Is EPAY Payroll (EPAY HCM)?
EPAY Systems was founded in 2001 in Chicago, Illinois by Frank Ruffolo. The company built its reputation on workforce management tools tailored for industries with large hourly workforces: manufacturing, healthcare, hospitality, staffing, retail, construction, and agriculture. In 2020, EPAY Systems was acquired by PrismHR, which was itself acquired by Vensure Employer Services later that same year. The product now operates as “EPAY Systems, a PrismHR Company.”
The core product, EPAY HCM, is a cloud-based SaaS platform hosted on private cloud infrastructure with FedRAMP Ready certification. It bundles payroll and tax management with recruiting, onboarding, HR administration, benefits, time and attendance, ACA compliance, COBRA administration, performance management, employee scheduling, and workforce analytics. The company reports 51 to 100 employees on LinkedIn and serves organizations across 48 states. One documented deployment tracks over 45,000 employees across 5,000 facilities.
EPAY Payroll Key Features
Payroll Processing and Tax Management
EPAY’s payroll engine handles unlimited earnings, deductions, pay rates, and distributions. Tax calculation and filing cover all states and local jurisdictions, including multi-state employee support. W-2 and 1099 forms are generated automatically. The system supports advanced permissions so payroll administrators can control exactly who sees and modifies what. For organizations managing payroll across dozens of states, this breadth of tax compliance coverage is a meaningful differentiator.
Garnishment and Levy Processing
Garnishment management goes beyond basic support. EPAY automates setup, processing, and payments with automatic sequencing to handle priority rules across multiple garnishment types. For companies in industries with high garnishment volumes (staffing, manufacturing, healthcare), this feature eliminates significant manual work and reduces compliance risk.
Time and Attendance
Time tracking is one of EPAY’s strongest areas. The platform supports multiple clock-in methods: biometric devices, IVR (phone-based), mobile with GPS and geofencing, and web-based time clocks. This flexibility matters for workforces spread across job sites, warehouses, and facilities where a single time tracking method will not work. Time data flows directly into payroll, reducing errors from manual data entry.
Union Payroll Management
EPAY handles complex union contract payroll rules, which is a capability many mid-market payroll systems lack entirely. Organizations managing multiple unions with different pay rules, shift differentials, and benefit calculations will find this particularly valuable. This is a genuine niche strength that sets EPAY apart from generalist payroll platforms.
Employee Self-Service Portal
Employees can access pay stubs, benefits information, leave requests, and personal details through a self-service portal available in both English and Spanish on any device. For companies with multilingual workforces (common in manufacturing, agriculture, hospitality, and construction), the Spanish-language support is not a nice-to-have; it is essential.
Benefits Administration and ACA Compliance
The benefits module covers enrollment, administration, and ACA compliance reporting. COBRA administration is included as well. Given the complexity of ACA reporting for large employers with variable-hour workers, having this integrated directly with payroll and time tracking data reduces the risk of compliance errors that can trigger IRS penalties.
Workforce Analytics and Reporting
EPAY provides real-time dashboards and reporting for payroll metrics, tax liabilities, pay rates, working hours, and deductions. Labor budgeting tools allow managers to track labor costs against budgets in real time. One customer reported reducing overtime labor costs significantly by using these workforce insights alongside the time and payroll modules.
Recruiting and Onboarding
The platform includes applicant tracking with job posting to social networks and job boards, pre-screening rules, centralized resume storage, and candidate rating and shortlisting. Onboarding workflows move new hires from offer acceptance through first-day readiness. While not as feature-rich as dedicated applicant tracking systems, having recruiting and onboarding feed directly into HR and payroll records eliminates duplicate data entry.
EPAY Payroll Pricing and Plans
EPAY Systems does not publish specific pricing on its website. The pricing model is one fixed rate per employee per month, described by the vendor as “one economical, all-encompassing price.” This per-employee rate includes access to the full HCM suite and free 24/7 customer support. Quotes are customized based on workforce size, features needed, and industry.
| Pricing Detail | What We Know |
|---|---|
| Pricing Model | Per employee, per month (fixed rate) |
| Public Pricing | Not disclosed; contact vendor for quote |
| Free Trial | Not available |
| Free/Freemium Version | Not available |
| Setup Fee | Required (amount not disclosed) |
| 24/7 Support | Included at no extra cost |
| Premium Consulting/Integration Services | Available (additional cost) |
| Billing Options | Monthly or yearly billing may be available |
| Demo | Available upon request |
Feedback from existing customers suggests EPAY’s pricing is competitive relative to other mid-market HCM platforms, with some customers noting it was cheaper than their prior payroll provider. However, the required setup fee and lack of a free trial mean you are committing resources before experiencing the platform firsthand. We recommend requesting a demo and getting a detailed quote that breaks down per-employee costs before signing.
Integrations
EPAY HCM integrates with several enterprise systems, including Sage, Microsoft Dynamics, Oracle, Desjardins, and Paycom. An API is available for custom integrations, which is important for organizations that need to connect EPAY with existing ERP, accounting, or business intelligence tools.
The integration list is not extensive compared to larger HCM platforms that offer dozens or hundreds of pre-built connectors. For mid-market companies running Sage or Microsoft Dynamics as their core ERP, the native integrations cover the most critical data flows. For organizations using other accounting or ERP systems, the API provides a path forward, but expect to invest in custom development or consulting services to build those connections.
We could not confirm whether EPAY supports middleware platforms like Zapier or Make. If your tech stack relies heavily on third-party integration tools, confirm this directly with EPAY’s sales team before committing.
Customer Support
EPAY includes free 24/7 customer support with every account, which is notable in a market where many competitors charge extra for priority or after-hours support. The vendor prominently advertises this as a core differentiator.
Support quality is one of the most polarizing aspects of EPAY. The majority of feedback we evaluated praises support responsiveness, with descriptions of knowledgeable staff and quick response times. The platform scores very well on support quality metrics, and the 24/7 availability is genuinely useful for companies running multiple shifts or operating across time zones.
However, a meaningful subset of feedback paints a starkly different picture. Some organizations report support experiences that are poor to the point of being described as “nonexistent,” with unresolved issues and lack of follow-through. This polarization suggests that support quality may vary by account size, complexity, or the specific support team assigned. We recommend asking for references from companies similar to yours in size and industry before purchasing.
Beyond direct support, EPAY offers premium consulting and integration services for implementation and complex configuration projects. Demo access is available upon request. We could not confirm the existence of a public knowledge base or community forum from the available information.
Pros and Cons
Based on our evaluation of EPAY HCM’s payroll capabilities and overall platform, here is where the product stands out and where it falls short.
Pros
- Flexible time tracking with biometric, mobile/GPS, IVR, and web-based clock-in options suited for distributed hourly workforces
- Union payroll management handles complex multi-union rules, shift differentials, and benefit calculations that most mid-market competitors lack
- Free 24/7 customer support included with every account at no additional cost
- FedRAMP Ready certification with 350+ security controls and 99.95% uptime, relevant for government contractors and security-conscious organizations
- Employee self-service portal available in both English and Spanish on any device
- Unlimited earnings, deductions, pay rates, and distributions with multi-state tax filing across all jurisdictions
- All-in-one fixed per-employee pricing eliminates surprise add-on costs
Cons
- Interface feels dated and requires navigating too many screens to complete common tasks
- System speed and loading issues are a recurring complaint
- No free trial and a required setup fee make it difficult to evaluate before committing
- Support quality is highly polarized; some accounts report excellent service while others describe it as nonexistent
- Not suitable for small businesses under 100 employees
- Limited native integration library compared to larger HCM platforms like ADP or Paylocity
- No transparent pricing; quotes require sales engagement
Who Should Use EPAY Payroll?
EPAY HCM is purpose-built for a specific type of organization: mid-sized to large companies (100 to 10,000 employees) with a significant hourly workforce spread across multiple locations. If that describes your business, EPAY deserves a spot on your shortlist.
The platform is strongest in industries like manufacturing, healthcare, hospitality, staffing, construction, retail, agriculture, and transportation. Organizations managing union contracts, complex shift differentials, or multi-state payroll will get the most value from EPAY’s specialized capabilities. Companies that need FedRAMP-certified security (government contractors, for instance) should note EPAY’s FedRAMP Ready status, which narrows the competitive field considerably.
EPAY is not a good fit for small businesses with fewer than 100 employees. The platform’s pricing structure, implementation requirements, and feature depth are calibrated for larger organizations. If you are a 20-person company looking for simple payroll, tools like Gusto or OnPay will serve you better at a fraction of the cost. Similarly, if you need a best-of-breed applicant tracking or performance management system, EPAY’s modules in those areas are functional but not market-leading; you may prefer a specialized tool integrated with a simpler payroll system.
EPAY Payroll Alternatives
ADP Workforce Now
ADP Workforce Now targets the same mid-market segment (50 to 999 employees) and offers a broader ecosystem of integrations, a larger partner network, and more extensive self-service resources. ADP is the safer, more conventional choice for organizations that prioritize vendor stability and a large integration marketplace. However, ADP’s pricing tends to be higher, and its support quality can be inconsistent depending on your account size. Choose ADP if integration breadth and brand recognition matter more than specialized hourly workforce tools.
Paychex Flex
Paychex Flex covers payroll, HR, benefits, and time tracking for companies ranging from small businesses to enterprises. It offers more transparent pricing for smaller tiers and a wider range of add-on services. Paychex is a better fit if you need a single vendor that can scale from 50 employees to 1,000+ without a platform change. EPAY’s time tracking and union payroll capabilities are stronger, but Paychex offers more flexibility at the lower end of the market.
UKG Ready (formerly Kronos)
UKG Ready is the most direct competitor for organizations prioritizing workforce management and time tracking alongside payroll. UKG’s time and attendance capabilities are industry-leading, and the platform handles complex scheduling scenarios well. UKG is typically more expensive than EPAY and better suited for organizations with 1,000+ employees. If workforce management is your primary pain point and budget is secondary, UKG Ready is worth evaluating.
Paylocity
Paylocity targets mid-market companies (50 to 5,000 employees) with a modern, user-friendly interface and strong employee engagement features like community boards and peer recognition. Paylocity’s interface is generally considered more intuitive than EPAY’s, and its mobile experience is smoother. If your organization values employee-facing features and modern UX alongside core payroll, Paylocity is a strong alternative. EPAY holds an edge on union payroll and multi-site time tracking for hourly workforces.
Paycor
Paycor serves mid-sized businesses (50 to 2,500 employees) with a balanced mix of HR and payroll features. It offers more transparent pricing than EPAY and a simpler implementation process. Paycor is a good choice for organizations that want a capable HCM suite without the complexity of enterprise-grade workforce management tools. EPAY is the better pick for companies with heavy hourly workforce management needs.
Frequently Asked Questions
Is EPAY Payroll still available as a standalone product?
No. EPAY Payroll is now part of EPAY HCM, a unified human capital management suite. While the vendor has historically offered payroll and workforce management as individual modules, the current product direction is toward the integrated HCM platform. Contact EPAY Systems directly to confirm whether standalone payroll licensing is still available.
How much does EPAY HCM cost?
EPAY Systems does not publish pricing. The model is a fixed rate per employee per month that includes the full suite and 24/7 support. A setup fee is required. You need to contact the vendor for a customized quote based on your workforce size, features needed, and industry.
What size company is EPAY HCM designed for?
EPAY HCM is designed for companies with 100 to 10,000 employees, particularly those with a significant number of hourly workers. It is not intended for small businesses and lacks the simplified setup and pricing that smaller organizations typically need.
Does EPAY HCM offer a free trial?
No. EPAY Systems does not offer a free trial or freemium version. However, demos are available upon request. Given the required setup fee and custom pricing, we strongly recommend requesting a thorough demo and checking references before committing.
Is EPAY HCM FedRAMP certified?
EPAY Systems holds FedRAMP Ready status, which means the platform meets a baseline of federal security requirements (350+ mandated security controls). This is relevant for government contractors and organizations with strict data security requirements. The vendor also reports 99.95% server uptime.
Can EPAY handle union payroll?
Yes. Union payroll management is one of EPAY’s genuine strengths. The platform supports complex union rules, multiple union contracts, shift differentials, and specialized benefit calculations. Organizations managing multiple unions across different locations will find this capability particularly valuable.
What integrations does EPAY HCM support?
EPAY HCM offers native integrations with Sage, Microsoft Dynamics, Oracle, Desjardins, and Paycom. An API is available for custom integrations. The integration library is smaller than what you would find with larger HCM platforms, so confirm compatibility with your existing tech stack before purchasing.
The Bottom Line
EPAY HCM occupies a clear niche: it is a cloud-based HCM platform built for mid-sized and large companies that manage significant hourly workforces across multiple locations and states. Its payroll engine is capable, its time tracking options are flexible, and its union payroll support is a genuine differentiator that many competitors cannot match. The included 24/7 support and FedRAMP Ready certification add real value for the right buyer.
The concerns are real, though. The interface draws complaints for feeling dated and requiring too many screens to complete tasks. System speed issues surface repeatedly. Support quality, while excellent for many customers, has been described as severely lacking by others. The lack of transparent pricing, free trial, and the required setup fee mean you are making a significant commitment with limited ability to test-drive the platform. And the 2020 acquisition chain (PrismHR, then Vensure) introduces uncertainty about the product’s long-term roadmap.
If you run a manufacturing plant, healthcare system, staffing agency, or multi-site operation with hundreds or thousands of hourly workers, EPAY HCM is worth evaluating. Get a demo, request references from companies in your industry and size range, and negotiate the setup fee. If you are a smaller company, or if you prioritize modern UX and a large integration ecosystem, look at Paylocity, Paycor, or ADP Workforce Now instead.
