Free Payroll Specialist Quote Template
Payroll specialists quote per-employee rates because the workload scales directly with headcount. A base fee plus a per-employee rate is the fairest model and prevents the specialist absorbing the cost when a client doubles their staff mid-year.
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What should a payroll specialist put on a quote?
A payroll quote sets out the planned services and the price before the work starts, such as monthly processing and year-end reporting. List the per-payroll fee, the per-employee rate, and year-end items, and note what headcount the price assumes. The figure is an estimate until the client accepts it.
Typical line items
- Monthly payroll processing (up to 10 employees)
- Additional employees (per employee)
- Year-end P60 or equivalent reporting
- Payslip generation and distribution
- Statutory filings and submissions
- Pension and benefit deductions
- Setup and onboarding (one-time)
- Assumed employee headcount
How the work is charged
Payroll specialists usually quote a fixed monthly fee with a per-employee rate above a base headcount, plus year-end and setup items. The monthly figure assumes a stated headcount that can be revisited.
Payment terms and deposits
A quote commonly proposes monthly billing in advance for recurring work, with setup invoiced on completion. The price holds for a stated period and remains an estimate until accepted.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Payroll filing and statutory rules differ by jurisdiction, so confirm what applies to the client.
Frequently asked questions
How much does outsourced payroll cost?
Monthly payroll processing for a small business with up to 10 employees costs €150 to €350. Larger payrolls with 20 to 50 employees cost €400 to €800 per month. Per-employee pricing typically runs €8 to €25 per employee per payroll run, depending on the country's payroll complexity and filing requirements.
What should a payroll quote include?
Specify: monthly payroll calculation and processing, payslip distribution (paper or digital), PAYE or equivalent authority submissions, RTI filings (UK) or equivalent, pension contributions processing, new starter and leaver handling, and year-end P60 or equivalent. Quote each separately so clients understand what they're buying.
Do payroll specialists charge extra for pension processing?
Pension auto-enrolment or equivalent processing is often charged separately. Communicating with pension providers, processing contribution files, and managing opt-outs adds €50 to €120 per month for a small employer. State this clearly in the quote as clients often assume it's included in the base fee.
Related quote templates
Read the complete quoting guide to see how to price a job and turn an accepted quote into an invoice.
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