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PCMag UK Benefits Administration Software


SOFTWARE & SERVICE


RIPPLING


POWERFUL PAYROLL AND BENEFITS ADMINISTRATION, AT A PRICE

4.5 Excellent
by Kathy Yakal 
Jun 13, 2023
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4.5 Excellent

BOTTOM LINE

Online payroll service Rippling offers comprehensive employee management
features and customizability at custom prices. The depth of its tools and
flexibility may overwhelm smaller businesses, but running payroll for employees
and contractors on the site is a simple and clear process.
Best DealVisit Site


BUY IT NOW

RipplingVisit Site

13 Jun 2023

 * PROS
   
   * Simple, step-by-step setup tools
   * Exceptionally customizable
   * Flexible payroll processing
   * Wide integrated apps support
   * Highly customizable reports

 * CONS
   
   * Complexity may intimidate small-business users
   * Learning curve for reports
   * Limited mobile apps

RIPPLING SPECS

1099s 401(k) HR Add-Ons Mobile Admin Access App Mobile Apps Multi-Factor
Authentication Single Sign-On (SSO) Stock Option Benefits Module Submits
Federal, State, Local, and Payroll Taxes Termination Benefits Management Time
Tracking W-2s

All Specs
Table of ContentsHow Much Does Rippling Cost?Comparative PricingHow Do You Set
Up Rippling?Countless Setup QuestionsA Dashboard With Reminders, To-Dos, and
LinksHow Secure Is Rippling?Adding EmployeesRunning Payroll With
RipplingMultiple Payroll EntitiesRecording Employee HoursPreview
PayrollUnparalleled FlexibilityCan You Access Rippling on Mobile
Devices?Exceptionally Customizable ReportsA Top Choice for Midsize (and Some
Smaller) Businesses

Rippling takes its name from one of the site’s attributes: the ability to enter
data once and have it “ripple” throughout the system to be available wherever
it’s needed. All payroll sites do the same thing, but with Rippling you can load
up your system with individual apps and thus have the information appear in many
more places than most. It’s a sophisticated, multimodule employee management
service that also offers excellent payroll-processing tools. Here we compare it
with other online payroll services for small businesses.

Rippling's price is suitable for small businesses that only subscribe to the
payroll app, but its advanced features and exceptional customizability make it
even better for a company with hundreds of employees. It integrates with several
accounting applications, both entry-level and midrange. Rippling's usability and
deep feature set earn it an Editors' Choice award for businesses with more than
100 employees, and those that anticipate significant growth. For smaller
businesses, we recommend Editors' Choice winners OnPay and Gusto instead.





--------------------------------------------------------------------------------


HOW MUCH DOES RIPPLING COST?

It's difficult to quote a concrete price for Rippling. The issue is that
Rippling charges based on the number of employees and number and type of apps
you connect to the system. Rippling's Core platform starts at $35 per month.
This flagship application (which is required) includes features like employee
onboarding and offboarding, document management, workflow automation, policy and
permission management, and access to more than 500 app integrations. It costs an
additional $8 per employee per month for US payroll services. If you subscribe
to Core and Payroll only, you can create employee profiles, run US payroll, pull
reports, track time off, store documents, and access mobile tools.

Rippling Benefits Administration allows you to manage open enrollment and access
insurance information, and when any changes are made, it syncs automatically
with payroll. For example, when a new employee is onboarded, their health
insurance, retirement benefits, deductions, and so on automatically sync to
payroll. This module is $5 per employee per month, but that fee is waived in
certain circumstances. These include if you choose to use Rippling as your
digital broker for insurance, if you offer insurance through Rippling’s PEO, or
if you use a traditional broker who partners with Rippling.

Rippling also offers other products and services that integrate with payroll and
are available for an additional fee, including Global Payroll, EOR, Contractor
Payments, Time and Attendance, Corporate Cards, and Expense Management, in
addition to Applicant Tracking, Learning Management, and App and Device
Management.

--------------------------------------------------------------------------------


COMPARATIVE PRICING

Rippling can easily be the most expensive of the online payroll services I
reviewed, though again, it depends on how many apps and employees are involved.
A very basic payroll configuration is within the same price range as the
priciest small-business competitors, though Rippling is capable of serving
midmarket organizations, too.

Patriot Software is the least expensive payroll service I tested. Its base price
is $17 per month plus $4 per month per employee, but at that price you have to
submit your own payroll taxes and filings. (The base price goes up to $35 per
month if you want the company to do this automatically.) QuickBooks Payroll
Elite comes in at the top. It costs $125 per month plus $10 per month per
employee. If your needs are simple, you can go with the Core plan, which is $45
per month plus $4 per employee per month.

--------------------------------------------------------------------------------


HOW DO YOU SET UP RIPPLING?

Payroll websites require a complex setup process. Rippling’s setup tools take
you through every step as you indicate which services you need and specify your
preferences. Since the site has the features and capacity to support a business
with hundreds of employees, owners of smaller businesses will be able to skip
some steps, particularly if they don’t need Rippling’s IT support.

That said, Rippling has done a beautiful job of building a step-by-step guide
for preparing employee and contractor compensation. It uses an automated wizard
to walk you through the process. Depending on your responses, it either requests
additional information or moves you to the next step. Rippling does this prep
work within an intuitive user interface. Its navigation tools rarely leave you
wondering how to proceed. 

Once you establish an account, Rippling asks whether you'll be using payroll. If
you are already using another payroll service, you may be able to select it from
a drop-down list. The list includes industry leaders in payroll (such as ADP
Workforce and Run, SurePayroll, and Patriot Software) as well as accounting
applications like QuickBooks Online, Sage, Intacct, and NetSuite. Rippling
automatically imports tax information from all of them, and it can bring in
virtually all payroll data from Gusto and Zenefits, including employee details,
pay schedules, and benefits data. You supply the last paycheck date from your
existing service and the first date to be processed through Rippling. Although I
was unable to test this portion, no competitor offers this kind of generous
importing.


PAYING EMPLOYEES OUTSIDE THE US

Since my last review, Rippling has expanded its setup process to handle a global
workforce. That is, if you hire someone who lives outside the US in one of over
100 supported countries, the setup will be tailored to ensure compliance and to
allow Rippling to remit and file taxes for you. 

--------------------------------------------------------------------------------


COUNTLESS SETUP QUESTIONS

To help you keep your setup tasks straight, Rippling has an extensive to-do
list. The list may be long, but setup is always the most time-consuming part of
using a payroll website. It includes directives like "Tell us more about your
company," with links to the pages where you can do so. For example, you will
need to specify tax entity type, provide contact details, create departments,
and add email domains. It also prompts you with options to add your employees to
Rippling and install its Payroll app.

Will you be bringing in your own insurance broker or do you want to use Rippling
in that capacity? Are you offering a 401(k) retirement plan? Will you support
Health Savings Accounts, commuter benefits, PTO, and workers' compensation? Are
you tracking time off? When you answer in the affirmative, Rippling
automatically generates tasks and sets up deadlines for you.

You also have to indicate whether you want to use the task and custom field
options. If you subscribe or plan to subscribe to any of hundreds of third-party
apps (like Microsoft 365, Slack, Salesforce, and QuickBooks Time), the site
automatically installs them and sets up user accounts.

Additional company information is required, as it is on every payroll website.
You establish pay schedules (pay periods and paydays) and provide your federal
and state tax details. You also set up a connection to your payroll bank account
and define the contribution scheme (employer/employee split) for supported
benefits like health insurance and 401(k)s. During the setup process, you work
with a specific contact at Rippling who guides you via phone and email. Once
you're on your own and running payrolls, help is available via chat, video chat,
and email.

Rippling has also introduced a support tool unlike anything I’ve ever seen on a
payroll website. It’s a real-time support status page that you can view from the
Rippling website without being logged in. Graphs here illustrate support metrics
in four areas: Live Chat Response Time (2 minutes and 18 seconds at this
writing), percent of Live Chats Customers Ask to Convert to Call (10.63%), Email
Response Time (1 hour and 48 minutes), and percent of Cases Resolved by First
Response (51%). These numbers have gone up quite a bit since my last review.
Overall customer satisfaction is 92.68%.

--------------------------------------------------------------------------------


A DASHBOARD WITH REMINDERS, TO-DOS, AND LINKS

Rippling's Dashboard displays a variety of links and reminders. A navigation
tool in the left vertical pane contains a broad set of links, since the site’s
feature set is so deep. There are links to Tools (Reports, Tasks, Documents, and
Custom Workflow Builder), HR Management, Insurance & Benefits, IT Management,
Finance (including Payroll), and Settings.

A second element here is a to-do list outlining work that needs attention. But
the bulk of the page displays icons for any apps you install, some of which can
also be found in the navigation toolbar. The link to Payroll is here, as are
links to other tools, like Time Off, Time & Attendance, Custom Fields, Medical,
and Dental, as well as to other integrated apps. Rippling treats these as
separate-but-integrated apps, rather than menu items in a toolbar, like
competitors do. 

The site uses this navigation scheme because Rippling is a full-service employee
management system incorporating payroll, HR, and an IT system, rather than a
payroll-centric app with some added HR functions, unlike other payroll sites I
reviewed. That’s good news for larger companies, but may overwhelm very small
businesses.

--------------------------------------------------------------------------------


HOW SECURE IS RIPPLING?

Another administration feature Rippling offers will make security-conscious IT
professionals happy. Rippling supports multi-factor authentication (MFA), which
forces anyone attempting to log onto the system to provide an additional
identification method. Usually, sites using MFA send a code via text or email
that the user has to enter in order to gain access.

The company also ensures that Rippling meets industry-standard compliance. It
conforms to industry best practices to provide Rippling’s services. Every
Rippling employee is vetted and trained, and the application is built with
security and quality top of mind. Some of Rippling’s security offerings are
visible, like MFA and the real-time Activity Log, while others work in the
background.

--------------------------------------------------------------------------------


ADDING EMPLOYEES

Creating very detailed employee records is a part of the setup, and it's at
least as easy to do in Rippling as in other services. The records must all be
completed for existing staff before you run the first payroll. You can enter the
details manually or download a template for importing a list of employees in CSV
format and map the matching fields (unique to Rippling in this group of sites).
The site offers two views of this data: a simple employee list, and an
organization chart that it builds from the information you enter.

Whether you're adding an employee as a step in setup or onboarding a new one,
you go through a similar process and supply a similar set of details. You choose
an employment type (hourly, salaried, contractor, and so on) and a payroll
entity (group), and supply the worker's name, email, and other personal
information. You can edit and use the provided templates for offer letters and
contractor agreements in the next step. Other pages collect details like
department, job title, compensation amount (and number of shares, if
applicable), and manager. Rippling also asks you to provide a job description.

You get a summary of the documents that employees will be able to sign
electronically (like a W-4), the information that must be collected from the new
worker, and the things that Rippling will do (like set up the employee in
payroll and prorate the first paycheck). It also lists the user accounts for
apps that will be established for the incoming hire. Once you’ve entered
employee data in Rippling, it automatically transfers that information to the
apps themselves. Finally, you can set up a work email address and review any
offer letter you created.

Once you complete the employer portion of a record for one or more employees,
you can send an email inviting them to add anything that hasn't been entered
already, such as emergency contact information. Workers have limited access to
their own records and abbreviated versions of their co-workers’ records.

Users with the right permission levels can see complete profiles for each
employee, accessible through the company directory. These pages are divided into
various individual elements of personnel issues, like Personal information,
Documents, and Payroll. The Payroll section is further divided into content
areas like Paystubs, Withholding, and Settings. These profiles are more
comprehensive than the competition’s because Rippling tracks more data.

If you’re a very small business, you may find that Rippling’s employee profiles
allow way more detail than is needed. The extra fields and labels don’t really
get in the way, though.

--------------------------------------------------------------------------------


RUNNING PAYROLL WITH RIPPLING

Once you complete your setup tasks thoroughly, the actual payroll processing
doesn't take much time, though it depends on the number of workers you have.
Rippling’s payroll processing tools are exceptionally flexible. You can set up
multiple, separate pay schedules (salaried, hourly, contractors, etc.) for the
same pay period and run unlimited payrolls. Employees can be assigned multiple
pay rates if, for example, an individual works as a server and a bartender in
the same pay period. Some competitors offer the same options. Rippling, though,
can update salary changes in the middle of a payroll period and set up salary
changes for future dates, which is unusual. The site also allows you to maintain
a cash balance so you can do an overnight payroll if necessary.

The Payroll app displays a list of your upcoming pay runs. A horizontal toolbar
at the top of the page takes you to numerous payroll settings, which is where
you'll return if you need to modify anything you previously set up. The toolbar
also has links to pages where you can add or edit reimbursements, deductions,
and garnishments. You can set up connections to integrated accounting
applications and view related reports and tax documents, too.

--------------------------------------------------------------------------------


MULTIPLE PAYROLL ENTITIES

If you set up multiple payroll entities (such as salaried employees, hourly
employees, and contractors) on the same pay schedule, you have to process them
as individual groups. Many competitors let you see them all on one page to enter
hours and make any changes necessary to withholding or additional pay. Larger
companies can benefit from this separation of payroll entities, but it may
create an extra step or two for smaller businesses.

This first page displays the approval deadline for the current payroll, along
with its status. You can also view lists of Paid, Archived, and Failed payrolls.
If you’re running any payroll other than the upcoming regular one, you can
choose the payroll type (such as Off-cycle, Termination, or Correction) from a
drop-down list and specify the pay date range. I ran a Regular payroll for
testing.

The next page opens to a list of your salaried employees and their earning types
(like salary and bonus) and amounts. Another tab opens the Deductions window to
see what’s being taken out and for what, and the Settings tab toggles between
direct deposit and checks. Click on an employee name, and his or her profile
opens in a new window. 

Earnings types are very customizable here, as is the case with the rest of
Rippling. You can add new ones from a lengthy list or create your own, though
the more earnings types you add, the more you’ll have to scroll sideways to see
everything. Some earnings types actually take up three fields. If you display
PTO Hours, for example, there’ll be individual fields for rate, number of hours,
and amount. This can make for a very lengthy payroll table. You can, however,
modify earnings types for just the current payroll or for all of them.

--------------------------------------------------------------------------------


RECORDING EMPLOYEE HOURS

Hourly employees are up next. There are three ways to get employee hours into
Rippling if you don’t use the clock in/out system offered by the company’s Time
and Attendance app. You can integrate with a third-party solution like
QuickBooks Time or Toggl Track. Companies that record hours in documents or
internal systems can import CSV files. And smaller businesses might want to
simply enter the hours manually each pay period. This data entry page works the
same way as the salaried employees page, though there are some different
earnings types. Contractors are next. 

When you’re satisfied that the numbers are correct, you click Next: Contractors.
This page only contains columns for 1099 payments and reimbursements by default,
but you can add earnings types.

--------------------------------------------------------------------------------


PREVIEW PAYROLL

Once you’re done entering or importing hours, Rippling displays a preview page
that shows information about, for example, the pay period, pay date, and
approval deadline at the top (this section is customizable). Below are totals
for your direct deposits, employer and employee taxes, and the total debit and
debit date. If you scroll down, you see a table listing key numbers for each
employee, which you can compare to either of the last two payroll runs. Click a
link at the end of a row, and the current pay stub appears. Rippling adds a bit
of graphical whimsy to these, which is a nice touch. You can also see all of the
underlying data behind the current pay run.

A link on the page takes you to the Cash Requirements Report for the current
payroll and breakdowns of the payroll by department and employee. Click Approve,
and you’re done. Rippling tells you how long you have to make adjustments. You
can also cancel the payroll.

--------------------------------------------------------------------------------


UNPARALLELED FLEXIBILITY

Every service that offers payroll includes a certain level of flexibility and
customizability. OnPay, for example, supports custom fields. Patriot Software
integrates with its own accounting application. But no one in the group reviewed
here is as accommodating as Rippling. That's one of the reasons why it can
handle hundreds of employees and support integrations with midrange accounting
applications in addition to small-business solutions.

This flexibility is evident in countless ways. For example, Rippling supports
international work locations and allows you to create profiles for and pay
contractors (in a separate payroll run), even those located in other countries .
You can convert contractors to employees (and vice versa) using automated tools.
The site’s Data Manager is a massive central hub for viewing the site’s field
structure and adding, editing, and deleting custom fields.

Rippling's search and filter capabilities make it possible for companies with
dozens or hundreds of employees and multiple departments and other staff
groupings to apply attributes to select individuals. Its granular user
permissions allow you to grant access down to the page and function level.
They’re role-based, not based on the individual.

Employees benefit from Rippling's customizability, too. They can add and edit
their own information on the site and access numerous types of HR documents,
like confidentiality agreements, employee handbooks, and severance agreements.
Hourly workers can track their hours using one of the many time-tracking apps
available through Rippling if the company subscribes to them, or via the site’s
own Time and Attendance app (fees apply).

A Chrome browser extension provides an employee dashboard where workers can see
a company directory and find out who's out of the office—even read and
contribute to the so-called water cooler section (an online employee chat
group). Rippling is the only service that provides that feature.

--------------------------------------------------------------------------------


CAN YOU ACCESS RIPPLING ON MOBILE DEVICES?

Rippling offers companion employee apps for both iOS and Android, which are
quite attractive and intuitive. Employees can access a personnel directory
containing minimal contact records and message, call, or email co-workers. They
can also use any apps they’re subscribed to, such as Zendesk and Expensify.

The apps allow employees to view pay stubs and edit personal information, as
well as see their W-2s and 1099s, withholding, and benefits, along with
additional employment information. Workers can clock in and out and access time
off policies and accruals. They can also enter and track expenses, either
manually or by snapping a photo of a receipt.

If you’re an employer logging in, you get all the same capabilities for
yourself, of course, but you can’t do administrative tasks like running payroll.
You can, though, view timecards and change requests. There’s no real Dashboard
like on the browser-based site. The homepage just displays a navigation menu.
But the apps themselves are exceptionally sleek and well-designed, perhaps
better than the competition’s, making navigation and operations quite easy. 

While you can access the site through a mobile browser, you have to zoom in to
make anything big enough to see and then scroll around a lot (or turn the phone
sideways). Running a payroll would be very difficult from Rippling's mobile
site, which is not surprising, given that the desktop site is so massive. That
said, Gusto and SurePayroll make it easy to run payroll from a mobile device.

--------------------------------------------------------------------------------


EXCEPTIONALLY CUSTOMIZABLE REPORTS

Every other service we reviewed offers at least a dozen preformatted (yet
customizable) payroll reports. Rippling has these, and it calls them “recipes,”
starting points for reports that can be run as is or modified. Reporting is
perhaps the most advanced area of Rippling, and it has a learning curve. Once
mastered, it’s also the most powerful report system I’ve seen in any
small-business financial application. But it takes some study.

When you click New Report, the directory of recipes opens, divided by functions,
products, integrations, and use cases. Select Payroll Report, for example, and
the page displays your variables (Employee and Payroll), along with your
grouping options (such as department or location). Click Start Building Report,
and a preliminary report with limited data appears. Two columns in the left
vertical pane display typical customization options (date range and columns) and
filters. Once you’ve chosen all your customization options, you can run the
report. You can modify it further from here and share, save, or download it.

Sites like OnPay and Gusto provide boilerplate reports that can be customized,
but they don’t offer the tight precision or granular options that Rippling does.
Basically, you can build reports starting from recipes or from scratch and
include any payroll and payroll-related related fields from the entire site, in
any configuration. No one else does it. Most very small businesses would
probably be satisfied with the report templates competing sites provide, but
larger businesses with dedicated payroll specialists might find this depth and
flexibility extremely beneficial.

Rippling even allows you to run Excel formulas in report fields. I haven’t seen
that anywhere else.

--------------------------------------------------------------------------------


A TOP CHOICE FOR MIDSIZE (AND SOME SMALLER) BUSINESSES

We can’t emphasize this enough: Rippling’s unusually strong depth and
flexibility make it an excellent option for a company with dozens or hundreds of
employees, and organizations with complex payrolls. The more employees you have
and the greater your needs are for customizability, automation, and reporting,
the more useful it becomes. We recommend it highly for those companies who need
advanced features and functionality, and so Rippling is again our Editors’
Choice winner for companies with more than 100 employees. Smaller companies who
anticipate growth might consider it, too, but it has a much steeper learning
curve than the other sites we reviewed. Some of them can handle hundreds of
employees, as well.

Gusto, another Editors’ Choice winner for payroll, is a better option for small
companies. While Rippling's more sophisticated capabilities don't necessarily
get in the way for small-business users most of the time, a payroll manager
might find all of the complexity intimidating. Gusto offers features and
usability that are geared toward companies with only a few or a several dozen
employees, so we recommend it for very small businesses and especially to
companies new to payroll. OnPay is also an Editors’ Choice winner for its
excellence in serving the needs of companies in both general and vertical
industries that employ up to a couple hundred workers.



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ABOUT KATHY YAKAL

I write about money. I’ve been reviewing tax software and services as a
freelancer for PCMag since 1993. Along the way, I took on reviews of other types
of business and personal finance technology. Prior to that, I had spent a few
years writing about productivity and entertainment applications for 8-bit
personal computers (my first one was a Commodore VIC-20) as a member of the
editorial staff at Compute!

After working at Lawson Associates, now Lawson Software, I switched my focus to
accounting but learned that personal computer applications were more progressive
and interesting to cover than mainframe solutions. So I served as editor of a
monthly newsletter that provided …


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