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June 6, 2024
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Access PeopleHR vs Square Payroll


Selecting the right HRIS (Human Resources Information System) tool is critical for the efficient and effective management of a company's human resources functions. In this comparison, we’ll delve into the strengths and weaknesses of Access PeopleHR and Square Payroll, helping you identify which might be the best fit for your business.

Access PeopleHR is designed for small to mid-sized businesses, offering a comprehensive platform for all key HR functions. This includes applicant tracking, personnel tracking, performance reviews, and more. The system’s employee-tracking database allows users to create new employee records, fill in key contact information, and store documents. Access PeopleHR also offers unlimited document storage, enabling users to attach as much paperwork as necessary to each employee profile.

Square Payroll, meanwhile, is an online payroll service trusted by small businesses. Its primary focus is on simplifying payroll processes, making it easy for even the smallest teams to handle payroll efficiently. Square Payroll offers features such as automatic tax filings, direct deposits, and integrations with other financial tools, positioning it as an effective solution for small business payroll needs.

Given the importance of HRIS tools in managing HR and payroll processes, this comparison aims to highlight the capabilities of both Access PeopleHR and Square Payroll, helping you make an informed decision based on your specific needs.

Access PeopleHR Overview

Access PeopleHR is a versatile HRIS designed to cover a broad spectrum of HR functions. It is particularly well-suited for small to mid-sized businesses aiming to streamline their HR operations.

Key Features

  • Applicant Tracking: Manage the entire recruitment process, from job postings to applicant management.
  • Personnel Tracking: Comprehensive employee records, including contact information and document storage.
  • Performance Reviews: Tools for conducting and tracking employee performance reviews.
  • Employee Database: Maintain a centralized database for all employee information.
  • Document Management: Unlimited document storage for attaching paperwork to employee profiles.
  • Reporting and Analytics: Generate reports and gain insights into various HR metrics.
  • Self-Service Portal: Allow employees to update their information and access HR resources independently.
  • Compliance Management: Ensure compliance with HR regulations and maintain necessary documentation.

Square Payroll Overview

Square Payroll focuses on simplifying payroll for small businesses, ensuring accuracy and compliance with minimal effort.

Key Features

  • Automatic Tax Filings: Automatically handle federal and state tax filings.
  • Direct Deposits: Ensure timely and accurate payroll disbursements through direct deposits.
  • Employee Self-Onboarding: Enable employees to complete onboarding paperwork online.
  • Time Tracking Integration: Integrate with time-tracking tools for precise payroll calculations.
  • Benefits Management: Manage employee benefits, such as health insurance and retirement plans.
  • Multiple Payment Options: Offer employees various payment methods, including checks and direct deposits.
  • Garnishments and Deductions: Easily manage wage garnishments and deductions.
  • Compliance Features: Ensure payroll compliance with local, state, and federal regulations.


Both Access PeopleHR and Square Payroll serve as essential HRIS tools aimed at simplifying and streamlining HR and payroll processes, particularly for small to mid-sized businesses. They share certain features common to HRIS systems:

  • Employee Self-Service: Both platforms offer self-service options for employees, enabling them to update personal information and access relevant resources independently.
  • Compliance Management: Each tool ensures compliance with relevant regulations, albeit in different contexts (HR for Access PeopleHR and payroll for Square Payroll).
  • Integration Capabilities: Both systems integrate with other business tools to enhance functionality and streamline workflows.
  • Document Management: They provide options for managing and storing employee-related documents, ensuring easy access and organization.


While there are similarities, significant differences set Access PeopleHR and Square Payroll apart:

  • Primary Focus: Access PeopleHR offers a holistic approach to managing various HR functions, including recruitment, performance reviews, and personnel tracking. In contrast, Square Payroll specializes exclusively in payroll management.
  • Feature Depth: Access PeopleHR provides a broader range of HR features, whereas Square Payroll offers more in-depth payroll-specific functionalities such as automatic tax filings and garnishments.
  • Target Audience: Access PeopleHR is designed for small to mid-sized businesses looking for comprehensive HR solutions, while Square Payroll primarily caters to small businesses needing a straightforward and efficient payroll system.
  • Document Storage: Access PeopleHR offers unlimited document storage for employee files and paperwork, whereas Square Payroll’s document management is more focused on payroll-related documents.

Pros and Cons

Access PeopleHR


  • Comprehensive HR solution covering multiple functions.
  • Unlimited document storage.
  • Detailed reporting and analytics tools.
  • Employee self-service capabilities.


  • Implementation can be complex due to the wide range of features.
  • May be overkill for businesses only needing payroll solutions.
  • Slightly steeper learning curve for users unfamiliar with HRIS systems.

Square Payroll


  • Simplifies payroll processing with automatic tax filings and direct deposits.
  • Easy-to-use interface suitable for small businesses.
  • Integrates with time-tracking and other financial tools.
  • Employee self-onboarding features streamline the hiring process.


  • Limited HR functionalities beyond payroll.
  • Not as suitable for mid-sized businesses with more complex HR needs.
  • Document management focuses primarily on payroll documents.

Use Cases

Access PeopleHR:

  • Comprehensive HR Management: Ideal for businesses needing a broad range of HR functionalities, from recruitment to performance reviews and personnel tracking.
  • Growing Companies: Suitable for small to mid-sized companies poised for growth, requiring scalable HR solutions that can adapt to increasing HR demands.
  • Compliance Needs: Beneficial for organizations needing robust compliance management and extensive document storage capabilities.

Square Payroll:

  • Small Businesses: Perfect for small businesses looking for a straightforward payroll solution without the need for extensive HR functionalities.
  • Simplifying Payroll: Best for companies needing to automate payroll processes, including tax filings, direct deposits, and benefits management.
  • Time-Tracking Integration: Useful for businesses that rely heavily on time-tracking for accurate payroll calculations.


Both Access PeopleHR and Square Payroll offer valuable features tailored to specific business needs. Access PeopleHR stands out for its comprehensive approach to managing various HR functions, making it an excellent choice for small to mid-sized businesses requiring extensive HR capabilities. It ensures that every aspect of HR is covered, from recruitment to performance management, compliance, and reporting.

Square Payroll, on the other hand, excels in providing an easy-to-use, efficient payroll solution tailored to small businesses. Its focus on automating tax filings, direct deposits, and integrating with time-tracking tools makes it ideal for businesses looking to streamline payroll processes without the need for broader HR functionalities.

When choosing between Access PeopleHR and Square Payroll, consider the scope of your HR needs:

  • If you need a comprehensive HRIS that handles multiple HR functions, Access PeopleHR is the better choice.
  • If your primary requirement is an efficient, easy-to-use payroll system for a small business, Square Payroll is likely the best fit.

By understanding the distinct features, pros, and cons of each tool, you can make an informed decision that aligns with your business’s specific HR and payroll needs.

Key takeaways 🔑🥡🍕

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