--- title: "Instaff Software Pricing, Alternatives & More 2026 | Capterra" description: "With the help of Capterra, learn about Instaff Software - reviews, pricing plans, popular comparisons to other Payroll products and more." source_url: "https://www.capterra.com/p/159903/Instaff/" page_type: "product" language: "en" --- # Instaff Software Review 2026: Features, Integrations, Pros & Cons Last updated on July 23, 2026 Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Description](#description)[Use cases](#use-cases)[Alternatives](#alternatives)[FAQs](#faqs)[Features](#features)[Pricing](#pricing)[Integrations](#integrations)[Support](#support)[Reviews](#reviews) Instaff ## What is Instaff? Standalone Employee Self-Service (ESS) portals that add-on to your current payroll or accounting software. Post and host PDF paystubs from your existing payroll system online. InStaff makes switching from paper paystubs easy. Additional HR modules: Time tracking, Time-Off Requests, Digital Document Management, Announcements, Employee Directory and more. ## What is Instaff used for? [Payroll](https://www.capterra.com/payroll-software/)[Time Clock](https://www.capterra.com/time-clock-software/)[Time Tracking](https://www.capterra.com/time-tracking-software/) Top alternative Featured Overall rating Based on 49 user reviews Reviews sentiment Positive 98% Neutral 0% Negative 2% Starting price $3 Per User, Per Month Free trial available Free version not included Capterra Shortlist charts the highest-rated and most popular products... Our "Best of" badge program showcases products with the highest ratings... Our "Best of" badge program showcases products with the highest ratings... Do you work for Instaff?[Manage this product listing](https://digitalmarkets.gartner.com/get-listed/claim-bx?url=https://instaff.org/&name=Instaff) ## Compare with a popular alternative Capterra selects software alternatives based on relevant features, verified user reviews and user interactions. Placement may be influenced by client status. ### Instaff 4.7 (49) VS. [4.3 (1,854)](https://www.capterra.com/p/86714/WebPay/reviews/) Starting Price $3 Per User, Per Month Starting Price Contact vendor Free Trial Free Version Pricing Options Free Trial Free Version Ease Of Use 4.6 (49) Ease Of Use 4.3 (1,853) Value For Money 4.7 (48) Value For Money 4.2 (1,511) Customer Service 4.7 (47) Customer Service 4.1 (1,582) ## Instaff alternatives Highest Rated [4.9 (4,850)](https://www.capterra.com/p/172127/Rippling/reviews/) Starting price $8.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 98% of reviewers rated it above 4 stars [4.6 (3,511)](https://www.capterra.com/p/110968/BambooHR/reviews/) Starting price $10.00 Per User, Per Month Pricing Options Free Trial Free Version User Rating 95% of reviewers rated it above 4 stars [4.2 (2,057)](https://www.capterra.com/p/135757/NetSuite/reviews/) Starting price Contact vendor for pricing Pricing Options Free Trial Free Version User Rating 85% of reviewers rated it above 4 stars [4.3 (3,067)](https://www.capterra.com/p/133745/Paycor-Perform/reviews/) Starting price Contact vendor for pricing Pricing Options Free Trial Free Version User Rating 87% of reviewers rated it above 4 stars ## FAQs about Instaff Overview ### Which roles and teams benefit most from Instaff? Instaff is most used by finance, payroll, and accounting teams, including controllers, payroll managers, bookkeepers, and accounting managers who need accurate wage processing, tax handling, and reporting. Office managers, operations coordinators, and business owners benefit from streamlined workforce administration, while executives use it to oversee labor costs and payroll compliance. Answer based on 49 reviews Overview ### What company size and industries is Instaff built for? Instaff is built primarily for small businesses, which make up 74% of reviewers, especially in Accounting at 18% and Construction at 16%. It also serves midsize companies at 17% and enterprises at 9%, with additional use in Electrical/Electronic Manufacturing at 7%, often for payroll. Answer based on 49 reviews Features and Usability ### What are the key features of Instaff? Instaff offers time tracking and attendance tools, including clock in/out, online time clock, mobile time tracking, and timesheet management. It also includes payroll and billing functions, such as payroll integration, billing and invoicing, multiple billing rates, and labor cost reporting, plus reporting, approvals, and employee self-service. Pricing ### How much does it cost and what fees or limitations are included? Instaff starts at $3 per user per month for the Time Tracking plan, which includes the full time tracking suite with no user or feature limitations. A free trial is available. Pricing-related feedback is mixed, with some users saying the monthly cost is a bit high. Answer based on 4 reviews Integrations ### Which third-party tools and platforms does Instaff integrate with? Instaff integrates with Sage 300cloud, Sage 300, QuickBooks Online, QuickBooks Online Advanced, Sage 100, Microsoft Dynamics GP, JD Edwards EnterpriseOne, and Viewpoint Team. Its catalog also includes Autosoft DMS, Foundation, Payroll Mate, Sage 50 Accounting, Sage 300 Construction and Real Estate, Sage 300 Online, Sage 300 Trade Specialty, Spectrum, and iCity. Answer based on 5 reviews Getting Started and Support ### What training and onboarding options does Instaff offer? Instaff provides live online sessions, webinars, documentation, and videos to help teams get started. Live online sessions and webinars support guided instruction, while documentation offers written reference material and videos provide visual walkthroughs for self-paced learning and review. Getting Started and Support ### What customer support options does Instaff offer? Instaff provides email/help desk, FAQ/forum, knowledge base, phone support, and chat. Users describe support as responsive and communicative, with problems often fixed quickly during setup, login, and document issues. Some note that staff helped troubleshoot promptly and resolved questions with clear guidance. Answer based on 7 reviews Ease of use ### Is Instaff easy to use? Instaff feels easy to use for many teams, especially after setup is complete. Small businesses and admin staff often find the interface straightforward for paystubs, documents, and PTO tasks, but some users say menus are not immediately intuitive and account access or initial configuration can require support. Answer based on 12 reviews ## Features AI summary Based on 17,833 Payroll reviews Not all payroll software covers every must-have feature. Here is what Capterra reviewers flag as essential when choosing a solution: - **Payroll Management** (**58%** of reviewers rated this feature as critical) - **Direct Deposit** (**58%**) - **Payroll Reporting** (**51%**) Instaff supports **Payroll Management** and **Payroll Reporting**, so businesses can handle pay runs and review payroll data in one system. However, it does not offer **Direct Deposit**. Instead, it provides other important payroll features, including **Tax Compliance** (**58%**) and **Employee Database** (**41%**), which help companies stay aligned with tax requirements and keep employee records organized, allowing teams to manage payroll tasks with better accuracy and oversight. Payroll Management 4.5 (10) 80.00% of 10 reviewers that rated this feature as important or highly important Manage employee salary processes, data, taxes, and records administration efficiently Employee Database 5.0 (3) 66.67% of 3 reviewers that rated this feature as important or highly important Electronic storage of staff/employee contact information and job status in a centralized repository Self Service Portal 4.1 (10) 60.00% of 10 reviewers that rated this feature as important or highly important Online portal through which end users can access the system, manage tasks, or obtain information Time Tracking 3.7 (6) 16.67% of 6 reviewers that rated this feature as important or highly important Measure and track time including hours worked and paid time off (PTO) Vacation/Leave Tracking 4.0 (5) 60.00% of 5 reviewers that rated this feature as important or highly important Request, track, and manage time off requests and vacation time Data Import/Export 5.0 (3) 100.00% of 3 reviewers that rated this feature as important or highly important Import and export data to and from software applications Instaff 51 features ### All Features - Access Controls/Permissions: Define levels of authorization for access to specific files or systems - Accounting: Built-in accounting to manage ledger, accounts payable/receivable, financial reports, etc. - Accounting Integration: Integrate with a third-party accounting system - Activity Dashboard: Dashboard to view the status of ongoing processes, identify current incidents and track past activities - Alerts/Notifications: Alerts or notifications of various types such as pop-up messages, sounds, banners, or badges - API: Application programming interface that allows for integration with other systems/databases - Approval Process Control: Manage the process of evaluating documents or requests submitted for approval - Attendance Tracking: Track the attendance of specific individuals or groups - Billable & Non-Billable Hours: Track billable hours and/or non-billable expenses for work performed - Billing & Invoicing: Create, manage, and send invoices or bills to customers - Calendar Management: Track and manage schedules and meetings via an integrated calendar - Clock In/Out: Track employees' arrival and departure timings for payroll purposes - Customizable Branding: Add customized logos and colors to align with company branding - Customizable Reports: Alter the layout and content of reports - Customizable Templates: Pre-designed layouts that can be customized to match preferences and requirements - Data Import/Export: Import and export data to and from software applications - Document Management: Store, manage, and track all electronic documents in a centralized location - Employee Database: Electronic storage of staff/employee contact information and job status in a centralized repository - Employee Engagement: Tools to improve and measure employee satisfaction and involvement - Employee Management: Track employee schedules, availability, and performance across projects and tasks - Employee Portal: Online portal where employees can access and track their own information - Employee Profiles: Centralized storage for employee data, records, and performance metrics - Employee Time Tracking: Track and measure time worked for employees - HR Management: Automates core HR functions such as talent management, employee evaluation and learning management - Labor Cost Reporting: Report on the allocation and distribution of labor costs across projects - Labor Forecasting: Predict labor requirements based on past and present data/trends - Lockout Periods: Ensure employees can only clock in and out during certain times. - Mobile Access: Access software remotely via mobile devices - Multiple Billing Rates: Different tiers of pricing and billing for different employees and situations - Online Time Tracking: Track employee and task times using internet connection - Overtime Calculation: Manage and record overtime hours for hourly employees - Payroll Integration: Facilitates integration with multiple third-party payroll systems - Payroll Management: Manage employee salary processes, data, taxes, and records administration efficiently - Payroll Reporting: View and track payroll metrics including tax liabilities, pay rates, working hours, deductions and more - Project Time Tracking: Measure time to completion or hours worked for projects - Real-Time Reporting: Active reporting of data and metrics - Reminders: Timed notification for any upcoming task, deadline, appointment, or activity - Reporting/Analytics: View and track pertinent metrics to find patterns and gain insights from data - Self Service Portal: Online portal through which end users can access the system, manage tasks, or obtain information - Sick Leave Tracking: Track and manage sick leave time - Task Management: Create, manage and track all task activities and progression - Tax Compliance: Track tax-related transactions, tax remittance and tax reporting for various groups of employees and contractors - Third-Party Integrations: Set up connections to third-party platforms to improve business processes - Time & Attendance: Track and manage employee's work hours to improve payroll accuracy - Time Off Management: Track and manage employee time-off, vacation, and sick leave requests - Time Off Requests: Tools that allow employees to request/schedule time off - Time Tracking: Measure and track time including hours worked and paid time off (PTO) - Timesheet Management: Track the amount of time spent on a job or task - Vacation/Leave Tracking: Request, track, and manage time off requests and vacation time - Workflow Management: Create, design and manage workflows for repetitive tasks - Workforce Management: A set of processes to optimize the productivity of its employees --- Get Advice We can help you find the software with the features you need. Features 4.5 (49) 4.5 Based on 49 reviews ## Pricing Value for money 4.7 (48) Free Trial [View pricing plan details](https://www.capterra.com/p/159903/Instaff/pricing/) Time Tracking $3.00 Per User,Per Month It includes: - time tracking - timesheets - time clock - time and attendance - time off Online Paystubs & Tax Forms $0.38 Usage Based,Per Month Time-Off Requests $0.25 Per User,Per Month Announcements $0.25 Per User,Per Month Digital Documents $0.25 Per User,Per Month Certifications and Licenses Manager $0.25 Per User,Per Month Value for money 4.7 (48) 4.7 Based on 48 reviews ## Integrations [ QuickBooks Online](https://www.capterra.com/p/190778/QuickBooks-Online/)[ QuickBooks Online Advanced](https://www.capterra.com/p/189398/QuickBooks-Online/)[ Sage 50 Accounting](https://www.capterra.com/p/174753/Sage-50cloud/)[ Sage 100](https://www.capterra.com/p/227232/Sage-100cloud/)[ Sage 300](https://www.capterra.com/p/180283/Sage-300cloud/)[ JD Edwards EnterpriseOne](https://www.capterra.com/p/212037/JD-Edwards-EnterpriseOne/)[ Payroll Mate](https://www.capterra.com/p/63592/Payroll-Mate/)[ Viewpoint Team](https://www.capterra.com/p/144467/Viewpoint-For-Projects/) Connect with a Capterra advisor for a free 15-minute consultation Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs. ## Support, customer service and training options Customer Service 4.7 (47) Support - Email/Help Desk - FAQs/Forum - Knowledge Base - Phone Support - 24/7 (Live rep) - Chat Training - In Person - Live Online - Webinars - Documentation - Videos Deployment - Web - Android - iPhone/iPad Typical users - Freelancers - Small businesses - Mid size businesses - Enterprises Customer Service 4.7 (47) 4.7 Based on 47 reviews ## User reviews Overall rating 4.7 Based on 49 reviews Filter by rating 5(34) 4(14) 3(0) 2(1) 1(0) Mentioned topic Sorted by most recent RM Ryan M. Controller Construction ### "Going from physical to electronic" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 4.0 4.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 April 3, 2024 Instaff helped our company go from physical paystubs for 50+ employees to electronic upload which freed up time and allowed us to simplify things. Their support made the change seamless! Pros Instaff is easy to use and has a very straightforward payment system. Their portal is easy to navigate and use. Their customer support was very communicative every time we contacted them. Cons They could provide more quality of life options like sorting things by date, etc. in their portal. There's not much to dislike for what we use Instaff for. Alternatives considered [hh2 Remote Payroll](https://www.capterra.com/p/168292/Remote-Payroll/) Reasons for choosing Instaff Ease of use, price structure, compatibility with our current system. Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. FH Fiona H. Accounting manager Business Supplies and Equipment ### "accounting manager" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 8/10 April 2, 2024 Pros instaff can connect the sage, and automatic sent the paystub to employees Cons the cost have a little bit high, if the cost lower, I want to get more function Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. OO Omid O. Controller Entertainment ### "Paystub Distribution Review" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 8/10 April 1, 2024 Happy customer finding the right solution Pros customer support and intuitive features enabling us with what we needed Cons Staff having difficulty accessing their account/ resetting their password Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. IL India L. Accounting Manager Electrical/Electronic Manufacturing ### "Excellent HR Management Resource!" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 4.0 4.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 March 27, 2024 The InStaff team has been very responsive and easy to work with so far. Pros InStaff is an easy-to-use and intuitive system for those looking to migrate away from manual PTO tracking and employee document distribution. The system is well-designed, easy to navigate and has functioned relatively flawlessly so far. Cons The development team continues to expand InStaff portal functionality, such as PTO calendar integration with Outlook. These improvements will continue to make InStaff a very valuable partner for our organization! Review source Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. LM LaQuetta M. Payroll Accountant Accounting ### "Ease of Instaff" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 March 27, 2024 Pros Instaff is very user friendly. All our the companies that we imported into the system seem to love the ease of the system. Cons We had a little trouble when it came down to uploaded documents. We had several different documents that were not formatted correctly at first but our Instaff support team handled the problem quickly. Switched from [SmartVault](https://www.capterra.com/p/82811/SmartVault/) Review source Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. SS Steven S. Controller Hospitality ### "Instaff for Paystubs and tax documents" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 March 27, 2024 Instaff has helped me each payroll, I previously would have to manually email out pay stubs to employees. Now they can go online and get current ones and prior ones. I will also be using it for W2's and 1095's this year. Pros It's very easy to use and I haven't had any issues with the product. Cons There's nothing to dislike, maybe it would be nice if it was a little cheaper. Reasons for choosing Instaff Ease of use was the main reason, print boss was cheaper but didn't;t fit what I wanted as much. Review source Non-incentivized review: any software user can leave a review for any product listed on our site. All submitted reviews are subject to our verification process prior to publication. ER Emily R. HR Administrator Transportation/Trucking/Railroad ### "Great Product!" 4.0 Overall Rating 4.0 4.0 Ease of Use 4.0 4.0 Features 4.0 4.0 Customer Service 5.0 5.0 Likelihood to Recommend 8/10 March 21, 2024 Mostly positive. Customer support is very helpful and professional. Pros I can upload payroll documents that aren't just paystubs, whereas other companies don't allow it. Simple solutions for electronic payroll documents. Company directory and announcements are helpful. Cons Glitches in sending notifications, not many reporting options, not enough notification email templates, dashboard doesn't show full announcements (has to be expanded to view so employees don't see announcement). Alternatives considered [Sage Timeslips](https://www.capterra.com/p/114210/Sage-Timeslips/) [BambooHR](https://www.capterra.com/p/110968/BambooHR/) Reasons for choosing Instaff Lower pricing and more options for employee documents. Review source Vendor Referred - Incentive Offered: This reviewer was invited by the software vendor to submit an honest review and offered a nominal incentive as a thank you. Response from Vendor June 26, 2024 Thanks for your feedback Emily! We're looking into additional reporting options and expanded announcements. EG Elizabeth G. PAYROLL MANAGER Construction ### "Easy Set Up and Implementation" 5.0 Overall Rating 5.0 5.0 Ease of Use 5.0 5.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 9/10 January 26, 2022 I've enjoyed working with Instaff. The team members are very responsive and always available to assist when needed. Pros The ease of setting it up and introducing it to our employees. Cons This is a required field. So, I have to enter something in here but I honestly haven't run into any cons yet. Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. RR Rhonda R. Payroll Admin Mining & Metals ### "Instaff Use" 4.0 Overall Rating 4.0 4.0 Ease of Use 4.0 4.0 Features 3.0 3.0 Customer Service 5.0 5.0 Likelihood to Recommend 7/10 January 12, 2022 Our overall all experience is good. Pros It is easy to use and allows up to control what levels of product we need for our business. Cons The search criteria is bulky. You always have to return to the main page when searching employee. Reasons for choosing Instaff It integrated with Sage 300 Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. MD Mark D. CFO Building Materials ### "Fit our needs perfectly." 5.0 Overall Rating 5.0 5.0 Ease of Use 4.0 4.0 Features 5.0 5.0 Customer Service 5.0 5.0 Likelihood to Recommend 10/10 December 28, 2021 Eliminated the need to print documents and get them to employees. Especially useful for employees that work away from our HQ. Pros The product allows us to get pay stubs to employees quickly and easily. Cons Occasional glitches with the ability to access data. Need to reset cashe in browser. Reasons for choosing Instaff n/a Review source Incentivized review: software users are invited to submit an honest review and offered a nominal incentive for their time and effort. All incentivized reviews are subject to our verification process prior to publication. [View all Reviews](https://www.capterra.com/p/159903/Instaff/reviews/) ## Top-rated software of 2026 ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.