11 Best HR Compliance Software in 2023
GoCo digitally stores and organizes essential HR documents and information for your entire team, so you can enjoy the peace of mind of centralized record keeping. Read more to learn how to evaluate HR compliance software solutions and compare features.
Why Does Your Small Business Need HR Compliance Software?
HR compliance plays a crucial role in ensuring that a company is being fair in its HR practices. Every business needs to make sure it’s in compliance with a variety of laws and standards set by the government, or even specific to an industry. Noncompliance with HR laws places your business at great risk for financial penalties, reputational damage, and additional legal action, so it’s crucial that HR stays on top of compliance. What does that mean?
For HR, compliance management spans multiple different topics, including employment eligibility, Federal & State taxes, benefit compliance, ACA compliance, and PTO compliance. The ability to digitally store and file important documentation like IRS forms and tax documents mitigates compliance risks in addition to saving you tons of time. From remote I-9 forms to W-4s, the amount of documents that HR is expected to handle gets out of hand easily, so a fully digital HR software solution should be top of mind. Beyond document management, you’ll also need to keep up with the latest IRS regulations and adhere to strict benefits and ACA laws. An HRIS can reduce manual work in these respects and help with cost-effective filing methods, calculate PTO restrictions and more. We’ve ranked a list of top HR compliance platforms you can consider to keep your employees and business safe.
GoCo is the first choice for a truly consolidated HR experience, but check out our full list below:
Top 11 HR Compliance Solutions for SMBs
- Sync Simple
- Equifax Workforce Solutions
Website: Visit GoCo
G2 Rating: 4.7 (222)
GoCo is an all-in-one HR platform ideal for streamlining the compliance process by digitally storing and organizing all essential documents for your entire team. Even if you don’t have a dedicated HR professional or department, GoCo’s software is ideal for managing employment eligibility, federal and state tax documents, benefit compliance, ACA compliance, and PTO compliance. Instead of a mere digital file cabinet, though, you’re also able to track and utilize the data collected. This suite of modern HR tools helps companies stay in-line with employment laws and mitigate risks of lawsuits and subsequent bankruptcy.
GoCo’s Key Compliance Management Features:
Digitally collect employment eligibility (I-9) documentation before a new hire even begins
Collect eSignatures and add custom fields on any digital document
Store and file all digital documents for centralized recordkeeping
Automate state & federal tax withholdings
Automatically apply local State laws with intelligent State detection
Streamline form completion with all-digital W-4 form wizard
Strictly adhere to the latest ACA, ERISA, COBRA, HSA, and FSA regulations within GoCo’s benefit feature
See who’s gaining or losing coverage at-a-glance for ACA compliance
Receive recommendations for the most cost-effective filing methods
File directly to the IRS
Quickly and easily implement PTO restrictions
Accurately track time off and keep HR and employees informed of time taken and remaining
With GoCo, HR teams can enjoy effortless compliance. The ability to consolidate document management, digital onboarding, payroll set-up, compliance, and benefits administration in one system means you’re free to focus on higher-value tasks.
If you’re ready for worry-free HR compliance with GoCo’s all-in-one platform, schedule a demo to see why GoCo wins.
Website: Visit OnBlick
OnBlick is a great alternative if you are wanting a HR Compliance point-solution rather than a consolidated HR software. Combining intelligence from regulatory sources for guidance on immigration and HR compliance, OnBlick’s processes can help automate compliance in the onboarding process and H1-B approvals workflow.
OnBlick’s Key Compliance Management Features:
- Complete, update and retain I-9s
- File and track immigration cases
- Complete E-verify processes
- Improve H1-B approvals with insights on Job Titles & Wage Levels from regulatory sources
- Collect digital signatures on documents
- Assign representatives for document verification of remote hires
Pricing: OnBlick does not provide pricing online.
Though OnBlick is a solid solution for HR compliance, particularly when it comes to immigration compliance, users’ chief complaints are around the software’s rigidity and lack of customizability to your own business workflows. With that in mind, the software can still be a great help in reducing noncompliance without the all-in-one HR experience.
3. Sync Simple
Website: Visit Sync Simple
Coming in third is Sync Simple -- an employee compliance management software that helps companies of varying sizes tackle HR documents, compliance details, and internal information. Sync Simple is also a standalone software solution, and does not offer other HR functions like benefits administration, payroll, and time management.
Sync Simple’s Key Compliance Management Features:
- Update employee records and files as needed
- Add compliance files and documents to a company-specific library
- Report on the status of documents and compliance tasks real-time
- Automate employee management tasks
- Schedule compliance training sessions
Pricing: Sync Simple Plus starts at $250 for up to 40 employees, and each additional employee over 40 is an extra $3.75 per month. Sync Simple Pro for companies with 50+ employees, requires a custom quote.
Some users claim that Sync Simple’s interface is outdated and a bit buggy, but the overall function for e-File management makes it a solid contender for HR compliance.
Website: Visit EverythingBenefits
If you’re particularly concerned about benefits compliance, EverythingBenefits is a sophisticated solution to consider. A leading provider of end-to-end benefits technology for a variety of business sizes, they offer solutions for benefits enrollment, ACA compliance, COBRA administration and more.
EverythingBenefits’ Key Compliance Management Features:
- Calculate and monitor ACA compliance on a monthly and annual basis
- File required IRS tax forms
- View your entire company’s ACA compliance status
- Run tests before submission and auto-send 1095 forms
- Review employee details and monthly data
Pricing: Pricing is not disclosed on the website -- contact the vendor for more details.
Though EverythingBenefits is an extremely sophisticated solution for benefits enrollment, it’s downside for HR professionals would be it’s capabilities for other types of HR compliance, like payroll and PTO compliance. If you’re looking for a full HR compliance solution, this may not be your best option.
Even so, EverythingBenefits is a reliable compliance tool in the benefits sphere.
Website: Visit Benefitfocus
Similar to EverythingBenefits, Benefitfocus is a single/standalone feature for everything benefits related, including in-depth benefit compliance. From eligibility and enrollment to data management, this platform is extremely detailed for those looking for benefit-related compliance and regulations.
Benefitfocus’ Key Compliance Management Features:
- Access more than 40 standard benefit reports
- Report on ACA compliance information
- Use a centralized service model for COBRA administration
- Customize benefit reports for your business
- Dedicated support for FSA, HSA and HRA administration
Pricing: Pricing is not provided on the website -- contact the vendor for more details.
Some users find that the vendor feeds and benefits are not easy to set-up, which may make for a steeper learning curve on HR’s part.
Regardless, the tool is a solid alternative if you’re looking to only streamline benefit enrollment.
6. Equifax Workforce Solutions
Website: Visit Equifax Workforce Solutions
Equifax Workforce Solutions offers a variety of HR compliance features to help make HR’s job easier. The services and solutions are focused primarily on onboarding document management, including I-9 and W-4 management for a variety of business sizes.
Equifax Workforce Solutions’ Key Compliance Management Features:
- Pre-employment verifications
- I-9 and W-4 document management
- Tax form management for employers
- Securely collect and aggregate data to help meet ACA obligations
- Connect new hire forms and onboarding compliance management
Pricing: Pricing is heavily dependent on which selection of features you utilize -- contact the vendor for more details.
Though Equifax Workforce Solutions offers support with onboarding compliance and benefits compliance, it is not a complete HR solution, which means you’ll still need to manage your own onboarding, benefits enrollment, payroll set-up, and PTO tracking policies on the side, which could lead to disjointed processes. Even so, it still offers a wide range of compliance support for HR documents.
Website: Visit WorkBright
If you’re looking for onboarding compliance management, remote I-9, and automated E-Verify options, you may want to consider WorkBright. Known for streamlining onboarding form collection for remote employees, the solution can be very helpful for staying compliant with ever-changing labor laws
WorkBright’s Key Compliance Management Features:
- Distribute, file, and collect electronic forms from any smart device
- Offer 100% remote Form I-9 capabilities
- Submit E-Verify cases to speed up hiring
- Validate I-9 data as it’s entered to ensure accurate and thorough completion
Pricing: WorkBright starts at $158/mo for business with 100 employees or less, and increases in a tiered model as employee count increases. Actual pricing can fluctuate quite a bit depending on add-ons and exact tiers.
With generally strong features for onboarding compliance, the cons of this platform are its lack of additional features for other parts of the HR compliance process. Since it primarily focuses on onboarding, you will not find the support you need around benefits administration, payroll, PTO, and time-tracking, which often goes hand-in-hand with onboarding.
All in all, the platform offers strong compliance and document management features if you’re looking for an onboarding point-solution.
Website: Visit Remote
If you’re looking for a platform that can help ensure global payroll and benefits compliance, consider Remote for the job. Known for its international payroll, benefits, tax and compliance features, the software offers easy self-onboarding, full local compliance, and a global employee API.
Remote’s Key Compliance Management Features:
- Fully managed payroll for global employees
- Manage contractors and employees together
- Securely store employment documents
- Approve payroll, expenses, and time-off with centralized
- Manage location based regulatory changes
Pricing: Pricing ranges widely depending on the tiers of contractor management, employer of record, global payroll, or remote enterprise. Get a quote on the website.
Remote takes compliance a step above point-solutions in that it can help manage benefits, payroll, and some related time-tracking functions. Even so, it lacks on the front of being a standard all-in-one HR platform -- HR must still manage some aspects of onboarding, PTO, time-tracking, and scheduling with an additional platform.
Website: Visit Deel
Similar to Remote, Deel is a global payroll, onboarding, and compliance management platform designed to help employers hire anyone in a new country in minutes. Particularly useful for HR teams that need accounting, HR, and legal guidance within onboarding, the software helps streamline the employee hiring process.
Deel’s Key Compliance Management Features:
- Create, send, and sign employment contracts that are compliant with local laws
- Collect tax, permit and compliance documents
- Set-up local payroll for a global team
- Calculate taxes, social contributions, and pensions
Pricing: Pricing starts at $49 per contractor per month, or $500 per employee per month after one free month. Custom pricing is offered for enterprise teams or startups.
Lack of customer support can be an issue for Deel users, which could be problematic especially in times when you need compliance support. Even so, most customers report good experiences with the global payroll software.
Website: Visit Replicon
Coming in at number ten, Replicon focuses specifically on hassle-free and compliant employee time tracking. If you’re looking for a point solution to help with timesheet capture, accurate timesheet calculations, and billing metrics, this software could be a strong candidate.
Replicon’s Key Compliance Management Features:
- Track project hours for accurate billing
- Manage costing
- Manage and calculate paid time off
- Calculate overtime in accordance with local regulations
- Avoid over/under allocation with configurable reports
Pricing: Pricing varies widely based on product and segment, with the lowest tiers starting at $3 per user per month for expense tracking and increases depending on segment and product.
Replicon gets the job done for compliance related to time-tracking and time off calculations, but unfortunately does not have many features for a complete HR compliance suite. This is still a potentially good, no-frills option to consider for your calculation needs.
Website: Visit ComplianceHR
For our last compliance software contender we have ComplianceHR, which offers a suite of intelligent compliance applications focused on helping companies address changing law requirements, overtime and more.
ComplianceHR’s Key Compliance Management Features:
- Actionable risk assessments for overtime calculations
- Produce compliant employment applications
- Create compliant employee NDAs for any state
- Access rapid reference tools for paid sick leave
- Guidance on topics like coverage
Pricing: Pricing is not disclosed on the website -- contact the vendor for a quote.
ComplianceHR is a great option if you’re looking for a suite of compliance tools to address various employment laws on the state and federal levels, but it may be costly if compared to a single HR software that streamlines all of the HR workflow while also mitigating compliance risks.
Choosing the Best HR Compliance Software for Your SMB
As a small business, you can’t afford to make costly mistakes around incomplete documentation or break compliance legislation around your forms. With hundreds of forms around payroll, benefits administration, onboarding, and employee performance, you’ll want to look into an all-in-one HR solution for your own peace of mind. Some common pitfalls we tend to see within SMBs are:
- Relying on paper-only systems or outdated spreadsheets to track compliance
- Putting employee health, payroll, and personal data at risk without proper security
- Difficulty editing employee documents, PDFs, and more
- Difficulty tracking which employees completed documents
- Incomplete records caused by disjointed processes and solutions
- Data reporting limitations for legal purposes
In order for the business to run smoothly, compliance should be a major focus. A strong HRIS should be easily and securely accessible via web, include features for sending & signing important forms, collecting and auto-filling employee data, calculating overtime and paid time off, and syncing with your other tools. In addition, the platform should make it easy to make updates to existing documentation, share and collaborate with assigned team members, and provide guidance around updated legislation at the federal and state levels.
Small businesses also thrive on usability, so your compliance system shouldn’t feel like another thing you need to integrate with your existing systems. That’s why many SMBs like to choose software options that cover all HR needs in one spot. So, instead of an onboarding or payroll platform, it may make the most sense to implement an all-in-one HRIS that provides all of the standard HR features with compliance guaranteed.
Software that offers point-solutions and lacks third-party integrations is becoming less and less user-friendly as HR becomes more and more busy. A consolidated system that offers document management, onboarding services, payroll set-up, benefits administration, and workflows all together is becoming more popular. All of these features add up to a service that provides far more value than the cost.
The Importance of HR Compliance Software
Keeping your business in compliance with HR laws is a daunting task, but it's necessary to protect both your employees and your business. Did you know that 50% of HR professionals lack confidence in their ability to keep up with compliance laws?
With non-compliance resulting in hefty fines, it's not a risk any business should take. Employment lawsuits have increased by 400% over the past 20 years, making it more important than ever to ensure that your HR practices are up-to-date and compliant.
With 64% of HR managers lacking the time and resources to meet HR compliance challenges, an HRIS can be a lifesaver, automating manual work and reducing the risk of human error. A fully digital HR software solution can also make document management a breeze, from remote I-9 forms to W-4s.
Things to Keep In Mind Before Choosing an HR Compliance Solution
To make the ultimate decision on the type of platform that fits your situation, make sure to keep these in mind:
- Your monthly or yearly budget (Consider your HR budget if you’re looking to move to an all-in-one experience that covers compliance)
- The number of employees in your organization (A large majority of services charge by employee #)
- The implementation timeframe for new software
- All of the services you are looking for (Legal and compliance guidance, single log-in, onboarding, benefits administration, performance reviews, payroll, etc.)
- Compliance features you’ll need like tax withholding calculations, benefit deductions, ACA reporting tools, etc.
- Types of integrations you would like
- Add-ons to streamline your entire HR program
Having these in mind will help guide your research process, and help you identify qualifying software options. HR software like GoCo provides a modern, all-in-one HR platform with not only reliable HR compliance guidance, but also unique solutions for digital onboarding, workflow management, payroll runs, and time management tasks that likely fall on your HR plate as well. For the ultimate HR compliance checkmark, we recommend taking the all-in-one HR path and making GoCo a multi-purpose digital tool for your organization.
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