US payroll that doesn’t slow down at 5,000 employees.
Keepsync Payroll is a desktop application built for large US employers and service bureaus — federal, state and local tax handling, guided employee setup that gets the compliance details right, and pay runs that stay fast at scale. Here’s the app.
A payroll system, not a paycheck calculator
Keepsync Payroll separates calculation, tax authority, approval, payment and compliance into controlled stages — so every result can be explained, reconstructed and corrected without rewriting history.
Governed tax engine
Rates, thresholds, caps and effective dates come from versioned tax packages and database authority — never hardcoded — so tax-law changes ship as content updates, not code rewrites, and every result records which version produced it.
Multi-jurisdiction architecture
Federal, state, county, city and school-district taxes handled with per-employee taxability, frozen YTD authority and explicit reciprocity and credit decisions — not assumptions made from geography.
Immutable payroll evidence
Every calculation keeps its exact inputs, package versions and decisions. Results can be reconstructed and defended, and corrections create new controlled attempts rather than overwriting the past.
Fail-closed compliance
An unresolved jurisdiction, taxability, YTD or evidence gap blocks processing rather than silently guessing — because confident-but-wrong payroll is the expensive kind.
Controlled payments
Paper checks and direct deposit (ACH / NACHA) are modeled as governed, auditable payment authorities with reprint control and crash-safe issuance — not one-click export buttons.
Built to scale
Bulk, set-oriented data loading and a pure in-memory calculation core keep pay runs fast from 1,000 to 5,000 employees, without turning every employee or jurisdiction into a separate database round trip.
Federal Form 941 and Form 940 are built in; W-2/W-3 and expanded state and local filing are in active development. Payroll data stays on your own hardware, under your own policies.
One app, every company you run payroll for
Switch between companies from a single install — built for service bureaus and groups running payroll for many entities. Each company keeps its own legal employer, EIN, rules and employees, and switching is guarded by a confirmation so unsaved work is never lost by accident.
- Many companies, one install
- Per-company EIN & rules
- Guarded company switch
- Isolated employee lists
Set the company rules once — every run stays consistent
Before you pay anyone, Keepsync locks in the company-level rules that keep payroll consistent and reviewable: the approval policy, the legal employer and federal EIN, and the regular earning type and currency. With setup marked complete, employee pay profiles can be configured against a known, stable foundation.
- Approval policy
- Legal employer & EIN
- Regular earning & currency
- Effective dating
Onboard employees with a guided profile
Add and manage every employee for the current company from one list. A focused, step-by-step editor captures personal information, contact details and identifiers — the groundwork for an accurate pay profile — without burying you in a single overwhelming form.
- Central employee list
- Step-by-step editor
- Work & personal contacts
- Activate / deactivate
Employment, pay and tax — in five focused steps
The heart of accurate payroll. A five-step wizard walks through employment, compensation, payroll taxes and the Federal W-4, then a review. The payroll-tax step confirms Social Security and Medicare treatment, the additional-Medicare threshold, and whether prior wages carry into the year. The W-4 step captures the modern form — filing status, dependent credits, other income, deductions and extra withholding — with a certification that the election came from the employee.
- 5-step guided setup
- FICA & Medicare treatment
- Prior-wage carry-in
- Modern Federal W-4
- Certification on record
Reviewed, approved, and ready to pay
When a profile is complete, Keepsync summarizes it on one screen — employment, compensation, payroll-tax applicability and W-4 evidence — and marks it ready for payroll. Every figure is traceable and approved before a single paycheck is cut, which is exactly what an auditor, or your own year-end, will ask for.
- One-screen summary
- Approval before pay
- Traceable W-4 evidence
- Straight into Run Payroll
Ten controlled stages, one clean trail
Payroll runs as a sequence of governed stages — each a boundary for validation, approval and audit — so a problem is easy to locate and a correction never rewrites the past.
Company & employee authority
Multi-company context, legal employers, work assignments and payroll eligibility.
Pay schedule authority
Governed schedules and deterministic pay-occurrence generation.
Payroll initiation
Each run is backed by an occurrence with a frozen employee population.
Input preparation
Required inputs are finalised before calculation, so results stay reconstructable.
Calculation
Multi-employee calculations run against controlled inputs and tax authority.
Exception workflow
Incomplete or blocked payroll is made visible before approval.
Review & approval
Review and approval are separate authorities, for accountability.
Payment preparation
Approved payroll becomes eligible for checks or direct deposit.
Payment issuance
Checks and ACH/NACHA artifacts are created through controlled publication.
Tax liability & compliance
Calculated taxes feed governed liabilities, due dates and filings.
Getting money out, under control
Paying people is where mistakes cost real money, so issuance is a governed, auditable authority — not a one-click export.
Paper checks
A cheque run is an immutable print-job authority — issued once, and reconciled rather than guessed at if a print run is interrupted.
- Ordered, immutable print-job selection
- Separate, restrictable reprint authority
- Crash-safe PDF creation and reconciliation
- Professional paycheck, stub and voucher rendering
Direct deposit · ACH / NACHA
Direct deposit is a controlled payment authority with employee banking details protected end to end.
- Protected employee banking destinations
- ACH funding and payment authority
- NACHA-compatible bank-file preparation
- Traceable back to the exact approved payroll
Built like commercial software, not a script
Multi-company operation
Run many legal employers with an explicit current-company context and shared master data.
Roles, review & approval
Permission-aware workflows separate setup, execution, review, approval and compliance access.
Encrypted banking & secrets
Employee bank details and employer account identifiers are held as protected, encrypted secrets.
Tamper-evident audit
Immutable authority and canonical digests make inconsistent replay or tampering detectable.
Migration & backup discipline
Alembic-governed schema, upgrade/downgrade testing, automatic backups and update rollback.
Your hardware, your control
Runs on-premise, so sensitive payroll and banking data stay under your own policies.
What’s here today — and what’s next
Federal filing sits on a governed liability foundation. Everything rolling out next is engineered on that same base, so it inherits the same immutable evidence and fail-closed compliance.
Available today
Engineered and in the product now.
- Scheduled payroll workflow — prepare, review, approve, pay
- Paper check issuance with reprint control
- Direct deposit — ACH funding and NACHA files
- Federal Form 941 (quarterly) architecture & rendering
- Federal Form 940 (FUTA) architecture & rendering
- Multi-company, multi-employer operations
Rolling out next
In active development, on the same foundation.
- W-2 / W-3 annual wage & tax reporting
- Expanded state & local filing and remittance
- Tax & Compliance Center — guided, due-date-driven next actions
- Bank acknowledgments, returns & richer settlement
Roadmap items are in active development and described as in-progress until they ship.
Pay for scale, not for features
Every plan is the complete payroll software — higher tiers add volume pricing, priority support and onboarding, not features. A flat annual base per company, plus a per-employee rate. No per-run or per-filing fees, nothing hidden.
Standard
- Complete payroll software
- Federal, state & local tax
- FICA, W-4, multi-state & garnishments
- Direct-deposit files, forms & reports
- Email support
Pro
- First 1,000$24 ea
- 1,001–2,500$18 ea
- 2,501–5,000$14 ea
- The same complete software
- Priority support
- Assisted onboarding
- Multi-year discount eligible
Bureau
- Everything in Pro
- Multi-company management
- Per-company volume pricing
- Dedicated support
Still a fraction of per-employee cloud payroll. Multi-year licensing (2-year −10%, 3-year −15%) and a one-time perpetual licence with annual maintenance are available for enterprise buyers — ask us.
See Keepsync Payroll with your own company.
Tell us your headcount and the states you run, and we’ll set you up with a trial sized to your operation.