Switching from Paychex or Gusto
Outgrowing Paychex or Gusto? Get Rippling, Plus a Local Team
Stonebridge Partners HR moves growing small businesses from Paychex or Gusto to Rippling, at reseller pricing, and adds the HR, benefits and local support you’re missing.
Paychex and Gusto are popular with small businesses. Owners usually call us when they’ve outgrown running payroll on their own and want more: HR help, time tracking, benefits shopping and compliance in one system, and a person they can call. Stonebridge Partners HR can move you to Rippling in about 6 to 8 weeks and stay on as your local team in The Woodlands, Texas. As an independent Rippling reseller, Stonebridge receives discounts of up to 40% off Rippling’s retail pricing. Our management and support fee is added to that price, so your net savings will be less than 40%, but clients typically still save 10% to 15% or more compared with buying directly from Rippling. Your written quote shows exactly what you’ll pay.
Is it time to move up from Paychex or Gusto?
Growing teams usually call us when they want:
More HR in one system
Rippling adds HR records, onboarding, time tracking, learning management and optional access to certified HR experts, all synced with payroll.
A person who knows your account
One local team in The Woodlands that sets you up, checks in every quarter and answers within a business day.
A benefits broker on the same team
We quote level-funded and fully insured health plans from eight carriers and connect them to payroll.
Room to grow
Add employees, states, locations and modules as you hire, without switching systems again.
What moves over from Paychex or Gusto
We collect and load
- Employee records, pay rates and pay schedules
- Year-to-date earnings, taxes and deductions for every employee
- Federal and Texas tax account details, including your EIN, Texas Workforce Commission account and deposit schedule
- This year’s quarterly Forms 941 and Texas wage reports
- Benefit and 401(k) deductions, garnishments and PTO balances
- Direct deposit details
What you do
- Sign your agreement and share access to your current payroll reports
- Check your current provider’s agreement for its notice terms
- Approve the test payroll before go-live
- Let your team know a Rippling invite is coming
- Keep your old account open until your first Rippling payroll is confirmed
How the switch works: about 6 to 8 weeks
- Discovery call and firm quoteWeek 1
We review your headcount, pay schedules, states and the modules you need, then send a firm written quote.
- Collect your dataWeeks 1–2
We gather year-to-date payroll, tax and deduction reports from your current provider, plus employee records.
- Set up RipplingWeeks 2–4
We configure payroll, tax accounts, earning codes, deductions, PTO policies and any modules you chose.
- Test and invite your teamWeeks 4–6
We run a test payroll and reconcile it against your last payroll. Employees get their Rippling logins.
- First payroll on RipplingWeeks 6–8
You approve the first live payroll with us on the line, then give notice to your old provider.
- Ongoing supportAfter go-live
Quarterly check-ins, next-business-day support and an annual benefits renewal review.
Timelines are typical. Larger teams, multiple states or added modules can take longer.
When to switch
January 1: the cleanest date
Rippling handles the whole tax year, including every quarterly return and every W-2. To start January 1, 2027, plan to begin in early November.
Start of a quarter: next best
April 1, July 1 or October 1 keeps each quarter’s filings with one provider.
Mid-quarter: possible, with care
We load your year-to-date payroll so each employee still gets one accurate W-2, and agree in writing who files that quarter’s returns.
Employers can issue only one W-2 per employee per year, so complete year-to-date data from your old provider is essential.
What it costs
Rippling through Stonebridge
per employee per month for Core HR & Payroll, including our management and support fee.
Add time tracking, benefits integration, learning management or HR Services only if you need them. Implementation is a one-time $800–$3,000.
Stonebridge receives discounts of up to 40% off Rippling’s retail pricing. Our management and support fee is added to that price, so your net savings are less than 40%, though clients typically still save 10% to 15% or more compared with buying directly from Rippling.
Included with every engagement
- Implementation guidance from kickoff to go-live
- Quarterly system and payroll check-ins
- Priority support with a next-business-day response
- Broker-of-record services and an annual benefits renewal review
What our clients say
“We rely on Stonebridge Partners to manage our HR, Benefits and Payroll. Vast improvement over what we had before. Great product!”
Switching from Paychex or Gusto: FAQ
How long does it take to switch from Paychex or Gusto to Rippling?
About 6 to 8 weeks from signed agreement to your first Rippling payroll for most small businesses.
Should I cancel Paychex or Gusto before we start?
No. Keep your current account running until your first Rippling payroll is confirmed, then close it under your agreement. Your old provider’s year-to-date reports are what we load into Rippling.
Who files fourth-quarter taxes and W-2s if we switch mid-year?
We agree on that in writing before cutover. Employers can issue only one W-2 per employee per year, so we load your complete year-to-date payroll into Rippling.
Will my employees notice?
They’ll get a Rippling login and a new pay stub format. We help you announce the change and answer their questions.
Can we keep our current benefits?
Yes. Rippling connects to your existing plans, or we can quote new options, including level-funded health plans, at your next renewal.
What does it cost?
Core HR & Payroll runs about $15 to $19 per employee per month through Stonebridge, plus a one-time implementation fee of $800 to $3,000. See our pricing page for every module.
Sources: Gusto Help Center: payroll tax responsibilities when switching providers; Patriot Software: switching payroll companies; Gusto Help Center: entering previous payrolls. This page is general information, not tax or legal advice.
Ready to move up?
Book a discovery call or call 832-384-5276, Monday–Friday, 9 a.m.–5 p.m. We’ll map your switch and send a firm written quote.