Instaff 2026: Benefits, Features & Pricing

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On this page

Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

Instaff

4.7

(49)

Pricing

Starting at $0.25 per month

About Instaff

InStaff is a cloud-based employee portal solution that offers tools for payroll delivery management, various timetracking/timeclock methods, centralized document sharing, time-off/leave requests, as well as a centralized repository to store employee information.

It is compatible with various payroll and enterprise resource planning (ERP) solutions like Sage and QuickBooks.

InStaff is available on a monthly subscription basis that includes support via phone and email.

Instaff Screenshots

Instaff Pricing and Plans

Starting price: $0.25 per month

Free Trial

Free Version

Time Tracking

$3.00

per user, per month

Plan includes:

time tracking
timesheets
time clock
time and attendance
time off

Online Paystubs & Tax Forms

$0.38

usage based, per month

No plan information available

Time-Off Requests

$0.25

per user, per month

No plan information available

Announcements

$0.25

per user, per month

No plan information available

Digital Documents

$0.25

per user, per month

No plan information available

Certifications and Licenses Manager

$0.25

per user, per month

No plan information available

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Instaff Features

Popular features found in Payroll
401(k) Tracking
Benefits Management
Check Printing
Compensation Management
Compliance Management
Direct Deposit
Employee Database
Self Service Portal
Third-Party Integrations
W-2 Preparation
Wage Garnishment
More features of Instaff
Access Controls/Permissions
Accounting
Accounting Integration
Activity Dashboard
Alerts/Notifications
API
Approval Process Control
Attendance Tracking
Billable & Non-Billable Hours
Billing & Invoicing
Calendar Management
Clock In/Out
Customizable Branding
Customizable Reports
Customizable Templates
Data Import/Export
Document Management
Employee Engagement
Employee Management
Employee Portal
Employee Profiles
Employee Time Tracking
HR Management
Labor Cost Reporting
Labor Forecasting
Lockout Periods
Mobile Access
Multiple Billing Rates
Online Time Tracking
Overtime Calculation
Payroll Integration
Payroll Management
Payroll Reporting
Project Time Tracking
Real-Time Reporting
Reminders
Reporting/Analytics
Sick Leave Tracking
Task Management
Tax Compliance
Time & Attendance
Time Off Management
Time Off Requests
Timesheet Management
Time Tracking
Vacation/Leave Tracking
Workflow Management
Workforce Management

Instaff Integrations

QuickBooks Online

Viewpoint Team

QuickBooks Online Advanced

Sage 300

Sage 50 Accounting

Autosoft DMS

See all 9 integrations

Instaff User Reviews

Overall Rating

4.7

Ratings Breakdown

69%

29%

Secondary Ratings

Ease of Use

4.6

Value for money

4.7

Customer support

4.7

Functionality

4.5

Have you used Instaff and would like to share your experience with others?

Karen S.

Verified reviewer

Mental Health Care

51-200 employees

Used other for less than 6 months

Review source

Reviewed May 2019

InStaff is Great for our Small Business

InStaff has been an excellent platform for helping us solve our paystub delivery dilemma. Being new to direct deposited payroll we did not have an efficient means of getting paystubs to our employees in a timely manner. We have only used the product for a couple of month's, but things are working well. We have gotten nothing but positive feedback.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The platform is very user friendly. It is straightforward and easy to navigate. Users can manage their own password information, but administration can easily help out when the need arises.

Cons:

We would like to see some formatting options for the email notifications. Options for Bold, Italics, and colors along with possibly a few font options would be nice in order to draw attention to certain points in the notification. It is customizable as far as wording, but nothing that draws your attention.

Vendor Response

Thanks for the review Karen! We'll pass on the feedback regarding email formatting to our development team.

Replied May 2019

Emily R.

Verified reviewer

Transportation/ Trucking/ Railroad

11-50 employees

Used weekly for less than 12 months

Reviewed March 2024

Great Product!

Mostly positive. Customer support is very helpful and professional.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

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).

Reasons for choosing Instaff

Lower pricing and more options for employee documents.

Vendor Response

Thanks for your feedback Emily! We're looking into additional reporting options and expanded announcements.

Replied June 2024

Jennifer S.

Verified reviewer

Automotive

501-1000 employees

Used daily for less than 12 months

Review source

Reviewed December 2021

Needs some things changed

needs changes for sure

Ratings Breakdown

Ease of use

Customer support

Functionality

Pros:

easy set up to log in and view paystubs. I dont like that I cant lable what I am up[loading htough and seperate by folder

Cons:

YOU HAVE TO FILTER OUT TERMED PEOPLE EVERY SINGLE TIME. We have high turnover and every time you need to manage a user you have to filter out the termed. This is way too time consuming

Vendor Response

Hi Jennifer, we've added a feature that let's you filter out inactive employees by default. You can reach out to your account manager, or have an admin user set it (via Admin > Portal Settings). Hope this helps!

Replied February 2022

Ryan M.

Verified reviewer

Construction

51-200 employees

Used weekly for less than 2 years

Reviewed April 2024

Going from physical to electronic

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!

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

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.

Reasons for choosing Instaff

Ease of use, price structure, compatibility with our current system.

LaQuetta M.

Verified reviewer

Accounting

2-10 employees

Used daily for less than 12 months

Review source

Reviewed March 2024

Ease of Instaff

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

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.

India L.

Verified reviewer

Electrical/ Electronic Manufacturing

11-50 employees

Used weekly for less than 6 months

Review source

Reviewed March 2024

Excellent HR Management Resource!

The InStaff team has been very responsive and easy to work with so far.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

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!

Tammy M.

Verified reviewer

Accounting

2-10 employees

Used other for less than 6 months

Review source

Reviewed October 2018

Excellent Customer service

Provides a professional look and feel to this component of our firm's payroll service. This was the last piece to the puzzle that gives our firm the ability to offer a complete payroll service to our clients.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

We really like that we can run our payrolls on our schedule, but have all the paystubs go out at a designated time in the future. The support team at InStaff is very responsive.

Cons:

Only one small issue, we have to reestablish a connection to QBO each payrun to update employees. Thankfully doesn't take long to do and appears to be an issue on the QBO side of the integration.

Holly B.

Verified reviewer

Food & Beverages

2-10 employees

Used other for less than 12 months

Review source

Reviewed May 2019

Love this program

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I like that any information that you need is right at your fingertips

Cons:

I did not find anything that I didn't like about this software

Trevor M.

Verified reviewer

Packaging and Containers

11-50 employees

Used monthly for less than 2 years

Review source

Reviewed May 2019

Paystub Perfection

The staff are professional and know there stuff. Any issues I have had have been addressed extremely quickly.

Ratings Breakdown

Ease of use

Value for money

Functionality

Pros:

This software is an absolute breeze to use. We were looking for a solution without breaking the bank or outsourcing our payroll function. InStaff provided a perfect solution that allowed us to stop printing out pay advice and upload them to the cloud for our employees to see their information on a self-serve basis. Overall, this is the exact solution we were looking for, and its easier to use that I anticipated!

Cons:

Nothing - its exactly what we needed. Couldn't have asked for a better solution.

Cathie H.

Verified reviewer

Accounting

Self-Employed

Used monthly for less than 12 months

Review source

Reviewed May 2019

Such a Time Saver

Instaff is easy to use and saves a lot of time. Support is responsive and quick.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

I can easily upload all of my pay documents to one secure please. Before I used to have to put a password on each one and email them. Such a Time Saver!

Cons:

I would like to be able to upload other documents aside from T4s and Pay stubs - For example: T2200 and ROEs

Vendor Response

Thanks for the review Cathie! Someone will be reaching out to you regarding a possible solution for T2200s and ROEs

Replied May 2019

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