Why We Recommend Gusto Over QuickBooks Payroll

At Milk & Honey Co., we’re all about helping business owners work smarter, not harder. That’s why when clients ask us which payroll tool we recommend, we always point them to Gusto.

Yes, QuickBooks Payroll (QBO Payroll) technically gets the job done… but if you’re looking for a platform that actually makes your life easier, Gusto is the clear winner for both business owners and their bookkeeping teams.

Here’s why we love it (and why your books will love it too):

1. Gusto Is Way More User-Friendly

Gusto was built with small business owners in mind, not accountants or tech experts. Its interface is clean, intuitive, and super easy to navigate.

Clients can run payroll in just a few clicks - no crash course required. Employees get their own portal to access pay stubs, W-2s, and update their info (without pinging you).

QBO Payroll, on the other hand? It’s clunky, confusing, and often leaves clients asking, “Wait… did I do that right?”

2. Built-In HR and Benefits Tools

One of the biggest advantages of Gusto is that it goes beyond payroll. It includes built-in HR features that are a game-changer for small but growing teams. You can onboard new employees with paperless, e-signed documents, track PTO and time-off requests, and manage benefits like health, dental, and even 401k - all within the same system. Everything syncs seamlessly with each employee’s profile, reducing admin time and human error.

QuickBooks Payroll sticks to just payroll. If you need HR support, you’re stuck piecing together extra tools or doing it all manually.

3. Automated Tax Filings and Compliance (No Guesswork Required)

Gusto handles all the nitty-gritty tax stuff so you don’t have to. Federal, state, and local payroll taxes are filed automatically. W-2s and 1099s are taken care of at year-end (with no added fees), and the platform proactively keeps up with compliance changes so nothing slips through the cracks. It's not just automated - it’s trustworthy.

QuickBooks Payroll does some of this, but we’ve found that Gusto is more transparent about what’s been filed, when it’s happening, and what still needs your attention. That peace of mind goes a long way.

4. Better Contractor Support

If you pay independent contractors, Gusto makes it easy. You can pay them directly through the platform, and Gusto will automatically send 1099s at the end of the year. Contractors also get their own dashboard, just like employees, where they can view payments and update their details.

QuickBooks Payroll’s contractor process is more manual, which increases the risk of missed forms, mismatched info, or late filings. With Gusto, it's all smooth and streamlined.

5. Seamless Integration With QuickBooks Online

Ironically, Gusto actually syncs with QuickBooks Online better than QuickBooks Payroll does. As your bookkeeping team, we love how cleanly Gusto data flows into your books. Payroll expenses and taxes are clearly labeled and categorized. There's no messy double-entry or chasing down unclear liabilities. It makes month-end close a breeze for you and for us.

That means more accurate books, fewer errors, and less time (and money) spent cleaning things up after the fact.

6. Real Human Support

We’ve had consistently great experiences with Gusto’s support team. They're fast, knowledgeable, and, best of all, human. When something goes wrong (or you just need a little guidance) you can actually reach someone who knows what they’re doing.

QuickBooks support, unfortunately, tends to be slow and inconsistent. If you’ve ever waited on hold for an hour only to get passed to another rep… you know exactly what we mean.

Why We Love It as Bookkeepers

When our clients use Gusto, it makes everyone’s life easier. You get a simpler, faster payroll process. We get clean, organized data. And there's way less back-and-forth, which saves you time and often reduces your monthly bookkeeping bill. The fewer hiccups we have to fix, the more you can focus on what you love - and what brings in revenue.

Thinking About Making the Switch? We’ve Got You.

If you’re ready for a payroll system that actually works for you (and your books), we’d love to help you get set up with Gusto. Whether you’re already a client or thinking about becoming one, we can walk you through the transition—setting up your account, migrating your data, and coordinating with your team so everything runs smoothly.

Here’s how it works:

• If you’re a current client (or planning to become one) we’ll set you up through our Gusto partner account. You won’t use the public referral link, but by enrolling under us, we’ll be able to pass along partner perks and savings as we unlock them (think: reduced pricing, faster support, and more hands-on setup help).

• If you’re not planning to become a client, you can absolutely sign up using our referral link and receive a $100 Visa gift card after you run your first payroll. We’ll still cheer you on from afar!

We’re happy to help you choose the best option based on your goals, whether you’re DIYing your finances or looking for long-term bookkeeping support.

Final Thoughts

If your current payroll system feels clunky, stressful, or like it needs constant babysitting, it might be time for a change. Gusto saves time, improves accuracy, and just makes everything easier for you and your books.

Want to chat through the switch or see if it’s right for you? Reach out anytime. We’re happy to walk you through it or show you a behind-the-scenes peek.