There are two popular fee calculation methods on the market
- Per capita/pay period: fixed fee for each paid employee, suitable for stable-sized businesses.
- Complete packages according to the number of personnel: for example, packages 1-50 people, 51-200 people... suitable for businesses with slight personnel fluctuations during the year.
Factors affecting fees
- Number of employees and salary payment frequency (monthly, semi-monthly).
- Complexity of salary policy (many levels, regional allowances, production shifts).
- Additional requirements: year-end personal income tax finalization, separate management report, timekeeping system integration.
- Reporting language (bilingual Vietnamese - English usually has a small surcharge).
Business fees need to be clarified before signing
- Does the fee include year-end personal income tax finalization, or is it calculated separately?
- Fees incurred when there are unexpected personnel changes (new recruitment, mid-term termination)?
- Adjustment fee when changing salary policy mid-year?
Compare with internal operating costs
The cost of hiring a payroll service in Vietnam is often significantly lower than maintaining a full-time C&B employee (including salary, insurance, software, legal update training) — especially evident for businesses with less than 100 people.
Note when comparing quotes between units
Always ask for a detailed quote for each item instead of just looking at the final total, to avoid a situation where the initial price is low but many additional fees arise after the contract has been signed.
Do outsourcing payroll costs increase over time? Can be adjusted according to changes in the number of employees or when the contract comes to renewal; Price adjustment terms should be clearly agreed upon from the beginning.
What is the fee for outsourcing payroll for businesses with less than 10 people? The minimum fee usually applies according to the smallest package of the service provider, which is often cheaper than the cost of hiring a part-time C&B employee.