The cost of HR and payroll outsourcing is one of the first questions asked by business owners considering handing this service to an external provider. The answer isn't straightforward – it depends on several key factors, but concrete price ranges can help you assess whether it's a worthwhile solution for your company.
Billing models
There are three main billing models for HR and payroll outsourcing on the Polish market:
- Per employee per month – the most common model; the price per employee is typically 80–200 PLN net, depending on scope and contract specifics
- Monthly flat fee – a fixed amount regardless of the number of employees, used for small, stable teams (up to 5–8 people)
- Per task – hourly billing or per document; most common for one-off assignments
What affects the price
Pricing takes into account primarily: the number of employees, the variety of employment forms (employment contracts, civil-law contracts, B2B), the frequency of HR changes (new hires, terminations, role changes), and the scope of service – payroll alone requires less work than full HR support including personnel file management and ZUS communication.
What is typically included
Standard ongoing HR and payroll service typically includes:
- Monthly payroll with full ZUS contribution and PIT income tax calculations
- ZUS declarations and reports (DRA, RCA, RSA and others)
- Personnel file and working time record management
- Employment contracts, annexes and documents related to HR changes
- Leave, sick leave and benefit settlements
- Ongoing phone and email contact on HR matters
Need help with this?
I support companies across Poland – fully remotely.
Outsourcing vs an in-house HR specialist – which is cheaper
For a company employing up to around 20–30 people, outsourcing is generally cheaper than hiring an in-house HR specialist. A full-time HR employee costs the employer around 5,000–8,000 PLN per month (gross salary plus ZUS contributions), plus holidays, sick leave and the risk of turnover. Outsourcing means paying only for work actually done.
How to get a quote
I will prepare a concrete quote for your company after a brief description: how many employees you have, what employment forms you use and what level of support you need. I usually reply within 24 hours – write or call.