CallataGuidesBusiness phone system for payroll services firms in Kentucky
62 payroll services firms operated in Kentucky in 2023. Where they are, how big their teams are, and what phone service costs them.
- Establishments
- 62CBP 2023
- Employees
- 1,950mid-March 2023
- Per 100k residents
- 1.4U.S. 1.6
- State rank
- 28th of 51by count
The payroll and bookkeeping firm industry in Kentucky
Kentucky had 62 payroll services firms in 2023, according to Census County Business Patterns (NAICS 541214, Payroll Services). They employed 1,950 people in mid-March and reported $127.0 million in annual payroll. That is the 28th highest count among the 51 states and DC with published figures. Payroll services firms make up 0.07% of the 94,402 business establishments in the state.
Per 100,000 residents (2024 estimate) Kentucky has 1.4 payroll services firms, 17.3% below the national rate of 1.6. The average establishment has 31.5 employees against 55.7 nationally. Payroll per employee is $65,131, in line with the U.S. figure of $66,265.
| Measure | Kentucky | United States |
|---|---|---|
| Establishments | 62 | 5,556 |
| Mid-March employees | 1,950 (moderate noise) | 309,518 |
| Annual payroll | $127,006,000 (moderate noise) | $20,510,140,000 |
| Employees per establishment | 31.5 | 55.7 |
| Payroll per employee | $65,131 | $66,265 |
| Establishments per 100,000 residents | 1.4 | 1.6 |
Census County Business Patterns 2023 (mid-March employment; annual payroll). Employees and payroll flagged high-noise are shown but not used in the text. Residents: Census Vintage 2024 estimates.
Kentucky's largest markets for payroll services firms
Census published payroll and bookkeeping firm counts for 4 metro or micropolitan areas that include part of Kentucky. The largest is Cincinnati, OH-KY-IN, with 33 establishments (a multi-state area; its count covers every state it spans). Single-state metro and micropolitan areas account for 16% of the statewide total; the rest are outside any published area or in areas Census suppressed.
| Area | Establishments | Employees | Per 100k residents |
|---|---|---|---|
| Cincinnati, OH-KY-IN | 33 | 605 | 1.4 |
| Louisville, KY-IN | 20 | — | 1.4 |
| Lexington, KY | 10 | 391 | 1.9 |
| Huntington, WV-KY-OH | 4 | 79 | 1.1 |
Source: Census County Business Patterns 2023; population from Census Vintage 2024 estimates.
Team sizes at payroll services firms in Kentucky
45.9% of Kentucky's payroll services firms with employees had fewer than five people in March 2023, compared with 46.0% nationally. 59.0% had fewer than ten. At that size the phone is shared, so routing (who rings, when, and what happens after hours) matters more than the number of desk phones.
| Employment size | Establishments | Share | U.S. share |
|---|---|---|---|
| 1–4 employees | 28 | 45.9% | 46.0% |
| 5–9 employees | 8 | 13.1% | 14.1% |
| 10–19 employees | 6 | 9.8% | 12.3% |
| 20–49 employees | 10 | 16.4% | 12.5% |
| 50 or more employees | 9 | 14.8% | 15.1% |
Employment-size classes count establishments by mid-March 2023 employment. Establishments with no March employees are excluded from the size classes, so shares are of establishments with employees. Source: Census County Business Patterns 2023.
What payroll services firms in Kentucky use the phone for
Payroll providers work on fixed deadlines, and a client who cannot reach them on payday is a client at risk. Calls about new hires, tax notices and pay corrections need to reach the right specialist quickly.
Calls a payroll and bookkeeping firm in Kentucky might handle in a typical week include:
- A client calls about an incorrect paycheck.
- The firm calls a client to confirm payroll hours.
- A prospect calls to ask about switching payroll providers.
Texting business clients
Firms text payroll cutoff reminders and approval requests.
Texting from a local number in Kentucky requires carrier registration (10DLC), a one-time $49 fee on Callata.
What a phone system costs a payroll and bookkeeping firm in Kentucky
Payroll services firms in Kentucky average 31.5 employees, so the comparison uses a 31-person team. Priced per seat, 31 users would run $930.00 a month on RingCentral RingEX Core and $773.45 on Ooma Office Pro (month-to-month list prices, checked September 28, 2026). Callata comes to $619.00 a month for 31 users ($99 a month with 5 users included, then $20 per additional user), below both.
Over a year, that is $3,732 less than RingCentral for a payroll and bookkeeping firm in Kentucky of that size. Annual contracts lower some competitors' prices, so compare the plan you would actually sign.
| Provider (plan) | Pricing basis | Per month | Per year |
|---|---|---|---|
| Callata (Callata Office) | $99 incl. 5 users, $20 per extra user | $619.00 | $7,428.00 |
| Quo (Starter) | $19.00 per user | $589.00 | $7,068.00 |
| Nextiva (Core) | $23.00 per user | $713.00 | $8,556.00 |
| Ooma (Office Pro) | $24.95 per user | $773.45 | $9,281.40 |
| Dialpad (Standard) | $27.00 per user | $837.00 | $10,044.00 |
| RingCentral (RingEX Core) | $30.00 per user | $930.00 | $11,160.00 |
Competitor prices are each vendor's published month-to-month list price per user for its lowest plan that includes business calling and texting, checked September 28, 2026: Quo Starter $19, Nextiva Core $23, Ooma Office Pro $24.95 (Essentials excludes texting; one-time $29.95 activation not included), Dialpad Standard $27, RingCentral RingEX Core $30 ($20 billed annually). Prices exclude taxes and fees and may change; annual contracts lower some competitors' prices.
Area codes in Kentucky
Kentucky has 5 geographic area codes in service according to NANPA. Callata includes up to 3 local numbers, so a payroll and bookkeeping firm can hold a number in more than one of them.
| Area code | Exchanges | Time zone | In service since | Overlay with |
|---|---|---|---|---|
| 270 | 769 | Eastern and Central | 1999 | 364 |
| 502 | 735 | Eastern | 1947 | 761 |
| 606 | 639 | Eastern and Central | 1955 | none |
| 859 | 563 | Eastern | 2000 | none |
| 364 | 72 | Eastern and Central | 2014 | 270 |
Exchanges are NANPA-assigned central office codes (NPA-NXX) in the rate centers matched to the area's named places. Source: NANPA utilized code and NPA reports.
How Callata works for payroll services firms in Kentucky
For $99 a month, Callata puts a team of up to 5 on one plan ($20 for each person after that): up to 3 local numbers, unlimited inbound calls, a pooled allowance of 1,500 outbound US and Canada minutes per user, browser and cell calling, voicemail transcription with urgency triage, recorded calls with AI summaries and business-hours routing, with E911 on every number.
Porting a number you already use in Kentucky is free, and business texting is available once the carrier registration (10DLC) is approved; the registration carries a one-time $49 fee. Which specific numbers are open in a given area code depends on carrier inventory at the time you sign up.
AI agents are optional: an AI receptionist or scheduler can pick up when the team is busy or closed, take a message, send a text or email, or transfer the call. They draw on prepaid AI minutes ($0.25/minute), disclose that they are AI, and outbound AI calls require prior consent and are limited to 8am–9pm.
Avoid sending bank account or Social Security numbers by text.
Frequently asked questions
How many payroll services firms are in Kentucky?
62 in 2023, according to Census County Business Patterns. They employed 1,950 people in mid-March.
Which Kentucky metro area has the most payroll services firms?
Cincinnati, OH-KY-IN, with 33 establishments in 2023.
What does a phone system cost a 31-person payroll and bookkeeping firm?
$930.00 a month on RingCentral RingEX Core or $773.45 on Ooma Office Pro at month-to-month list prices (checked September 28, 2026); $619.00 on Callata ($99 a month with 5 users included, then $20 per additional user).
Do I need to register to text customers from a Kentucky number?
Yes. US carriers require business texting from local numbers to be registered (10DLC). On Callata the registration is a one-time $49 fee, and texting turns on once it is approved.