CallataGuidesBusiness phone system for payroll services firms in Maine
23 payroll services firms operated in Maine in 2023. Where they are, how big their teams are, and what phone service costs them.
- Establishments
- 23CBP 2023
- Per 100k residents
- 1.6U.S. 1.6
- State rank
- 42nd of 51by count
Payroll services firms in Maine by the numbers
County Business Patterns counts 23 establishments in Maine classified as Payroll Services (NAICS 541214) for 2023. That is the 42nd highest count among the 51 states and DC with published figures. Payroll services firms make up 0.05% of the 43,345 business establishments in the state.
Per 100,000 residents (2024 estimate) Maine has 1.6 payroll services firms, in line with the national rate of 1.6.
| Measure | Maine | United States |
|---|---|---|
| Establishments | 23 | 5,556 |
| Mid-March employees | 7,433 (high noise) | 309,518 |
| Annual payroll | $699,376,000 (high noise) | $20,510,140,000 |
| Employees per establishment | — | 55.7 |
| Payroll per employee | — | $66,265 |
| Establishments per 100,000 residents | 1.6 | 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.
Maine's largest markets for payroll services firms
Census published payroll and bookkeeping firm counts for 2 metro or micropolitan areas that include part of Maine. The largest is Portland, ME, with 7 establishments. Single-state metro and micropolitan areas account for 48% of the statewide total; the rest are outside any published area or in areas Census suppressed.
| Area | Establishments | Employees | Per 100k residents |
|---|---|---|---|
| Portland, ME | 7 | — | 1.2 |
| Bangor, ME | 4 | — | 2.6 |
Source: Census County Business Patterns 2023; population from Census Vintage 2024 estimates.
Team sizes at payroll services firms in Maine
55.6% of Maine's payroll services firms with employees had fewer than five people in March 2023, compared with 46.0% nationally. 77.8% 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 | 10 | 55.6% | 46.0% |
| 5–9 employees | 4 | 22.2% | 14.1% |
| 10–19 employees | not published | — | 12.3% |
| 20–49 employees | 4 | 22.2% | 12.5% |
| 50 or more employees | 0 | 0.0% | 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.
Calls a payroll and bookkeeping firm in Maine has to catch
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. That holds for payroll services firms in Maine as much as anywhere.
A few of the calls that come in to payroll services firms in Maine:
- A client calls about a state tax notice.
- A client calls to add a new employee before payroll runs.
- The firm calls a client to confirm payroll hours.
What payroll services firms text about
Firms text payroll cutoff reminders and approval requests.
Texting from a local number in Maine requires carrier registration (10DLC), a one-time $49 fee on Callata.
Callata vs. per-seat pricing for payroll services firms in Maine
The comparison uses a 56-person team, the rounded U.S. average for payroll services firms. Per-seat business phone plans bill every one of those people. At month-to-month list prices checked September 28, 2026, 56 users on RingCentral RingEX Core cost $1,680.00 a month and 56 on Ooma Office Pro cost $1,397.20. Callata comes to $1,119.00 a month for 56 users ($99 a month with 5 users included, then $20 per additional user), below both.
Over a year, that is $6,732 less than RingCentral for a payroll and bookkeeping firm in Maine 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 | $1,119.00 | $13,428.00 |
| Quo (Starter) | $19.00 per user | $1,064.00 | $12,768.00 |
| Nextiva (Core) | $23.00 per user | $1,288.00 | $15,456.00 |
| Ooma (Office Pro) | $24.95 per user | $1,397.20 | $16,766.40 |
| Dialpad (Standard) | $27.00 per user | $1,512.00 | $18,144.00 |
| RingCentral (RingEX Core) | $30.00 per user | $1,680.00 | $20,160.00 |
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 Maine
Maine has 1 geographic area code 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 |
|---|---|---|---|---|
| 207 | 742 | Eastern | 1947 | none |
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 Maine
Callata is a business phone system priced at $99 a month with 5 users included, then $20 per additional user. Callata Office includes up to 3 local business numbers, unlimited inbound calling, 1,500 pooled outbound US and Canada minutes per user each month, a browser softphone that can also ring your cell, voicemail with transcription, call recording with AI summaries, business-hours routing and E911 on every number.
Porting a number you already use in Maine 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 Maine?
23 in 2023, according to Census County Business Patterns.
Which Maine metro area has the most payroll services firms?
Portland, ME, with 7 establishments in 2023.
What does a phone system cost a 56-person payroll and bookkeeping firm?
$1,680.00 a month on RingCentral RingEX Core or $1,397.20 on Ooma Office Pro at month-to-month list prices (checked September 28, 2026); $1,119.00 on Callata ($99 a month with 5 users included, then $20 per additional user).
Do I need to register to text customers from a Maine 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.