CallataGuidesBusiness phone system for payroll services firms in New York, NY-NJ
Payroll services firms in the New York-Newark-Jersey City, NY-NJ metro area: 437 establishments in 2023, the local area codes, and what phone service costs a 31-person team.
- Establishments
- 437CBP 2023
- Employees
- 13,397mid-March 2023
- Per 100k residents
- 2.2U.S. 1.6
- Rank
- 1st of 232areas by count
Payroll services firms in New York, NY-NJ by the numbers
There were 437 payroll services firms in the New York-Newark-Jersey City, NY-NJ metro area in 2023, according to Census County Business Patterns (NAICS 541214, Payroll Services). They employed 13,397 people in mid-March and paid $2.0 billion in annual payroll. By establishment count the area is 1st out of 232 areas with published figures for payroll services firms.
Measured against its 19.9 million residents (2024 estimate), the area has 2.2 payroll services firms per 100,000 people; the U.S. rate is 1.6, so New York, NY-NJ is 34.2% above the national figure. The average establishment here has 30.7 employees, compared with 55.7 nationally. Payroll per employee comes to $152,613, 130.3% above the national $66,265.
| Measure | New York, NY-NJ | New York | United States |
|---|---|---|---|
| Establishments | 437 | 395 | 5,556 |
| Mid-March employees | 13,397 | 24,996 (moderate noise) | 309,518 |
| Annual payroll | $2,044,552,000 (moderate noise) | $2,245,597,000 | $20,510,140,000 |
| Employees per establishment | 30.7 | 63.3 | 55.7 |
| Payroll per employee | $152,613 | $89,838 | $66,265 |
| Establishments per 100,000 residents | 2.2 | 2.0 | 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.
Establishment size: payroll services firms in New York, NY-NJ
Of the payroll services firms in New York, NY-NJ that had employees in March 2023, 46.2% had fewer than five (the U.S. share is 46.0%). 61.1% had fewer than ten. For a business of a few people, phone coverage is a staffing question as much as a technology one: someone has to be free to pick up, or the call needs somewhere sensible to go.
| Employment size | Establishments | Share | U.S. share |
|---|---|---|---|
| 1–4 employees | 201 | 46.2% | 46.0% |
| 5–9 employees | 65 | 14.9% | 14.1% |
| 10–19 employees | 55 | 12.6% | 12.3% |
| 20–49 employees | 53 | 12.2% | 12.5% |
| 50 or more employees | 61 | 14.0% | 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.
Why the phone matters for payroll services firms in New York, NY-NJ
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.
Typical inbound and outbound calls for payroll services firms in New York, NY-NJ:
- A client calls about an incorrect paycheck.
- A client calls to add a new employee before payroll runs.
- A prospect calls to ask about switching payroll providers.
Business texting for payroll services firms
Firms text payroll cutoff reminders and approval requests.
Texts sent from a local business number in New York, NY-NJ have to be registered with carriers first (10DLC); on Callata that is a one-time $49 fee, after which the whole team can text from the shared number.
What a phone system costs a payroll and bookkeeping firm in New York, NY-NJ
The average payroll and bookkeeping firm in New York, NY-NJ has 30.7 employees, so a 31-person team is a reasonable benchmark. On a per-user plan that headcount sets the bill: $773.45 a month on Ooma Office Pro or $930.00 on RingCentral RingEX Core at list price (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 New York, NY-NJ 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.
Which area code to use in New York, NY-NJ
NANPA records place the exchanges of the area's named cities and towns in 8 area codes. 201 has the most, with 761 of 3,908 exchanges (19%). A local number lets business clients in New York, NY-NJ call without dialing out of area. Callata includes up to 3 local numbers, and which numbers are open in an area code depends on carrier inventory when you choose.
| Area code | Exchanges | Time zone | In service since | Overlay with |
|---|---|---|---|---|
| 201 | 761 | Eastern | 1947 | 551 |
| 732 | 742 | Eastern | 1997 | 848 |
| 973 | 643 | Eastern | 1997 | 862 |
| 908 | 536 | Eastern | 1990 | none |
| 631 | 341 | Eastern | 1999 | 934 |
| 862 | 320 | Eastern | 2001 | 973 |
| 551 | 296 | Eastern | 2001 | 201 |
| 848 | 269 | Eastern | 2001 | 732 |
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.
Setting up Callata for a payroll and bookkeeping firm in New York, NY-NJ
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 New York, NY-NJ 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 there in New York, NY-NJ?
Census County Business Patterns counted 437 payroll services firms in the New York-Newark-Jersey City, NY-NJ metro area in 2023. They employed 13,397 people in mid-March.
What does a business phone system cost for a 31-person payroll and bookkeeping firm?
At month-to-month list prices checked September 28, 2026, 31 users cost $930.00 a month on RingCentral RingEX Core and $773.45 on Ooma Office Pro. On Callata, $99 a month with 5 users included, then $20 per additional user, the same team pays $619.00.
What area code should a payroll and bookkeeping firm in New York, NY-NJ use?
Area code 201 has the most assigned exchanges among the area's named places, followed by 732 and 973. If you already have a local number, you can port it to Callata for free.
Can an AI receptionist answer calls for a payroll and bookkeeping firm?
Yes. Callata's optional AI agents can answer when the team is busy or closed, take a message, text, email or transfer the call. They disclose that they are AI and are billed from prepaid AI minutes at $0.25 per minute. Avoid sending bank account or Social Security numbers by text.