Payroll Services for Small Businesses in San Francisco & Nationwide
Every paycheck right. Every filing on time.
Luminara LLC runs payroll for small businesses, startups and growing teams. We set it up, review every run before it goes out, keep federal and California filings on schedule, and match payroll to your books every month. We work with businesses across the San Francisco Bay Area and with clients nationwide.
Common payroll problems we fix
Payroll software makes it easy to click “run.” Making sure it’s right is a different job.
“We got a penalty notice from the IRS or the EDD.”
A late deposit, a missed quarterly return or a wrong account number turned into fees and letters.
“We’re hiring our first employee in California.”
State registration, new-hire reporting, sick leave and wage-statement rules all start on day one.
We can pay employees or contractors.
W-2 staff, 1099 contractors or both, paid by direct deposit on one schedule, with the right forms at year end.
“Payroll never matches what’s in QuickBooks.”
Wages, taxes and benefits land in the wrong accounts, so your profit and loss is off every month.
Small business payroll services, start to finish
Pick full-service payroll or just the parts you need. Your estimate shows exactly what’s covered.
Payroll setup or switching providers
- New payroll set up in Gusto, QuickBooks Payroll, ADP or Rippling
- Federal and state tax accounts registered
- Year-to-date history moved over when you switch mid-year
Payroll processing and review
- Hours, salaries, bonuses and reimbursements checked before payday
- Direct deposit on your schedule: weekly, every two weeks or twice a month
- New hires, raises and departures handled
Payroll tax deposits and filings
- Federal Forms 941 and 940 on schedule
- California EDD returns (DE 9 and DE 9C) and other state filings
- Tax notices answered for you
W-2s, 1099s and year-end close
- W-2s for employees, 1099-NECs for contractors
- W-9s collected before January, not during it
- 1099s e-filed through the IRS’s new IRIS system, so you don’t need your own IRIS account
Payroll matched to your books
- Wages, taxes and benefits posted to the right accounts
- Payroll liabilities reconciled every month
- Labor costs you can trust in your profit and loss
Owner pay and S corp salary
- A reasonable salary set up for S corp owners
- Owner draws and distributions recorded correctly
- Coordinated with your CPA at tax time
The payroll deadlines we track for you
When a date falls on a weekend or holiday, it moves to the next business day.
| Form | What it is | When it’s due |
|---|---|---|
| Federal tax deposits | Withheld income tax, Social Security and Medicare | Monthly or semiweekly, depending on your deposit schedule |
| Form 941 | Quarterly federal payroll return | April 30, July 31, October 31 and January 31 |
| California DE 9 and DE 9C | Quarterly state payroll and wage reports | Same quarterly dates as Form 941 |
| W-2s and 1099-NECs | Year-end forms for employees and contractors | January 31 (February 1, 2027 for 2026 forms) |
| Form 940 | Annual federal unemployment (FUTA) return | January 31 |
Want the full list? Download our free 2027 tax deadline calendar.
Payroll for teams of one to fifty
Payroll services San Francisco employers can rely on
California has some of the strictest payroll laws in the country. We build them into your payroll from day one:
- State registration and reporting: an EDD employer account, new-hire reports and quarterly wage reports
- California-specific taxes: state income tax withholding and State Disability Insurance (SDI)
- Local rules: San Francisco and other Bay Area cities set their own minimum wage and paid sick leave rules
- Employees in other states: registration and withholding wherever your team works
We coordinate with your CPA and HR advisor, and we don’t give legal advice on employment matters.
We work by video, phone and email, and we serve clients nationwide.
How our payroll service works
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Step 01
Free consultation
A 20-minute call about your team, your pay schedule and what you use today.
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Step 02
Your written estimate
A clear scope and estimate. Nothing starts until you approve it.
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Step 03
Setup or switch
We set up or move your payroll, check every employee’s details and run a test before the first payday.
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Step 04
Every payday, handled
We review each run, file on time, reconcile to your books and answer your team’s questions.
Why business owners choose Luminara LLC
A real person, every time
One point of contact who knows your team and your pay schedule.
AI-powered, human-checked
Software does the math, and a person reviews every payroll before it’s paid.
Upfront estimates
You see a written estimate before we start, and we ask before doing any extra work.
Payroll and books, one team
Your payroll and bookkeeping work from the same numbers, so they always match.
Payroll services FAQ
How much do payroll services cost for a small business?
It depends on how many people you pay, how often you run payroll, how many states you file in and whether you need contractor 1099s. After a free consultation we give you a written estimate. Your payroll software subscription is separate, and we’ll tell you what it costs.
Do I still need payroll software if I use Luminara?
Yes. Payroll runs through a provider such as Gusto, QuickBooks Payroll, ADP or Rippling. We set it up, review every run and handle the filings, so you get the software’s speed with a person checking the results.
Can you take over payroll in the middle of the year?
Yes. We move your year-to-date totals over so W-2s come out right in January, and we check the old provider’s filings for gaps.
Do you handle 1099s for contractors?
Yes. We collect W-9s, track contractor payments and e-file 1099-NECs. Starting in 2027, the IRS accepts these electronically only through its IRIS system, and we file them for you.
What California payroll rules should a new employer know?
You’ll need an EDD employer account, a new-hire report for each employee, California income tax and SDI withholding, quarterly DE 9 and DE 9C reports, paid sick leave and detailed wage statements. Some cities, including San Francisco, add their own minimum wage and leave rules. We set all of this up with you.
Do you work with businesses outside California?
Yes. We’re based in the San Francisco Bay Area and run payroll for clients nationwide, including teams with employees in more than one state.
Get payroll off your plate
Start with a free 20-minute consultation. You’ll leave knowing what your payroll needs, what it should cost, and what to fix first.
- Phone
- 510-306-4016
- inquiries@luminarallc.com
- Hours
- Monday–Friday, 9am–5pm PT
- Location
- San Francisco Bay Area · Serving clients nationwide
- Your team, pay schedule and payroll software
- Any notices or missed filings
- California and multi-state requirements
- An estimate for ongoing payroll