The Ultimate Guide to Background Check Software for Employers

You’ve found someone who feels like the right fit—great interview, solid experience, ready to get started. But before you make it official, there’s one last step to protect your team, your customers, and everything you’ve worked hard to build: the background check.

With the right background check software, this step becomes part of the flow, not a hurdle. It fits into your process, delivers clear results quickly, and makes sure nothing—and no one—slips through the cracks.

Quick overview: Top background check software for small businesses

These are our top picks for small teams that need to hire fast, stay compliant, and keep things running smoothly:

1. Homebase – Best all-in-one hiring and background check platform for small businesses. Request checks, track results, and onboard—all from one place. Starts at $30 per check on the free plan.
2. GoodHire – A solid option for small to mid-sized businesses that want FCRA-compliant reports and easy-to-read results.
3. ShareAble for Hires – Best for one-off or occasional hires. No setup, no contracts—just quick, self-serve background checks.
4. Verified First – Offers add-ons like social media screening and integrates with over 100 HR platforms.

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Top background check software in 2025

Whether you’re hiring a few people, expanding locations, or running a quick check, the right background check software should just work—no extra steps, no slowdown.

Here are the background check companies that keep things moving:

Best background check software for small businesses

Homebase

Overview: An all-in-one platform that includes background checks, hiring tools, scheduling, and team management. Background screening is fully integrated, so you can request checks, track progress, and get reports—all on the same simple platform.

Key Features:

• Integrated background check processing without separate accounts
• Streamlined requests and tracking within the hiring system
• Clear, easy-to-understand screening reports
• Digital onboarding with e-signatures and secure document storage
• Compliance tools including break/overtime tracking and labor law alerts

Pricing: $30 per background check (available on all plans, including the free Basic plan).

“Homebase Background Checks have been a game-changer for us. The process is incredibly efficient, saving time by seamlessly integrating with the rest of the Homebase tools we already use. It’s reassuring to know we’re building our team on a solid foundation of trust and reliability.” — Michael Spataro, Property Manager, Choice Hotels Monterey California

Interested? Check out the whole suite of Homebase HR and compliance features.

Checkr

Overview: Known for its speed and automation, Checkr is a screening platform that supports businesses hiring at scale. It offers advanced tools and integrations, with flexible screening packages based on role or industry.
Key features:

• AI-powered screening that speeds up the verification process
• Built-in compliance tools that guide you through legal requirements
• Mobile-friendly interface for both employers and candidates
• Quick turnaround times, especially for basic checks
• Integrates with most popular hiring platforms

Pricing: Starts at $29.99/report with custom quotes for 300+ checks/year.

GoodHire

Overview: A compliance-focused solution that offers FCRA-compliant reports and workflows tailored for small to mid-sized businesses. It emphasizes ease of use and transparency in results.

Key features:

• User-friendly interface designed for non-HR professionals
• Built-in FCRA compliance workflows
• Clear, easy-to-understand results reports
• Industry-specific screening packages
• Reliable results delivered with a 0.1% dispute rate 

Pricing: Starts at $29.99/check with custom quotes for 10+ checks/year.

Verified First

Overview: Verified First offers screening services beyond the basics, like drug testing and social media checks. It also integrates with many HR platforms and offers browser extensions for quick access.

Key features:

• Social media screening to assess online presence and reputational risk
• Drug testing and occupational health screening options
• 100+ plug-and-play ATS/HR integrations
• Pre-adverse action automation
• Browser extension for easy access within existing HR tools

Pricing: Custom quotes only.

ShareAble for Hires

Overview: A self-service tool that works well for businesses that hire infrequently or need fast, one-off reports. It doesn’t require contracts or setup, and results are available almost instantly.

‍Key features:

• Instant background checks with no setup or waiting periods
• Includes identity verification and direct-to-consumer credit reports
• Straight-forward, transparent pricing
• Self-service platforms

‍Pricing: $25–$60 per report, based on bundle. 

AccurateNow

Best for: Built for small businesses that are new to screening and want a simple, reliable option. Offers ready-made packages and doesn’t require long-term commitments or minimums.
Key features:

• No monthly fees or minimums
• Pre-built and customizable screening packages
• Built-in FCRA compliance tools
• Quick set-up process

Pricing: Custom pricing based on package.

KarmaCheck

Overview Offers mobile-friendly screening and a modern candidate experience. Known for quick turnarounds and built-in automation. Often used by teams looking for flexibility in how they structure checks.

Key features:

• Mobile-first candidate experience
• Real-time status tracking for employers and candidates
• Rapid verification and turnaround times
• Integrations with popular ATS platforms

Pricing: Custom pricing based on business size and screening needs.

BackgroundChecks.com

Overview: A pay-as-you-go platform focused on criminal background checks and public record searches.

Key features:

• Access to national, state, and county criminal records
• Simple, pay-as-you-go pricing model
• Quick setup and straightforward reporting
• Optional add-ons for education, employment, and identity verification

Pricing: Starts at $39.99 per check.

Atlantic Screening

Overview: Supports more complex screening needs, including DOT compliance, fingerprinting, and occupational health.

Key features:

• Human-verified background checks for flagged results
• Drug testing, DOT compliance, and fingerprint screening
• Occupational health and international background screening options
• Mobile-friendly access and customizable packages

Pricing: Tiered plans available (Basic, Expanded, Comprehensive, Executive); contact for exact pricing based on business size and screening needs.

Best background check solutions for global hiring

If you’re hiring across multiple countries or need deeper checks like fingerprinting or compliance support, these tools go beyond the basics and are built to scale.

Certn

Overview: A fast, mobile-friendly platform offering background screening in 200+ countries with strong security and privacy standards. Built for growing teams that want automation without giving up control.

Key features:

• Screening in 200+ countries and territories
• Built-in digital consent forms
• Mobile-friendly for both candidates and employers
• High-level security and privacy standards
• Dedicated success managers and training options

Pricing: Tiered for small teams; U.S. checks start at $17.99–$49.99.

HireRight

Overview: Designed for global companies with complex compliance needs.

Key features:

• Global screening capabilities in 200+ countries and territories
• Enterprise-level HRIS integrations
• Native fingerprinting capabilities
• International compliance tools
• Available in 22+ languages

Pricing: Custom quotes available.

Sterling

Overview: A trusted choice for corporations that need extensive criminal checks, fingerprinting, and ID verification—especially in highly regulated industries.

Key features:

• Coverage in 240+ countries and territories
• Advanced criminal record and identity verification tools
• Industry-specific compliance filters
• Fingerprinting and ID verification available

Pricing: Pay-as-you-grow option for under 20 checks/year. Tiered pricing for teams under 500 employees; custom quotes for larger organizations.

Zinc

Best for: A flexible option for international hiring with automated workflows and customizable checks. Great for fast-growing teams that want more control over the process.
Key features:

• Mobile-friendly, automated workflows
• Customizable packages
• Right-to-work checks
• Free account setup with demo access

Pricing: Starts around £30/check; custom bundles available.

First Advantage

Overview: Combines background screening with analytics and compliance tools. Ideal for teams that want deeper risk insights and integrations.

Key features:

• Fingerprinting and global screening
• ATS integrations
• Advanced identity verification
• Localized compliance services
• Proactive account management

Pricing: Packages start at $29 (Basic) and go up to $75+ depending on features.

AccuSourceHR

Overview: Offers detailed reports and hands-on compliance support. Good fit for HR teams that want a partner to help navigate screening requirements.
Key features:

• Accredited by the Professional Background Screening Association (PBSA)
• Industry-specific screening packages
• In-house compliance support with legal guidance
• Strong ATS and HRIS integration

Pricing: Custom quotes based on team size and needs.

Foley

Overview: Covers social media checks, MVRs, and drug testing. Built into their DASH hiring platform to simplify everything from screening to onboarding.

Key features:

• Social media and motor vehicle record (MVR) screening
• Drug testing management
• Bundled with Foley’s DASH hiring & onboarding tools

Pricing: Included in DASH Professional and Enterprise plans—contact for details.

Best for public record searches

Use these for personal searches—not for formal hiring.

BeenVerified

Overview: Good for quick lookups like reverse phone searches, property records, or public criminal history.

Key features:

• Comprehensive public record search
• Reverse phone and reverse address look-up
• Easy-to-read reports
• Property owner search
• Criminal record monitoring

Pricing: Three-month plans start at $23.98/month.

TruthFinder

Overview: Adds privacy tools like dark web alerts on top of public record searches.

Key features:

• Dark web monitoring
• Extensive public records search
• Reverse email, phone, or address lookup

Pricing: Plans range from $4.99 and $29.73 per month.

How to choose background check software: 8 essential features

Choosing the best background check software for your business isn’t about ticking boxes, it’s about finding something that actually makes hiring easier. Think fast turnaround, built-in compliance help, and fewer browser tabs.

Here are 8 features to look for in background check software for small businesses:

Understand your business needs. 

Start with a quick audit of how your team hires. Ask yourself:

• How many background checks do you run monthly?
• Are you hiring mostly hourly workers, office staff, or both?
• Do you ramp up seasonally or hire on a rolling basis?
• Are there industry-specific screening requirements you need to meet?
  For example, restaurants may need quick turnaround times for fast-paced, seasonal hiring. A retail business might need flexible screening packages—one for part-time floor staff, and another for management roles. Your background check system should reflect those needs.

Prioritize compliance (and make it automatic).

Compliance with background check laws isn’t optional—and it can get complicated fast. Federal rules like the Fair Credit Reporting Act (FCRA) set the baseline, but state and local laws often add more.

Here’s what you’re required to do under FTC and EEOC guidelines:

• ​​Use the same screening process for everyone applying to the same type of job.
• Get written consent before running a background check.
• Share the report and give advance notice if you might reject someone based on it.

Effective background check software should handle these steps for you with built-in consent forms, disclosure templates, and alerts for required waiting periods. 

It should also adjust to local laws automatically. For example, New York City's Fair Chance Act prohibits employers from asking about criminal history until after making a conditional job offer. Software with location-based compliance features helps you follow those rules without needing to track them manually.

Evaluate integrations with existing HR tools.

From application to onboarding, your background check software should make hiring smoother. So if you’re stuck copy-pasting between tabs, something’s off.

Strong integrations don’t just move data—they keep your process clean, consistent, and way less manual. For example, if a background check raises a red flag, your hiring platform should update the candidate’s status and loop in the right person automatically.

Here’s what to ask yourself when reviewing integration capabilities:

• Can your ATS send candidate info directly to the screening system?
• Can background checks be triggered automatically after an offer?
• Will results sync with your onboarding platform?
• Are there still manual steps your team has to manage?

Compare pricing and packages.

Background check pricing looks straightforward—until you get into the fine print. Sure, most providers charge per check, but the real cost depends on how often you run them, what kind of checks you need, and whether you're paying for extras like integrations or support.
Here’s what to keep an eye out for:

• Per-check rates by screening type
• Subscription or platform fees
• Extra charges for things like employment or education verification
• International search fees
• Volume discounts (if you run checks regularly)

Always review what each package includes and flag anything that costs extra. Remember, a low starting price doesn’t always mean a lower total cost.

Check reviews and support quality.

Even the best background check systems hit a snag now and then. And when they do, you need more than a chatbot with a script—you need real support from someone who knows what they’re talking about.

Look for providers that offer:

• Clear guidance on compliance and legal questions (without the legalese)
• Quick response times for urgent problems
• Training resources for your team
• Proactive updates when systems or laws change
• Experience working with businesses like yours 

Support shouldn’t just put out fires. It should help you avoid them in the first place—especially when compliance is on the line.

Background check compliance: What you need to know

Think compliance is boring? Tell that to the business owner who just got hit with a lawsuit over improper background checks. Let's break down what you really need to know about running background checks legally.

FCRA compliance 

Before you run a background check, the Fair Credit Reporting Act (FCRA) requires that you get written consent from the candidate—along with a clear, standalone disclosure that explains what you’re checking and why.

If the report reveals something that could affect their job offer, you must follow specific steps:

• Send a pre-adverse action notice
• Include a copy of the report and a summary of their rights
• Give them time (usually 5–7 business days) to respond or dispute the findings
• Then, if needed, issue a final adverse action notice

FCRA-compliant background check software guides you through each of these steps automatically, so you can stay compliant without the homework.

GDPR compliance for international hires

Hiring from outside North America? If you're screening candidates in the EU or UK, you'll need to follow the General Data Protection Regulation (GDPR). That means you’ll need to be clear about how you’re using candidate info, get their consent, and follow each country’s rules on what you’re allowed to check.

The right international background check software should handle these details for you—so you don’t have to learn every regulation line by line.

State-specific regulations

Background check rules don’t stop at the federal level. Many states (and some cities) have their own requirements. Remember the NYC Fair Chance Act we mentioned earlier?  It’s part of a broader trend known as Ban-the-Box laws which delay when and how you can ask about convictions.
Bottom line? What flies in one city might be a no-go in the next. That’s why your background check system should handle the differences for you, adjusting workflows automatically based on where you're hiring. 

Recordkeeping requirements for audits

It’s not the flashiest part of hiring, but organized records are your compliance safety net. If there’s ever a question about your process, having everything in place—and stored securely—makes a big difference.

Here’s what to hold onto:

• Signed consent forms
• Copies of disclosures
• Notes on any pre- and post-adverse action steps
• Records are kept for 5–7 years (depending on your state)
• Secure disposal when it’s time to clean things out

How Homebase supports your background check software

Hiring someone new already comes with enough to juggle. Background checks shouldn’t be one more thing to chase down. With Homebase, you can handle screening, paperwork, and onboarding all in the same place—no extra accounts or tools to manage.

Here’s what that actually looks like:

• Run background checks right from your hiring dashboard without switching between platforms or tabs.
• Track progress in real-time, with updates built into your workflow.
• Read plain-language reports, so you can make confident hiring decisions quickly.
• Onboard faster—new hires can fill out forms, tax info, and direct deposit before day one.
• Stay audit-ready with secure digital records that are easy to access whenever you need them.

Simple, connected, and built to keep things moving. Add background checks to your Homebase workflow for $30 a check. Try Homebase today.

"Everything is just so easy to do and understand on Homebase. They make it so accessible for all my employees, from the tech genius teen to the first-time smartphone grandparent. I have never had an issue explaining how we use Homebase to a team member." — Katlyn Doescher, Director of Operations, Black Earth Children's Museum

Background check software FAQs

What is the best background check tool?

The best employee background check tool depends on how your business hires. If you're looking for something that’s easy to use, FCRA compliant, and built for small teams, choose background check software that integrates with your hiring process and keeps everything in one place.

What programs do companies use to do background checks?

Most businesses use criminal background check software designed for hiring—not public search websites. These tools offer FCRA compliance, accurate results, and built-in workflows for things like consent forms and adverse action steps.

Which background check is the most accurate?

The most accurate background checks combine multiple sources—like national databases, county records, and employer verification. Look for screening tools that include layered searches and real-time court data.

What background check do most companies use?

Most companies use a mix of criminal history checks, employment verification, and education verification. Some roles may also require drug testing or motor vehicle records, depending on the job and industry.

What does background check software do?

Criminal background check software automates the screening process. It searches criminal records, verifies past employment and education, compiles results into easy-to-read reports, and helps you stay FCRA compliant—all while working alongside your existing hiring tools.

How long does a background check take?

Basic checks typically take 1–2 business days. Verifying employment or education can take a few days longer. Instant background check software may show results right away, but it often relies on limited databases and shouldn’t be your only step.

Is background check software FCRA-compliant?

Most professional background check providers build FCRA compliance into their workflows, but you’re still responsible for using it correctly. That means getting written permission, sharing reports before taking action, and giving candidates a chance to respond.

Can background check software integrate with my ATS?

Yes—many background check tools offer background check integration with ATS platforms. This means you can kick off checks, track progress, and view results without jumping between systems. The setup varies depending on the software you use, but the goal is the same: a smoother, faster hiring process.

What industries benefit most from background check software?

Industries with high compliance standards or public-facing roles benefit the most—think healthcare, education, finance, transportation, retail, and hospitality. But any business that wants to hire safely and efficiently can benefit.

What’s the cost of background check software?

Costs usually range from $30 to $100+ per check, depending on the type of screening you need. Some services offer volume discounts, but be sure to check for any add-on fees for things like international checks or manual verifications.

Do free background check tools exist?

Some sites offer free public records searches, but they’re not reliable for hiring. They often miss key details and aren’t FCRA compliant. For employment decisions, it’s best to use professional background check systems.

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