How to Do Payroll in QuickBooks Online in 7 Steps

select payroll

Use the info from your payroll report to create the journal entry. If you paid multiple employees for the pay period, you can combine all of their paycheck totals into one journal entry. You can also create separate journal entries for each employee if you need to break out the details.

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Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on “next,” which shows your file data. The article provides a detailed insight into importing payroll data into QuickBooks. You also learn about the prerequisites before importing the data.

QuickBooks Desktop service 2019 discontinuation policy

Much to your content, the payroll timetable needs just a one-time setup and the software eases out entering or adding payroll journal entries. However, advisably make sure to schedule tax payments for the particular payroll taxes. In case, there is an unprepared payment that needs to be made, you would have the flexibility to allocate that.


Do you lack technical knowledge or do not have any technical know-how? Just hire a professional to help you manually enter payroll in QuickBooks. To understand the action of manually adding or entering payroll into QuickBooks, let’s hop onto the next section. Such paychecks are called third-party paychecks, which are done outside of QuickBooks with services like ADP or Paychecks. Aside from payments to employees in the current calendar year, the system will ask you to indicate the date that you plan to run your first payroll in QuickBooks. It will also require you to enter the physical address where the majority of your employees work.

Follow an example paycheck

We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues. The following taxes can be added to debit or added individually, such as state unemployment insurance and the state employment training tax. Under the Detail Type dropdown, select the detail type that most closely matches the types of transactions you need to track.

After that, what are accounting advisory services, select the fields, and then do the export. The article delves into importing payroll data into QuickBooks. The biggest take away from this article is to just keep payroll as simple as possible. It can be an extremely complex chain of events and some people choose to be a masochist when it comes to their payroll. But, by outsourcing your payroll and keeping it to as few accounts as possible everything will be done in no time for your small business. Them are on the home screen that split off into an abundance of specialized categories.

Banking Transactions

It’s helpful to include a description and name for each check. When you’re done entering the debits and credits, select Save. Instead of combining them, enter each individual paycheck on separate lines. After you have completed setting up payroll in QuickBooks, you can now process your first pay run.

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QuickBooks will save this information in the future, allowing you to skip directly to Step 5. In the meantime, though, here’s the lowdown on the details you’ll need to add. Before recording any payroll transactions, you need to set up your payroll accounts in QuickBooks. To do this, go to the Lists menu and select Chart of Accounts.

Add employer payroll taxes

If your service doesn’t have this feature, we’ll show you how to manually track these payments as journal entries. This step is your last chance to review and edit the payroll information before finalizing it. Aside from the total hours worked and other pay details, check the payment method to ensure that employees who should be paid by direct deposits and paychecks show correctly. All payroll clients have the option of receiving a customized GL Report and/or .Iif file that is mirrored/matched directly with their Chart of Accounts. This custom file can be imported directly into a desktop version of QuickBooks.

direct connect option

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work. If you cannot follow the steps, you can connect with Dancing Numbers team via LIVE CHAT. At 18 he ran away and saw the world with a backpack and a credit card, discovering that the true value of any point or mile is the experience it facilitates. He remains most at home on a tractor, but has learned that opportunity is where he finds it and discomfort is more interesting than complacency. I decided to give ChatGPT a try on finding me some installation instructions.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

Step 4: Input Other Employee Data

To record this transaction, go to the Banking menu and select Write Checks. In the Pay to the Order of field, enter the name of your payroll service provider. Enter the amount of the payroll service fees in the Amount field. In the Account field, select the Payroll Service Expense account you created in Step 1. Some payroll services let you import paycheck data directly into QuickBooks.


It allows businesses to focus on their core operations while professionals handle the complex and time-consuming task of processing payroll. QuickBooks, a popular accounting software, is often used to manage payroll in-house. However, many businesses still want to use QuickBooks to record their outsourced payroll. In this article, we will explorehow to record outsourced payroll in QuickBooks, step-by-step. You can now manually add or enter payroll into QuickBooks and can easily access the same. This would help in storing all the account and payroll data in one place and start tracking the payment in total.


The problem is that the amount deducted from your checking account for payroll never matches up to your total salaries paid. There are two options for direct deposit checks and they will follow the same rules as actual payroll checks. The only difference will be if you want to record each employee’s direct deposit check individually or make one journal entry that details out all direct deposit payroll checks. This will depend on your preference; if you want to be able to look up each individual employee’s checks in QuickBooks or just rely on your payroll reports for this.

Using of ` payroll outsourcing is incredible while entering the payrolls in to QuickBooks is somehow confusing. Various companies use different method of entering Outsourced Payroll in QuickBooks. Some prefers to directly entering the record on the journal data while other prefers to set it firstly on in-house register and then on journal. The first transaction you need to record is the payroll service fees charged by your outsourced payroll provider. This transaction represents the amount you paid your payroll service provider for their services.

Performance information may have changed since the time of publication. Choose Submit Payroll, and QuickBooks will take care of the rest! A summary copy of each paycheck will also be saved for your records. Click the Save button once you have finished entering the debits and credits.

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