How to Do Payroll in QuickBooks Online in 7 Steps
file online payroll

Square has become much more than a convenient payment processing company. Along with a point of sale platform, Square also offers a payroll service. If you are only paying independent contractors, the payment plan is simple.

Enter your company’s payroll information, such as pay schedule, pay frequency, and pay period. You may also use the in-software QB Assistant if you have any additional queries or need help setting up payroll. Select Payroll from the menu on the left side of your screen.


Depending on your company’s industry, type of commerce, location or workforce, additional specialized notices may be required by your municipality or agencies regulating your industry or area. This product is not intended to provide legal or financial advice or substitute for the advice of an attorney or legal advisor. Here’s an example of entering third-party paychecks issued on September 1 for two employees in California. Select the checking account you’re paying your employees from. If you haven’t already, follow the steps to create new accountsin your Chart of Accounts to track your payroll liabilities and expenses.

Step 5: Explore Other Payroll Center Options

This is actually fairly simple and can be performed directly from your dashboard. Before getting started, there are a few things you need to have on hand to efficiently and accurately set up and run payroll using QuickBooks. Also, QuickBooks currently has a promotion where you can get your first three months of payroll for half off.

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You can pay taxes due later, but before you do, be sure you don’t have any changes to any payrolls in that liability period. When you cancel your subscription, it becomes effective at the end of the running payment cycle; you do not receive prorated refunds. Our ratings take into account a product’s cost, features, ease of use, customer service and other category-specific attributes. Makenzie Pohl covers small businesses and other financial topics for QuickBooks. She calls San Diego, CA home and enjoys dining out, photography and traveling in her spare time.

So you need to compare the pricing of each plan with its features before choosing the right payroll app for you. Intuit workforce portal is an employee self-service platform that enables employees to view their paychecks and W-2s. They can also apply for leave, view leave balances and enter time sheets on the portal.

Tax filings depend on if you chose to have us pay and file your federal and state payroll taxes for you or if you opted to pay and file them yourself. If you aren’t sure, check your automatic tax payments and form filing statusfirst. Tax payments depends on if you chose to have us pay and file your federal and state payroll taxes for you or if you opted to pay and file them yourself. QuickBooks Payroll calculates, files and pays all federal and state payroll taxes automatically.

QuickBooks Online Premium Payroll

To use direct deposit, set up direct deposit in QuickBooks during the payroll setup process. After you’ve run payroll, QuickBooks will automatically deposit the funds into your employees’ bank accounts. QuickBooks Online Payroll costs between $45-$125/month plus $5-$10/month per employee, depending on which of the three QBO Payroll pricing plans you choose. Each pricing plan gains you full-service payroll with automated tax support, but the larger the plan, the more additional features and customer support you have access to.

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Select the payroll report you want to run, such as Payroll Summary or Payroll Detail. The next step is to upload your workers’ compensation policy into QuickBooks. If you don’t have a policy, you could have QuickBooks assist you to find one or do it yourself later. Employee data, such as pay rates and job status, is centralized in one place.

Monthly billing

Your public accounting situation is unique and the products and services we review may not be right for your circumstances. We do not offer financial advice, advisory or brokerage services, nor do we recommend or advise individuals or to buy or sell particular stocks or securities. Performance information may have changed since the time of publication. The trickiest part of processing your own payroll is calculating how much to withhold from employee paychecks for Medicare, Social Security, state and federal unemployment, and FICA taxes. If you have employees in different states, you’ll incur additional charges unless you have the highest-tier Elite plan.

Once you enter personal and payment details, payroll is calculated automatically on the pre-decided date. You can also choose to approve each month’s payroll before disbursement or set it to run automatically. QuickBooks Payroll Core has competitive pricing and costs less if you have five or more employees. However, for Premium and Elite plans, costs can increase with growing team sizes. Especially when you consider OnPay has a single subscription plan and Gusto’s higher-tier plans are less expensive.

Step 7: Finish Up & Prepare To Run Your First Payroll

Direct deposit is included for W-2 employees at no additional charge. However, there is an additional cost for 1099 contractors. For example, you may pay salaried employees monthly, while paying hourly employees every two weeks.

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Terms, conditions, features, service and support options are subject to change without notice. Active subscription, Internet access, Federal Employer Identification Number , and U.S. billing address required. The government considers taxable compensation to include wages, Social security, Medicare, FICA, and any pre-tax or statutory benefits.

Selecting the best payroll provider for your needs, it’s important to consider ease of use, integrations, customer support, and bonus features. Typically, companies that pay employees a minimum wage default to a weekly payment schedule. Once you’ve entered this information, you will do the same for vacation pay. Now that you have all of your compensation, benefits, additions, and deductions added, it’s time to add the numbers for each employee.

Once you return to the Payroll Center, you’ll see that the information for your next payroll is listed under the Create Paychecks section. The payroll that was just processed will be listed in the Recent Payrolls section. You can delete any type of compensation not used by your company. You can also add any additional compensation that’s not already on your list. If you choose to edit entries, you can change how the compensation is shown on paychecks, make the payroll item active or inactive, select the account type, and change the account name.


Click on the Preview Payroll button to review the payroll before submitting. Review your payroll information and make sure everything is correct. Remember to take your time, have all of your documents and information available, and fulfill each step. Continue to the ‘Taxable Compensation’ screen by selecting ‘Next.’ Once there, choose the ‘Default’ button to leave your Employer Social Security taxability unmarked.

Before your next pay cycle, navigate to the payroll center and follow the steps below to run your payroll and get your employees paid. Before you can pay or file payroll taxes, make sure you complete your tax setup. It should just take a few minutes to complete, and then we’ll notify you once you are active. Payroll software can save you time and money by automating tax filing, direct deposit and employee self-service.

Before running payroll for the first time, you’ll need to set up an Employer Identification Number with the Internal Revenue Service . Your EIN is a unique number that identifies your business. The application is free and you can access it online, by mail, or by phone.

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It can also help you manage your payroll, HR, benefits and talent from a single platform. QuickBooks Payroll has some 20 reports, such as payroll billing summary, payroll deductions and contributions, payroll tax liability, total pay, workers’ compensation, etc. You can customize to add or delete the columns that you want in the reports before running them. If you mark a report as a favorite, you can access it in a single click the next time.

  • QuickBooks Payroll comes with some major benefits, including same- or next-day deposits, benefits management and automated tax calculations and withholdings.
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After you know each employee’s net pay, you can run payroll and deposit funds into their bank accounts or send them a check in the mail. You can also make payments using convenient pay cards to save money. If you’ve done all of the steps as outlined and have entered all employee and tax information correctly, your payroll is now set up and ready to go. You also have the option to go back through the tool and make any additions or corrections as needed. Finally, you’ll enter non-tax payments such as workman’s comp and health insurance. Again, QuickBooks will calculate the amount owed and use what you’ve already paid to show any remaining balance due.