You also have to input the staff’s default number of work hours in a day and workdays in a week. Employee pay: Enter the employee’s wage in the “How much to do you pay (employee)” section.You will also be provided the option to use the schedule you just created as the default schedule for succeeding employees who will be added to the system. In the dropdown, select the applicable schedule, such as weekly, twice a month, and monthly, among others.
Pay schedule: Specify a pay schedule for your employees by clicking the “create pay schedule button” in the “How often do you pay (employee)” section. Here’s a list of the employee information fields you need to fill in to complete the QuickBooks Online Payroll setup. Note, however, that you need a subscription to QuickBooks Payroll’s premium plans to access the time tracking solution, QuickBooks Time. There’s even an option for the system to invite employees to track and record their work hours via QuickBooks Time. This allows the system to send them a link to view their pay stubs and W-2s via QuickBooks Workforce, the provider’s self-service online portal. Step 4: Complete Employee InformationĪs you add basic staff information into QuickBooks, you have the option to input your employees’ email addresses. Click the “Add an employee” button and start inputting the required data of each staff member on your payroll, including those who are no longer employed with your company but were paid within the current calendar year. Step 3: Add EmployeesĪfter you have entered your work location, a new window will appear that lets you add your employees’ basic information and payroll details into the system. It will also require you to enter the physical address where the majority of your employees work. You can get YTD information from the last payroll you processed for each employee and also request detailed pay reports from your previous payroll provider.Īside 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. Providing information about prior paychecks issued to employees before the beginning of your QuickBooks Payroll subscription is an essential step to ensure that your W-2 forms are accurate come year-end. Note that the system will require you to input year-to-date (YTD) payroll details and tax payments made for each employee later in the setup. Newly established businesses that have yet to run their first payroll can select “No” and then click “Next.” If you want to see it in action, check out our QuickBooks Payroll setup video. The same goes for QuickBooks-its setup wizard guides you through the whole process. Most online payroll services offer an intuitive interface that makes payroll setup easy. If you are converting to QuickBooks Payroll in the middle of a calendar year, you should enter the total sick and vacation hours an employee had from your previous system. PTO policy and balance: If you offer vacation and sick pay, you need to know the total number of PTO hours you’re allocating to each employee for the year. Direct deposit authorization form: If you pay employees via direct deposit instead of paper checks, you must have them complete a direct deposit authorization form. Payroll history: If you already paid employees within the current calendar year, you should have your prior payroll data on hand to ensure accurate tax calculations. Form W-4: Upon hiring new employees, you need to have them complete and sign a W-4 form so you can enter their withholding information and other pertinent details that you need to correctly calculate payroll tax deductions. Paycheck deductions: You should have a list of your employees’ contributions to health insurance, retirement plans, and garnishments. 
Pay rate and schedule: You can set up multiple pay schedules in QuickBooks, if needed.Employee information and hire date: You need basic information about your staff members, such as their legal names, birth dates, and hire dates.
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