Get started with QuickBooks Online Payroll

We aim to make payroll simple. First, add your business and employee details to process payroll payments in QuickBooks. You can print or handwrite cheques immediately, then return to complete the remaining setup steps.

1. Sign in to your account as the primary admin.
2. Go to All apps , select Payroll, then select Overview (Take me there).
3. Select Get started.
4. Select whether you (or someone else) have already paid employees this year.
5. Enter the date you want to start paying employees through QuickBooks.
6. Provide your main business address (not a PO Box).
   Note: Your work location determines your tax responsibilities. If you have multiple work locations, you can add them later.
7. Enter your main payroll contact info. This is generally the person responsible for paying your employees. The payroll contact will get important payroll notifications from us, and may speak with our payroll experts about your payroll account.
8. Select how you previously managed payroll. Depending on your choice, you may be able to import employee and pay history instead of entering details manually.
9. Now you’ll start adding your employees. See Add your employees below for details.

If you haven’t paid any of your employees this year, you can opt to pay them now by paper cheque if needed. Or you can continue with the setup and finish the remaining setup tasks.

Setting up payroll takes time, so QuickBooks lets you save progress and return when needed.

To access setup tasks:

1. Go to All apps , select Payroll, then select Overview (Take me there).
2. Select Start on the task you want to work on.

You will need the following details to add your employees:

• Employee’s P45, P60, and any other payroll forms (if applicable)
• Hire date
• Birth date
• Pay rate
• Any payroll deductions (For example, workplace pension, loan repayments)
• Sick, holiday, or PTO accrual rates and balances (if applicable)

To set up payroll tax details, you’ll need:

• Company legal name and address (found on HMRC correspondence)
• PAYE reference number
• Accounts Office reference number
• Unique Taxpayer Reference (UTR) number
• HMRC login credentials
• Details of any statutory payments or subsidies received

Note: If you run any payroll before this section is complete, you’ll need to make any tax payments or filing forms that come due. You won’t be able to do this from QuickBooks.

If you’ve already paid employees this tax year, enter their total pay details. You can find this information on each employee’s P45.

You’ll need:

• Total pay to date for each employee paid by other employers this tax year.
• Total tax paid to date for each employee paid by other employers this tax year.

Make sure your PAYE, Accounts Office, and Unique Taxpayer references are correct so you can file your taxes online. Provide your confirmation to enrol for online tax filings.