Direct Deposits for Employees

Hi @Kbs2022,

Thank you for posting here in the Community. I'm here to help you activate Direct Deposit for employees in QuickBooks Desktop.

You can perform some steps to verify your access and determine if you're the admin in a company file. To view all roles and their permissions, you can run a Permission Access by Roles report.

Here's how:

1. Click the Company tab at the top menu bar, then select Users.
2. Select Set Up Users and Roles.
3. Enter the admin password, then hit OK.
4. Go to the Role List tab and select View Permissions.
5. Choose the roles you want to review, then select Display.

Two admin roles in QuickBooks can manage Intuit account user management. To learn more about the difference between the Primary and Secondary roles and how to transfer the role, check out this link: Transfer the primary admin role in QuickBooks Desktop.

For the Payroll Admin information, you can visit your Intuit account to check and update the necessary information. It contains details of your account and subscriptions.

Once everything is correct, you can continue activating your direct deposit. If there are pending test transaction amounts, you can follow these steps:

1. Open QuickBooks and sign in as the QuickBooks Admin.
2. Click the Employees tab at the top menu bar, then select My Payroll Service
3. Press Activate Direct Deposit.
4. Sign in to your Intuit Account.
5. Enter the debit amount twice, then select Verify.
6. Enter your payroll PIN.
7. Select Submit, then Ok.

Also, I want to share this article which contains information about some frequently asked questions when using direct deposit in QuickBooks: Set up your company payroll for direct deposit.

Click the Reply button if need more assistance with the Direct Deposit activation. I'm always available to lend a hand in this space. Take care.

I can't activate the direct deposit. I've received the two deposits but when I go in to enter them it wants to send me through the entire process again.  I'm the only one on setup on this file and I am the primary admin.  Help!

Hello, nasavs.

We're only a step away from activating the direct deposit service. So, I'll lay down the steps to help you get past the test debit issue. 

It sounds like the direct deposit activation process has not yet synced with your company file. Other than that, this might also be caused by incorrect information on the Payroll Account Maintenance page. 

Let's do the following steps to fix the test debit issue: 

1. Go to Employees, then hover on My Payroll Service.
2. Select Account / Billing Information. 
3. Check the information under the Company Information section and see if the details are correct. Click on Edit if one of the fields is incorrect. 
4. Under Direct Deposit Information, check the status. If it's still shows as pending or if it prompts you to go through the process again, click Log Out.
5. Log in again with your account to resync the data, then check the Direct Deposit Information section again.  

However, if the status is still pending or if it still prompts you to process the debits again, we'll want to have this checked with our support.

One of the agents will take a look at your account and check the test debit process status and ensure the direct deposit service is activated. 

Here's how to reach them: 

1. In QuickBooks Desktop, press the F1 key. 
2. On the Have a question? window, click the Contact Us button. 
3. In the text box, enter something like "cannot enter two test debits for direct deposit."
4. Proceed with Continue, then choose how you want to reach us (phone or chat option). 

After activating the direct deposit service, do you need help adding and paying your employees in QuickBooks? I'll add these articles in case you need a guide: 

• Add your new employee to QuickBooks Payroll
• Create and run your payroll

If you have other concerns about your payroll or the direct deposit service, please let us know. If you happen to come across any difficulties while managing your employees, entries or reports, add the details to your reply. My team and I will be around to help. 

my employee cannot open the invite link on his end to see his deposits, I have checked his email and it still does not work , can you give me a phone number for him to call? thanks Ann

that is not the issue, the issue is the emploee cannot open his invie to see his deposit, phone or contact number? 

my employee need s the help to log into his    invite, phone number or help/

you donot understand? my employee needs help to get hie invite

Hey @annelmore,

Thank you for reaching out to the QuickBooks Community! I have a few things I would like you to do for me.

• First, could you check the Spam and Junk folders to see if the email could have been sent there if you haven't already? 
• Second, is it possible that you could send the email to a different address and check to see if the issue persists? 
• Third, to connect with Workforce (if the issue has not been rectified at that point), use this link to take you straight to their support line, and they can investigate the matter further. 

If you have any questions, please let me know below! I will be more than happy to assist you further and I am looking forward to your response.

One employee wants to do direct deposit.  Today is payday.  When our bookkeeper tried to pay the employee by direct deposit, all of the withholding information was correct on the stub, but the amount of the check showed up as 0.  Can you help us walk through our system (I think it's Quickbooks Desktop Pro 2024 enhanced payroll)?  Please help.

Randy Kemner, owner

Kemner Wine Inc, dba The Wine Country

I appreciate your elaboration regarding the amount difference on the stub and check, thewinecountry. I'll explain in detail below how direct deposit works in the system.

When you transmit Direct Deposit payroll to Intuit, QuickBooks automatically creates a Payroll Liability check that you can find in your bank register. You don't have to manually mark each deposit as cleared, as QuickBooks does it for you. 

The checks show $0 in the register window to avoid duplicating the debit amount included on the QuickBooks Payroll Service Liability. Doing so will make the Direct Deposit paychecks $0, allowing QuickBooks to recognize this as a cleared transaction.

Otherwise, check out this article if you can't find the Direct Deposit Liability check: Recreate a missing or voided direct deposit paycheck in QuickBooks Desktop Payroll.

If it's the first time for your employee to receive pay via direct deposit, you'll need to set up them first then use this reference to process payroll on time: Send direct deposit paychecks in QuickBooks Desktop Payroll.

Once done, visit this guide to determine the direct deposit lead time and when to submit payroll: When to send your direct deposit payroll.

Furthermore, this module will aid you in generating reports to see the amounts and balances: Run payroll reports. 

Keep me posted if you have other questions about processing payroll via direct deposit. I'm always here to help. Stay safe.