How do you set up a default expense account preference for payroll items for quickbooks desktop that is different from installation default?

Welcome, @mfuellgraf!

Let's first create a new chart of account that you are about to use as the expense account of your payroll items.

To do so:

1. Go to Lists.
2. Select Chart of Accounts.
3. Under Account, tap New.
4. Choose Expense as the category of your new account.
5. Enter the name of your account.
6. Click Save & Close.

Here's an article you can read to learn more about how you can create a new chart of account: Understand QuickBooks Chart of Accounts.

Once completed, you can go back to your payroll item list, create a or edit an item and select the expense account you recently created.

Let me show you how:

1. On your payroll item list, select an item you wanted to edit.
2. Under Payroll Item, tap Edit Payroll Item.
3. On the Expense account section, choose the expense account you recently created.
4. Click Finish.

I've got you this article for more insights about how you can edit a payroll item: Edit a payroll item.

I've also included this helpful article in case you wanted to edit a payroll item already used in your paycheck: Edit payroll items used on paychecks.

Let me know in the comment section down below if you have any other concerns. I'm always around happy to lend a helping hand.

Thank you JonpriL for your response.  I am aware of how to change/assign an expense account to a Payroll Item and I do not think I was clear enough in asking my question.  I will try again.

We are creating a new company, we opted to start from scratch vs copying over our existing company.   We selected the type of business as "contractor" .   The resulted in QuickBooks populating a default COA as well as Payroll Items, etc.    I deleted and/or inactivated the QuickBooks supplied GL numbers and added our own COA.  One of the default GL account numbers was "66000 - Payroll Expenses"   I made that account inactive.  

I am in the process of adding our Payroll Items.  When I get to the Expense Account, it is prefilled with the "66000 - Payroll Expenses"   account.    I want to identify one of our company GL Accounts as the default payroll expense account.   I realize I can change the assignment here, but  I don't want 66000 - Payroll Expenses to show up as the default and would like to identify one of our company GL account numbers as the default Payroll Expense account.  I hope this explains my question better.  Thank you

Thanks for the detailed information, mfuellgraf.

When you turn on payroll, QuickBooks creates specific accounts by default. Once you inactivate the Payroll Expenses account, QuickBooks keeps them so your reports and tax forms remain accurate.

That being said, this will still show up when creating a payroll item. You'll have to manually change and select an expense account every time you create a payroll item in QuickBooks.

Let me share this link in case you want to fix common payroll errors in QuickBooks.

We're a post away if you need anything moving forward. Have a good one.

You can't choose new defaults as the ones QB set up are coded internally in a special way.

However, you can rename the accounts QB created as well as give them a different desired account number.  When you do they will retain their special status and continue to be the default accounts.

Because you have created your own accounts, you can then merge them into the special accounts to update both your payroll items and any existing data that uses them. Do this by editing the  accounts you created and renaming them to be the same name as the default accounts, as is appropriate by account type.  When you do, QB will prompt you to merge the accounts.

Thank you JaneD. 

I guess the last follow up question I have in regard to this is, Where is the list of Special and/or Default  accounts for Company  and Payroll for QuickBooks Desktop.  

I have searched through here and the only thing I can find are posts for QuickBooks online, such as the following:

https://quickbooks.intuit.com/learn-support/en-us/accounting-method-preference/manage-default-and-sp...

https://quickbooks.intuit.com/learn-support/en-us/process-payroll/set-up-payroll-account-preferences...

 Thanks again and thanks to this community for their help

I appreciate your prompt response, @mfuellgraf.

QuickBooks Desktop automatically creates the following accounts upon setting up an item or entering transactions:

• Accounts Payable (A/P)
• Accounts Receivable (A/R)
• Opening Balance Equity
• Payroll Expense
• Payroll Liabilities
• Purchase Orders
• Retained Earnings
• Sales Tax Payable
• Uncategorized Expense
• Uncategorized Income
• Undeposited Funds
• Inventory Asset
• Reconciliation Discrepancy

To to learn more about the available accounts in QuickBooks Desktop, please check out this link: Understand QuickBooks Chart of Accounts

I'm also adding here an article that includes information on how you can change an expense or liability account associated with a payroll item for reference: Change the expense or liability account 

Please know that my doors are always open to help if you have any other questions. Just reach out to me here. Have a wonderful week ahead!

Can someone out there help me add a default expense category for Utilities?

I want to have a UTILITIES expense item.  How do I add that?  I know how to add a new account in my chart of accounts, but it makes me put the UTILITIES under something like Office Expense, or Repairs & Maintenance and I want it to be listed under UTILITIES.  How do I set up a default expense account for UTILITIES?

Why is there not a UTILITIES account in QB?

Hello @Brice333,

Thank you for reaching out to us through this thread. I can assist you with adding a new account in QuickBooks Desktop.

The Utilities expense account is one of the default ones the system enters when you create a company file. I recommend you begin by checking your list of inactive accounts.

Here's how:

1. Click the List tab at the top menu bar.
2. Select Chart of accounts.
3. Press Show Inactive Accounts.
4. Search for the Utilities account, then click the X mark to make it active.

If the account is missing, It would be best to create a new account for Utilities. In case you need the steps, here's how:

1. Click the List tab at the top menu bar.
2. Select Chart of accounts.
3. Press the Account drop-down at the bottom.
4. Hit New.
5. Choose Expense, then press Continue.
6. Name the account (ex. Utilities).
7. Hit Save & Close.

Also, did you know you can turn an existing parent account into a subaccount? For more details about the process in the chart of accounts, I've attached this link: Create subaccounts in your chart of accounts in QuickBooks Online.

Get back to me if you need more guidance about the accounts in QuickBooks Desktop. You can hit the Reply button and I'll be sure to get back to you.