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Level 1

How to record manual payroll checks

We have two different accounts linked to Quickbooks, one is our main account(A) and another is payroll(B).

Contractors are issued checks and cash them through the payroll account each week. We were currently recording the transfers from account A to B in one lump sum, ex. $4,000 for the week, under payroll expenses to capture.

Now my employer wants to enter each contractor and match the weekly checks. Do I enter as a check and select the payroll account? Or as an expense and/or bill and match it up from the payroll bank feed?

Lastly, how will this affect the current amount under payroll expenses in my reports.

3 Comments 3
QuickBooks Team

How to record manual payroll checks

Thanks for sharing the detailed steps you'd like to achieve, Carm20.


To manually record the payroll checks in QuickBooks Online, we can create a journal entry. This helps keep all your payroll data in one place.


Here's how:

  1. Go to the + New icon.
  2. Select Journal entry.
  3. Choose the date of the paycheck.
  4. Select the correct debit and credit account.
  5. Enter the other necessary details.
  6. Once done, click on Save and close.


I also recommend consulting an accountant so that you'll be guided with the correct posting accounts to use.


As for the amount under Payroll Expenses in the reports, the updated balances will display after creating the entries. I also suggest clicking on the amount to view the details associated with the transactions.


Here's an article you can read to learn more about how the manual payroll works: Manually Enter Payroll Paychecks.


Additionally, you can customize your payroll reports in QuickBooks Online. Doing so helps you select the important details you'd like to see. Then, memorize it for future use.


Keep us updated if there’s anything else you need. This way, we can help you to achieve your future task.

Level 1

How to record manual payroll checks

Sorry, I should have clarified that the checks are for employees that are 1099's so no need to enter taxes etc...

I entered each employee under the contractor tab and would like to link the check amount to their name.

I looked at the journal entry and doesn't look like its an option unless I put them as a vendor which they are not.

QuickBooks Team

How to record manual payroll checks

Thanks for getting back to us, @Carm20.


I have some information about creating a check for your contractors. You'll want to write a check or expense so you can link the check amount to their names. Let me walk you through how.


  1. Go to +New. Then, select Check.
  2. Choose the contractor's name from the Payee drop-down.
  3. Enter the check details.
  4. Click Save and close.

After saving, you now have the option to print the check. Just click the Print check option at the bottom of the check page. For details, please refer to this guide: How to set up contractors and track them for 1099s in QuickBooks.


In case you need help with other QBO tasks, click this link to go to our general topics with articles.


Keep me posted if you still have questions or concerns. I'll be around to assist you. Take care and have a nice day ahead.

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