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Level 1

Payroll Expense

I track all my liabilities separate and want to know how to change my payroll expense account to only track net pay and not gross. QB Desktop

4 Comments 4
Not applicable

Payroll Expense

There's no way to do that.  It would be inappropriate.   Your company payroll expenses include all salaries paid plus the cost of all company paid taxes.

Level 1

Payroll Expense

How do I reconcile when Payroll expense does not match the W2 total?


QuickBooks Team

Payroll Expense

Hi there, Lgirls.


Thanks for joining this thread. Allow me to help provide some insights about matching payroll expense and W-2 in QuickBooks Desktop. 


We'll need to figure it our first why the payroll expense doesn't match your W-2. You can run the Payroll Summary report to ensure the taxes calculation is correct. 


Here's how: 

  1. At the top menu bar, click Reports.
  2. Choose  Employees & Payroll.
  3. Select Payroll Summary
  4. Set the date range.
  5. Click Refresh

You may also check this article on how to customize reports in QuickBooks Desktop


If there's an incorrect calculation of taxes in the Payroll Summary report, you'll need to correct it by following the detailed steps in this article: QuickBooks Desktop calculates wages and/or payroll taxes incorrectly.


To know more about on how our system populates the boxes from the form, you can refer to this article: W2 form boxes explained.


Once the payroll expense and W-2 are matched, you can now process a reconciliation. 


If you need further assistance with the steps, I encourage you to contact our QuickBooks Desktop Payroll Support. They have additional tools to pull up your account and do a remote session.


Here's how you can contact our phone support: 

  1. Click this link:
  2. Select your payroll subscription.
  3. Choose Payroll for the topic.
  4. Click View Contact Info to get the phone number. 

This will get you on the right track. Please know that I'm just a post away if you have additional questions about the reconciliation. Wishing you and your business continued success. 

Level 1

Payroll Expense

Would moving expenses for a new employee fall under the Payroll Expense category? 

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