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QuickBooks Team

payroll manual entry

Hello there, @Mitchell64. Let's work this out so you can get through this and have your paycheck information manually entered inside your QuickBooks Desktop (QBDT) company file.


Before we do so, I'd like to share some insights about why the option for manual payroll's not clickable on your end. A possible reason for this is that you no longer have the access right to turn it on. That said, you'll have to ensure you've logged in as the admin of your company account and also your payroll account.


If you've already signed in as an admin, and then the issue persists, I recommend updating your QBDT application to its latest release to restore the option to do manual payroll. You can refer to this article for further guidelines: Update QuickBooks Desktop to the latest release.


Another reason the option isn't available on your end is because of the inactive payroll subscription you have. To sort this, you can manually enter via journal entry. Before doing that, you'll want to ensure you have each of your accounts set up to track expenses. I'll gladly input the steps below so you can proceed. To begin, here's how:


  1. In the top menu bar, go to Lists.
  2. Choose Chart of Accounts.
  3. Click your Account drop-down arrow.
  4. Hit New.
  5. Enter the accounts details
  6. Select Save & Close.


You can repeat these steps to create each income, deduction, contribution, and liability account.


Now you can create journal entries to record your payroll information. When doing so, I'd recommend reaching out to your accountant. They'll be able to help you confirm it's being entered properly. In case you don't have one, I can help you find one by visiting this page: Find a QuickBooks ProAdvisor.


In addition, here's an article to help you generate a unique report that contains more details that you need to track the payroll you've entered: Customize reports in QuickBooks Desktop.


You can also check this page in case you'd like to enter previous tax payments you've made during the current or previous years: Enter historical tax payments in Desktop payroll.


Feel free to click the Reply button below if you need further assistance doing manual payroll in QuickBooks. I'll make sure to get back to you as soon as possible. Stay safe, and have a nice day! 

Sue Mac
Level 1

payroll manual entry

I have had a payroll subscription.  I decided to discontinue it because I now only have one paycheck to issue.  I want to do manual payroll, however, when I go to 



Payroll & Employees

Company Preferences Tab

I see Full Payroll but am unable to select Manual Payroll as it is "ghosted".  

Is there a workaround for this?

Thanks for any help you can give me.  





payroll manual entry

Hello there, Sue. I appreciate you posting your concern here in the Community. 

To ensure that this gets sorted out, when setting up manual payroll, let's make sure to update your version of QuickBooks Desktop (QBDT) to get the latest fixes and improvements. Moreover, did you tick the Full payroll option? If not, this could be the reason why the Manual Payroll option is greyed out. See the image below for reference:

To be able to select the Manual Payroll option, you'll need to tick the Full payroll first. Let me guide you on how:

  1. In your QBDT file, click on the Edit menu, then select Preferences.
  2. Go to the Payroll & Employees, then select the Company Preferences tab.
  3. In the QuickBooks Desktop Payroll Features section, select the Full payroll and the Manual Payroll checkboxes.

  4. In the Get payday peace of mind window, select Next and then Activate in the confirmation screen.

  5. Select OK to apply the changes.

  6. Select OK to exit out of the preferences window.


For detailed information, kindly visit: Set up manual payroll without a subscription in QuickBooks Desktop.

Moreover, I'll also share this article that can serve as your reference to learn how to print paychecks in QuickBooks: Print or reprint paychecks and pay stubs.

Feel free to leave a reply if you require further assistance with setting up manual payroll in QuickBooks. The Community team always has your back. Have a good one.

CN 11
Level 1

payroll manual entry

Ok,  I'm using QB Desktop 2020 Pro.   Just lost my payroll subscription, I have 1 employee,  I have followed every step multiple times,  My QB Full payroll option will not allow me to check to Manual payroll box.    I also do not have the  "Get payday peace of mind window"    Any suggestions on how to fix this??


payroll manual entry

Hi @CN 11.

I've checked one of your posts, and it seems that my colleague, @FateCandylaneT, already replied to you in this thread:


Please let me know if you have other record-keeping concerns. We're always here to help you more. Stay safe, and more power to your business!

Level 1

payroll manual entry

Good morning.  I note what has been advised by QBs and other users.  I have not been able to find anywhere in my company payroll preferences this manual toggle button.  Additionally, QBs does not even allow me to access that page anymore.  


I would prefer to have the option and make my own choices regarding payroll rather than being disallowed to determine my own choices.  I am not sure if I am overlooking the button.......but I keep being rerouted to a page that is no longer displayed. I am at a loss.

Level 1

payroll manual entry

I did not get that option.  I have the Full payroll button but I do not get the drop down menu for the manual entry


QuickBooks Team

payroll manual entry

Let's make sure you can see and do a manual entry for payroll, Harpie.


QuickBooks Desktop lets you track payroll manually. If you're having issues enabling the option, you'll have to make sure to update QuickBooks to the latest release. This update provides new and improved functionality that addresses existing issues like bugs and crashes. Aside from that, it also updates and enhances existing features, patch security flaws, add new security features, and improve performance.


Apart from this, ensure to get the latest tax table update. This provides up-to-date, accurate rates and calculations for federal and supported state taxes, payroll tax forms, and e-file and e-pay options.


Lastly, you'll have to log in as an administrator to ensure you'll be able to access the option.


In addition, QuickBooks also lets you offer a selection of payroll and employee reports that help you manage payroll and keep track of the employees' information. Learn from this article on how to customize them: Customize Payroll And Employee Reports.


Keep in touch if you have any concerns when doing manual payroll. Remember, we're here to make sure we got you covered.

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