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Set up and manage direct deposit for your contractors

by Intuit Updated 8 months ago

Learn how to set up direct deposit for independent contractors in QuickBooks Online Payroll and QuickBooks Desktop Payroll.

With QuickBooks Payroll, you can use direct deposit to pay independent contractors. Before you can do that, you’ll need to set up your contractor's direct deposit.

Note: To meet Federal and State compliance requirements across all of our offerings, Intuit’s Direct Deposit service can't be used to pay bills or make payments to individuals or entities who aren't independent contractors.

Select your product below to set up or change direct deposit info for your contractors.

Note: Not sure which payroll service you have? Here's how to find your payroll service.

Set up your contractor's direct deposit

Step 1: Connect the company bank account

You'll need to have a company bank account connected to use direct deposit. If you haven't done so, set up your company payroll for direct deposit.

Step 2: Add your contractor's bank account info

You can invite your contractor to provide their W-9 business and bank account information to you. Your contractors will be invited to create a QuickBooks Self-Employed account, where they can manage their contractor profile and track payments received. Or follow the steps below to add the account info yourself. Be sure to double-check the bank account with your contractor.

  1. Select Payroll, then Contractors.
  2. For a new contractor, select Add a contractor or select the existing contractor to add or edit bank info.
  3. Select Bank account.
  4. As prompted, enter the following:
    • Account Number
    • Account Type
    • Routing Number
    • Account holder Phone Number
    • Account holder Full Name
  5. Select Save.
  1. Open the Vendor Center.
  2. Select a vendor and double-click their name.
  3. Select the Additional Info tab, then select the Direct Deposit button.
  4. Enter your Direct Deposit PIN and select Continue.
  5. Follow the on-screen instructions until you get to the Confirmation screen. Now you'll be able to set up your independent contractors for direct deposit. Be sure to double-check the bank account with your contractor.

You need to first set up your company for direct deposit before you can add your contractor's bank account info.

  1. Open the Vendor Center.
  2. Double-click the vendor you wish add the direct deposit to.
  3. Select the Additional Info tab and select the Direct Deposit button.
  4. Select the Use Direct Deposit for: [Vendor Name] box, and enter the bank info. Be sure to double-check the bank account with your contractor. Note: Split direct deposit payment isn't available for independent contractors.
  5. Select Send confirmation direct deposits to [email address] if you'd like a payment confirmation. Intuit will send an email to the email address entered two days before payment will arrive in the independent contractor's bank account. Included in the email:
    • Your company name
    • The amount of payment
    • The date the payment will arrive in the independent contractor's bank account (the date shown on the independent contractor's check in the check register)
    • The last four digits of the independent contractor bank account number. Note: If you don’t see an email address or the email address is incorrect, you can add or update the email address by selecting the Address Info tab.
  6. Enter your direct deposit pin when prompted.

Turn off or change your contractor’s direct deposit

You'll be charged a fee each month for contractors with direct deposit turned on, even if you don't pay them during the month.

If you want to turn off the direct deposit for a specific pay, you can do so:

  1. Select Payroll, then Contractors.
  2. Next to the contractor’s name, select the dropdown to toggle the direct deposit off or on.

If you'd like to change bank info:

  1. Select Bank account to edit.
  2. In the Account Number or Routing Number fields, enter the new account number.
  3. Select Save.

If you'd like to remove bank info:

  1. Select Bank account to edit.
  2. Leave the routing number as is, then enter all zeros for the bank account to remove.
  3. Select Save.

You can permanently remove banking info from an independent contractor's profile.

  1. Select Vendors and choose Vendor Center.
  2. Double-click the name of the vendor whose profile you wish to edit.
  3. Select Additional Info tab.
  4. Select Direct Deposit button.
  5. Select to clear the box Use Direct Deposit for: this vendor.
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