Track payroll expenses by classes and projects in QuickBooks Online Payroll

Allocating payroll expenses to specific classes (such as departments or locations) and projects (such as jobs or customers) allows for detailed cost tracking in QuickBooks Online Payroll Premium and Elite. These breakdowns appear on Profit and Loss reports to provide deeper insights into specific areas of a business.

Note: Paychecks dated July 9 - August 27, 2024 might be missing classes. Find out how to fix this.

Assign classes and projects on your employees’ paychecks

1. Turn on and set up class tracking and project tracking (if needed). 

Note: Turning on or updating class tracking applies only to future transactions and will not retroactively affect past records.

2. Go to Payroll, then Employees.
3. Select Run Payroll. 
4. Create your paychecks as normal. 
5. Select Edit classes and projects. If you only see Edit projects, go back to Step 1 to set up class tracking. 
6. Select the class and project for each employee and each pay type used.
   • For salaried employees, enter the percentage spent on each class or project. 
   • For hourly employees, enter the hours for each class or project.
   • For commission and other pay types, enter the dollar amount for each class or project. 
7. If needed, select Create ⨁ to add more classes or projects to each employee’s pay type. Or select Delete to remove them. 
8. When finished, select Confirm. 
9. Send your payroll as normal. 

Run your Profit and Loss reports

1. Select Reports. 
2. From Find report by name ▼ dropdown, enter Profit and Loss by Class or Profit and Loss by Customer.
   • Profit and Loss by Class includes your total payroll expenses for each class you selected.
   • Profit and Loss by Customer includes your total payroll expenses for each project or customer you selected. 
3. Select the Report period ▼ dropdown, and select your desired date range. 
4. Save your reports as needed. 

Fix paychecks missing classes

Fix paper checks only

1. Go to your Paycheck list.
2. Update the date range to July 9 - August 27.
3. Select Edit on a paycheck.
4. Add the class to your paycheck.

Fix direct deposit checks

If you need to correct the assigned classes or projects on a processed direct deposit check, you don't need to create a journal entry. You can edit the direct deposit check directly:

1. Go to Payroll, then Employees.
2. Select Paycheck list.
3. Find the direct deposit paycheck you want to edit. Select the paycheck to open and view the paycheck details. Note: Don't select Edit from the Action ▼ dropdown to make adjustments. Make sure to select the paycheck to make adjustments.
4. From the Make adjustment ▼ dropdown, select Edit.
5. Select Edit classes & projects.
6. Update the classes or projects as needed, then select Save.

To check your changes you can open the check again, then select Transaction journal.