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Certified Payroll

SOLVEDby QuickBooksQuickBooks Desktop Payroll15Updated over 1 year ago


This article explains how to create a Certified Payroll Report in QuickBooks Desktop.

Projects that are publicly funded typically require the contractor to pay a prevailing wage (Davis-Bacon wage) rate for workers on the job. Then, for each payroll period, the contractor must create a certified payroll report that shows the wages paid to each worker.

QuickBooks Desktop Certified Payroll reporting is a substitute for the federal form WH-347. It lists information about the company and the project, the employee's name, last four digits of their Social Security number and job classification. It also shows hours worked by each employee, rate of pay, gross wages, deductions and net pay. The reports must be printed and signed by an authorized official of the company to certify accuracy.

Expected Outcome

You will be able produce a certified payroll report showing prevailing wages (Davis-Bacon wages).


You have an active, up-to-date version of QuickBooks Desktop.



You must meet the following criteria to create a Certified Payroll report.

Follow the checklist below to ensure the Certified Report pulls correctly.

  • You must have full version of Microsoft Excel. If you are using a trial version, make sure that trial period has not expired yet.
  • You must run QuickBooks as the Administrator.
    • Before opening QuickBooks, right click on the QuickBooks icon and select Run as Administrator.
  • You must be logged in as the QuickBooks Admin and in Single-User Mode.
    • To turn on Single-User Mode: go to QuickBooks File Menu, select Switch to Single-user mode.
  • Use the QuickBooks Desktop time tracking feature.
    • Enter time by job for each employee using the payroll items you use to pay employees.
    • It is best if you enter time and then pay the employees using that time so that the time records and hours paid will be the same.
      • Note: You can still use this report without using the time feature, but you'll need to input your daily hours on the report.
    • To set up time tracking, see Set up time tracking.
      Classes assigned on timesheets should match the classes on paychecks.
    • To use timesheets, see Create and print timesheets.
  • Weekly payroll: you have created a weekly payroll and have included your certified payroll job on your paychecks (this happens automatically when you use time tracking).
    • Your Employees will need to have 'Weekly' under their Pay Frequency in Payroll Information window.
    • To use timesheet information in paycheck creation, see  Create paychecks on timesheet hours.
  • Your paychecks use earnings items tied to job classifications.
  • Your paychecks use earnings items named after your jobs.
    • For example, you might use hourly items with names like Carpentry, Electrical, or General Labor for your work classification codes.
    • The item names used will appear on the report.
  • If your employees worked overtime or double-time, pay the employees with an actual Overtime Earnings item.
    • Check to see if you are using a special overtime item by editing the item from our Payroll Items list and looking for the Define Overtime slide.
      • If it does not appear, the item isn't an overtime item.
    • To create an overtime payroll item, see Set up an hourly wage payroll item.

Create a report

  1. Select Reports menu.
  2. Select Employees & Payroll.
  3. Select More Payroll Reports in Excel.
  4. Select Certified Payroll Report.
  5. For all excel based reports, you must Enable Macros.
  6. Select Continue then enter the Pay Date needed for the report.
  7. Select Get QuickBooks Data.
  8. Select Next then enter the Employer Information. Employer
  9. Enter the needed information on the Project Information screen.
    • Project Name - this is the Customer:Jon they have selected in the paycheck.
    • Last Date of Work Week - this is the last day of the pay period in the paycheck.


  10. Enter the necessary information on the Other Questions & Options screen (This should be the information of the signer of the form).
  11. Select Create Report.
  12.  Print necessary pages to be able to file form with state.


Related Articles

For an industry-specific report for contractors entitled "Certified Payroll - Box 1 Employee Information report," see How to fill out box 1 of the Certified Payroll form. This report is only available in QuickBooks Desktop Premier/Premier Accountants Edition and Enterprise Solutions/Enterprise Solutions for Accountants company files that include an Assisted or Enhanced Payroll subscription.

Excel based payroll reports
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