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Run payroll in QuickBooks Online Payroll
You can create and run payroll for your employees in Intuit QuickBooks Workforce. This process involves entering employee hours, reviewing pay details, and submitting the payroll for processing. You can also run payroll in the QuickBooks mobile app with Intuit Intelligence.
This article explains the steps to run scheduled or unscheduled payroll for employees paid by direct deposit or paper check.
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Prerequisites
This article is for customers who use QuickBooks Online Core, Premium, or Elite Payroll.
If you are using QuickBooks Desktop Payroll, check out Run payroll in QuickBooks Desktop Payroll.
Before you can run payroll, you must Set up QuickBooks Online Payroll to pay and file your payroll taxes and forms.
Ensure your employee information and tax settings are up to date. Employees must be active at least one day in the pay period to appear in scheduled payrolls. Note: After you run payroll for the first time, you can’t adjust your prior payroll history.
Run payroll faster and make managing your team easier with QuickBooks Payroll.
Video transcript
[0:00] Welcome. Let's go over how to run payroll in QuickBooks Online. You'll also see how to change an employee's payment method from a paper check to direct deposit. If you need help with adding employees or setting up your payroll taxes, you can check out videos on those topics at the end of this video. Go to Payroll overview. Then select Pay my team.
[0:25] Make sure the pay period and paycheck dates are correct. If they aren't, you can change them here. You'll see a list of your employees on this pay schedule. If you don't want to pay someone, uncheck the box next to their name. For salaried employees, QuickBooks calculates their pay based on the salary info you provided.
[0:46] For hourly employees, QuickBooks calculates their pay from the time you and your employee entered. If your team uses QuickBooks Time, their hours will automatically appear here for you to approve. Select Approved time. From here, you can approve individual employees' time, and select multiple employees, and select Approve to approve the time for everyone you selected.
[1:10] If there's any missing time, use the Add time button to enter it. Select the X to go back to running payroll. If any hours or pay amounts aren't correct, you can select the line with the employee to edit it. You can also add memos, and change an employee from paper check to direct deposit. Note that to make this switch, you'll need to enter the employee's routing and account number for their bank.
[1:37] When everything looks right, select Preview payroll. With automated taxes, QuickBooks withdraws employee wages and taxes for jurisdictions you have set up from your bank. The money withdrawn for taxes is held for you so that QuickBooks can automatically pay your taxes later. For each employee, you'll see the total pay for the period, the taxes being withheld, and net pay they'll receive.
[2:02] Ensure you have the right bank account selected. Changing this doesn't change the actual bank account you use for payroll. You can change the bank account QuickBooks withdraws money from when you pay your employees in your payroll settings. Once you are ready, select Submit Payroll.
[2:21] Now you can print paychecks or pay stubs, or if your employees have access to QuickBooks Workforce, they can view their pay stubs there. Now you're ready to run your payroll in QuickBooks Online.
Run scheduled payroll
Run scheduled payroll to pay your employees with regular paychecks.
Go to All apps
, then Payroll, then Employees (Take me there).Select Run payroll.
Select the pay schedule you want to run, then select Continue.
Select or review the Pay period and Pay date.
Select the employees you'd like to pay.
Select the column, or select Actions, then Edit paycheck to enter your pay details. You can enter hours, compensation, memos, or any other necessary paycheck info.
If you use QuickBooks Time, select Review Approved Time.
Select Preview payroll.
Select or review the QuickBooks Bank account to track your payroll.
Select Preview payroll details or Submit payroll.
Select Close.
Run unscheduled payroll
Run unscheduled payroll to pay your employees with a bonus, commission, or a final paycheck. You can also use unscheduled payroll to report fringe benefits outside your regular payroll schedule.
Go to All apps
, then Payroll, then Employees (Take me there).Select the Run payroll ▼ dropdown, and select one of the following options: Bonus only, Commission only, or Fringe benefits only.
Based on your selection, you may be asked additional questions. Enter any info about taxes or paycheck calculations (if applicable).
When you’re ready, select Continue.
Select or review the pay period (if applicable) and pay date.
Select the employees you'd like to pay.
Select the column, or select Actions, then Edit paycheck to enter your pay details. You can enter hours, compensation, memos, or any other paycheck info.
If you use QuickBooks Time, select Review Approved Time.
Select Preview payroll.
Select or review the QuickBooks bank account to track your payroll.
Select Preview payroll details, then choose either:
Save for later
Submit payroll
Select Close.
Result
Your payroll is submitted for processing. Employees with direct deposit will be paid on the specified pay date. You can now access and distribute the pay stubs.
Next steps
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