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Intuit
17 helpful votes

How do I create a paycheck for an employee?

Learn how to create paychecks to pay your employees.

Step 1: Set up your payroll

When you start adding employee information, you will create and assign pay schedules to each employee. You can set up multiple pay schedules for different teams or groups to manage your workforce.

Step 2: Pick the type of payroll you need to run

Once you’ve set up your payroll, you can now create paychecks for your employees. When you start creating paychecks, make sure you’re creating the right paycheck.

There are 2 different types of payrolls that fit different situations.

Scheduled payroll

Scheduled payroll is the most common type of payroll, where you can pay employees with the pay types you’ve selected for them. You will have a routine pay period and pay date based on the frequency you choose.

With QuickBooks Online Payroll, you can set up and manage pay periods for your employees on a weekly, biweekly, semi-monthly, and monthly basis.With QuickBooks Desktop Payroll, you can set up and manage pay periods on daily, weekly, biweekly, semi-monthly, monthly, quarterly and annual pay period.

Unscheduled payroll

There are times when you might need to issue a paycheck outside of your regular pay schedule. These unscheduled checks can include bonuses, commission, or termination/final checks.

Need to pay your former employee a final paycheck because they no longer work for you? You'll need to create a termination check. With this option, you'll also have the option to enter their release date and mark them inactive.

Step 3: Create paychecks

Create paychecks for your employees with a scheduled or unscheduled payroll run.

Scheduled Payroll

  1. Go to Workers and select Employees.
  2. Select Run Payroll.
  3. If you have more than one payroll schedule, select the schedule, then Continue.
  4. Select or review the bank account you want QuickBooks to track this payroll transaction in, the pay period and pay date.
  5. Select the employees you'd like to pay.
  6. Enter hours, compensation, memos, or any other necessary paycheck information.
  7. Select Preview payroll.
  8. Select Preview payroll details or Submit payroll.
  9. Select Finish Payroll.

Unscheduled payroll

  1. Go to Workers and select Employees.
  2. To create a standalone check, select the ▼ dropdown, and select one of the following options: Bonus only, Commission only or Fringe benefits only.
  3. Select As net pay or As gross pay.
  4. Enter the additional information about taxes or paycheck calculations (when necessary).
  5. Select or review the bank account you want QuickBooks to track this payroll transaction in, the pay period and pay date.
  6. Select the employees you'd like to pay.
  7. Enter hours, compensation, memos, or any other paycheck information as necessary.
  8. Select Preview payroll.
  9. Select Preview payroll details,Save for later or Submit payroll.
  10. Confirm the amounts and payment methods and select Finish Payroll.

The workflow will guide you through how to print out paychecks and pay stubs.

  1. Go to Payday.
  2. Select a Pay Schedule if you have more than one.
  3. At Check Type, select the type of check you’re creating then select Go.
  4. Select the right payroll:
    • For scheduled payroll, select Regular Check.
    • For unscheduled payroll, select Bonus Checks, Commission or Fringe benefits, and enter the additional info about taxes or paycheck calculations.
  5. Select the employees you'd like to pay.
  6. Enter hours, compensation, memos, or any other necessary paycheck information.
  7. Select Create Paychecks.
  8. Confirm the amounts and payment methods, and select Approve Paychecks.
Tip: For next steps, you can print your paychecks, or pay your payroll taxes. If you're interested in using a direct deposit, you easily pay employees and contractors.

Note: If you need to create a check outside these two payroll runs, you can create a termination paycheck or process a late payroll.
  1. Select Employees, then Pay Employees, and select from the check types Scheduled Payroll, Unscheduled Payroll or Termination Check.
  2. (Skip to step 3 if you need to run an unscheduled payroll) Select the appropriate schedule in the Create Paychecks section, and select Start schedule Payroll.
  3. Verify the Pay Period Ends date, Check Date, and Bank Account the money is drawn from.
  4. Select Save & Next to go to the next employee, or select Save & Close to go back to the Enter Payroll Information window.
  5. When the checks are ready to be created, select Continue.
  6. Review the Check/Direct Deposit printing options.
  7. Verify the amounts for each employee, and select Create Paychecks.
  8. Print paychecks and print pay stubs now or later if desired.

If you have QuickBooks Desktop Payroll Assisted or direct deposit paychecks, send your payroll information and direct deposit paychecks to Intuit.

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