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Intuit

IOP4A - Adding and managing clients

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Adding and Managing Clients

Did you know you can grant your clients access to their payroll data? In fact, you can even choose to let them to set up their own payroll account! See below for more information.

Client Startup Checklist & Data Forms

The Startup Checklist is designed to help you organize the relevant information before you start setting up your client's payroll.
To access the Startup Checklist:
  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select the Resources tab.
  3. Click Startup Checklist under the Printed Materials section.

Tips for adding a client mid-quarter

If you add a client mid-calendar quarter, you will need the prior calendar quarter summary information along with the current calendar quarter detail to ensure that you accurately enter the client's payroll history. This is accomplished quickly and accurately if you have the necessary information/reports with you.
We suggest you gather the following information:
  • Employee year-to-date totals as of the employee's last paycheck.
  • Employee-per-paycheck details for the current quarter.
  • Company year-to-date totals for all employees as of the last quarter, and for the most recent paycheck within the current quarter.
  • Quarterly federal and state tax reports.
Each of these items should include both wage and tax information.
The Intuit Online Payroll for Accounting Professionals system will walk you through entering your client's pay history data; listed is a summary of the payroll history workflow. You don't need to enter paycheck-by-paycheck detail for prior calendar quarters.
Payroll history data overview:
  1. Enter the employee year-to-date totals as of the last quarter.
  2. Enter employee totals as of the most recent paycheck (current quarter).
  3. Review and confirm the client's year-to-date company totals we've calculated for you.
  4. Enter the company totals for each payroll for all employees (current quarter only). This total should match what was entered per employee in step 2. If not, you will be shown a reconciliation page for this client highlighting any discrepancies. Here you can edit either the employee data or the client-level data to balance.
  5. Enter the tax amounts paid by the client for the prior quarter payroll(s).
Some additional tips:
Employee data entry
  • Make sure your add your client's inactive and terminated employees as well so that the year-to-date totals match.
  • Make sure you set up all pay types and deductions for the client's employee, so that these fields will display once you begin entering the pay history.
  • If you want to review what you've entered for a particular employee, select the checkmark shown beside that employee's name. This will open the year-to-date totals for that employee. Clicking on the employee's name will bring you back to the setup detail for that employee.
Client data entry
  • The client's company-level totals are calculated from the employee details. If something shows incorrectly, edit the appropriate employee detail to correct the company-level data.

How to set up a new client

To set up a new client:
  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select Client List from the drop down menu selection in the upper right corner of the screen.
  3. On the Client menu tab, select the Add Client link.
  4. Select the client's State.
  5. Select the Number of Employees for the client.
  6. Select the Business Type.
  7. Choose either the Accountant Wholesale Service or the Client Retail Service option. If you select Client Retail Service, then choose either the Payroll Enhanced option, which includes support for federal and state tax payments and forms, or the Payroll Basic service option, which does not include support for taxes or forms.
  8. Click Continue.
Note: If you need help organizing your client data for easy data entry, print out the Startup Checklist. The checklist is available under the Resources tab in the Printed Materials section.

Can I set up a Household client?

Yes. To set up a household client:

1. Login to Intuit Online Payroll for Accounting Professionals.

2. Select Client List from the drop down menu selection in the upper right corner of the screen.

3. On the Client menu tab, select the Add Client link.

4. Select the client's State.

5. Select the Number of Employees for the client.

6. Select the Business Type (a household employer).

7. Choose either the Accountant Wholesale Service or the Client Retail Service option.

8. Click Continue.

How do I add a new client who pays only contractors?

When setting up a new client on the Add Client screen, in the Number of Employees field select None yet from the drop-down menu. This will allow you to continue setting up your contractor-only client.

How do I grant my client access to their payroll information on the Manage Payroll site?

To set up your client's access to their payroll information on www.managepayroll.com:
  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select the client's name from the drop down menu selection on the upper right corner of the screen.
  3. Click the Setup tab.
  4. Under the menu item called Company and Account/ Business Information, click Contact Information.
  5. Click Provide client access, and then select Set up account access now.
  6. Select Full, Setup and Payroll, or Payroll Only, depending on how much control and access you want to grant your client. "Full" means clients have full access to their account, from setting up and running payroll to paying and filing taxes. You and your client both receive all To Do reminders and all setup, payday, and tax-related emails. "Setup and Payroll" means clients can set up their account, run payroll, and view reports. They receive all payday related To Do reminders, as well as any custom To Dos that you add. They also receive all setup and payday related emails. Clients cannot process any tax-related tasks. "Payroll Only" means after you set up their accounts, clients can run payroll and view reports. They receive any custom To Dos that you add and any payday related emails. Clients cannot process any tax-related tasks or change the setup of the account.
  7. Create a User ID and temporary password for your client. Enter the client's email address and select NEXT.
  8. Note the User ID and temporary password used, and communicate these login credentials directly to your client.
  9. Have your client log in to www.managepayroll.com using the login credentials you set.
  10. Upon initial login, they asked to change the Temporary Password. Enter a new password.
  11. Your client is asked to change user ID. You may suggest to user their email address as their user ID. Have your client select Change user ID to proceed.
  12. Have your client enter the information asked, and then select Continue.
  13. Your client will get a "You're all set" message and what user ID to use moving forward.

Can I grant multiple users access to a client's account?

Yes, you can grant multiple users access to a client's account. The additional users can be the client's employees or other (non-employee) users.

First, grant access to the primary user as described above. Then add one or more additional users:

  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select the client's name from the drop down menu selection on the upper right corner of the screen.
  3. Click the Setup tab.
  4. Click Payroll Account Access.
  5. Click Add a User.
  6. Enter the user's information, select the box to allow payroll account access, and click Ok. (If the user is an employee, some of their information will be pre-filled.)
  7. Our system will email a temporary password to the new user.
  8. The user can now access their account from the www.managepayroll.com website. Upon initial login, they'll be prompted to change the temporary password to a permanent password.

How can I reset my client's User ID or password?

To reset your client's User ID or password, just remove the client's access and set it up again.
  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select Client List from the drop down menu selection in the upper right corner of the screen.
  3. Select the link with the Client's Name.
  4. Click the Setup tab.
  5. Under the menu item Company and Account/ Business Information, click Contact Information.
  6. Click Remove client access, and then select YES.
  7. Click Provide client access, and then select Set up account access now.
  8. Select Full, Setup and Payroll, or Payroll Only.
  9. Create a User ID and temporary password for your client. Enter the client's email address and select NEXT.
  10. Note the User ID and temporary password used, as the AC will then need to communicate these login credentials to the client directly. An email is no longer sent to the client, as we had done in the past.

Can I set up more than one client account with the same User ID?

No, each payroll account must have a separate, unique User ID.

I have a new client who was already using Intuit Online Payroll. How do I link this client to my Intuit Online Payroll for Accounting Professionals account?

To link an existing Intuit Online Payroll customer to your Intuit Online Payroll for Accounting Professionals account, we need a written request from both the client and you.
  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select the Help tab.
  3. Click Contact Us on the menu.
  4. Click EMAIL US. Include a short description of the request, the client's business name, and your business name. As soon as we receive a similar email request from your new client, we will link their existing account to yours.

Are there materials available to help me market my business to prospective clients?

Yes! Intuit Online Payroll for Accounting Professionals provides easily customizable presentations and tools to help you market to prospective clients. To view the resources available:

  1. Login to Intuit Online Payroll for Accounting Professionals.
  2. Select the Resources tab.

Will this service meet my client's needs?

A great way to find out what is offered in each of Intuit's payroll products is to review this comparison sheet. This will help you quickly determine if Intuit Online Payroll for Accounting Professionals is the right solution for the client you have in mind.

What is the difference between the Wholesale Service and the Retail Service option?

Intuit Online Payroll for Accounting Professionals offers a choice of services to meet your clients' needs. You can decide which service to select and how involved you want to be, on a client-by-client basis.
Wholesale Service- Lets you build a profitable payroll practice with minimal investment.
  • Offer payroll services under your firm's name.
  • Online Payroll for Accounting Professionals becomes your payroll "back office."
  • You decide how you and your clients split tasks.
  • You get free support from payroll experts; we don't engage with clients.
  • We bill your firm once a month; you determine what to bill clients.
  • Payroll Enhanced level of service only.
Client Retail Service - Let us bill your clients and handle support. You retain online access to client data.
  • Recommend an easy, accurate payroll solution that your clients will love.
  • You set up clients and maintain real-time access to their data online.
  • Your clients get free support from our payroll experts.
  • We bill clients directly once a month.
  • Payroll Enhanced and Payroll Basic levels of service available.
With the client Wholesale service, your clients are automatically on the Payroll Enhanced service level. With the client Retail service, you can choose either Payroll Enhanced or Payroll Basic. Payroll Enhanced provides federal and state tax forms, while Basic does not offer any tax payment or form filing assistance.

How do I change a client's service level from Enhanced to Retail and/or vice versa?

To switch a client's account type from Wholesale to Retail service, follow these steps:
1. From your main account, go to your client's account.
2. Click Setup.
3. Click Preferences.
4. Click Client Service Level.
5. Select Client Retail Service.
6. Click OK.

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