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Intuit

Set up your company payroll for direct deposit

Learn how to set up direct deposit and pay your employees.

With payroll, you can set up direct deposit and pay your employees with electronic deposits directly into their bank accounts or pay cards.
Before you can use direct deposit, you’ll need to set up your payroll bank account. Direct deposit requires a US bank account that is set up for ACH transactions. After you set up a direct deposit for your company , you can add your employees' information. We’ll walk you through it here.

Note: Intuit will charge you a fee for using direct deposit for employees or contractors. To learn more about the monthly fees, check your subscription.

Note: Not sure which payroll service you have? Here's how to find which payroll service you have.

Learn how to set up your direct deposit with:

Step 1: Get your business, bank, and principal officer info

To set up direct deposit for your company, you’ll need the following info:

  • Business name, address and EIN
  • Principal officer social security number, birth date and home address
  • Online bank credentials or bank routing and account numbers

Step 2: Connect your bank account

  1. Open QuickBooks and sign in with the QuickBooks admin username and password.
  2. Select Employees, and My Payroll Service, then Activate Direct Deposit.
  3. Select Get Started. If you don’t see the Get Started button:
    1. Select I’m the admin, and I’m the primary person who can… and enter the admin’s email address or user ID.
    2. Select Continue.
    3. Enter the email or user ID and password for your Intuit Account, then select Sign In. If you do not have an Intuit Account, select the Create an account link. Note: If you’ve already signed into your Intuit Account somewhere else in QuickBooks you won’t see this screen.
    4. Select Get Started.
  4. Select Start on the Business tab and fill in the info. Select Next.
  5. Fill in the Principal officer info. Select Next.
  6. Select Add new bank account.
  7. Enter the name of your bank and then enter your online bank credentials or if prompted, your bank routing and account numbers.
  8. Create a PIN. You’ll use this when sending your payroll to us each time. Confirm your PIN twice, then select Submit.
  9. Select Next, then Accept and Submit.
  10. If prompted, confirm the Principal officer’s full social security number. Select Submit.

You’ll see one of the following messages:

  • Your bank account is connected. This means you are ready to pay your employees by direct deposit right away. See Step 4: Set up your employees’ bank account info
  • Thank you for signing up for QuickBooks Direct Deposit. What’s next to activate Direct Deposit? This means you have a few more steps to connect your bank account. See Step 3: Verify your bank account.

Step 3: Verify your bank account (if your bank was not automatically connected)

  1. Check your bank account in 2 business days for a small debit amount of less than $1 from Intuit QuickBooks Payroll.
  2. Once you see the amount, open QuickBooks and sign in as the QuickBooks Admin.
  3. Select Employees, and My Payroll Service, then select Activate Direct Deposit.
  4. Sign in to your Intuit Account.
  5. Enter the debit amount twice, then select Verify.
  6. Enter your payroll PIN. Select Submit, then Ok.

Step 4: Set up your employees’ bank account info

  1. Obtain a completed Direct Deposit Authorization form and a voided check from the employee’s bank account (not a deposit slip). The authorization form and voided check are for your records only; you don't need to submit them to QuickBooks Desktop.
  2. Select Employees and choose Employee Center to open your employee list.
  3. Select the employee's name.
  4. Select Payroll Info tab.
  5. Select Direct Deposit button.
  6. In the Direct Deposit window, select Use Direct Deposit for [employee's name].
  7. Select whether to deposit the paycheck into one or two accounts.
  8. Enter the employee's financial institution information (Bank Name, Routing No., Account No., and Account Type).
  9. If you choose to deposit to two accounts, enter the amount or percentage that the employee wants to deposit to the first account in the Amount to Deposit field. The remainder goes to the second account.
  10. Select OK to save the information.
  11. Enter your direct deposit PIN when prompted.

Need to pay contractors?  Set up and manage direct deposit for your contractors.

Step 4: Pay your employees

Wondering how to pay your employees once direct deposit is set up? Create paychecks as you normally would and then, send your direct deposit to Intuit.  It takes 2 business days to deposit paychecks into employees’ bank accounts.

Would your employees like to get paid through direct deposit? Employees or contractors who will be paid by direct deposit should complete this direct deposit authorization form and provide a voided check. Keep this form for your records.

  1. Go to Taxes and select Payroll Tax.
  2. Select Employee Setup.
  3. When you see Authorization for Direct Deposit, select Bank Verification.
  4. Select View and print.

Step 1: Select your employees’ pay type for direct deposit

  1. Go to the  Payroll menu, then select Employees.
  2. Select the employee's name.
  3. Select the Edit ✎ icon next to Pay.
  4. Under How do you want to pay this employee?, select how the employee wants to receive their pay (Splits can only be done as a dollar amount—not as a percentage):
    • Direct deposit
    • Direct deposit to two accounts
    • Direct deposit with balance as a check
  5. Enter the routing and account numbers from the employee's voided check and select Done.

 

Need to pay contractors? Set up and manage direct deposit for your contractors.

Step 2: Connect your bank account

It can take 1-3 business days to set up a checking account for direct deposit. Once it's set up, you'll use this account to pay your employees and your payroll taxes.

You may have already connected your bank account. If you haven’t, connect and authorize your bank account.

Step 3: Verify your bank account

When you give us your initial bank account information, Intuit makes a small deposit into your account of less than $1.00. You can input that amount to authorize the account for payroll transactions. It might be up to 2 days before you see that deposit.

Learn how to verify test transactions for your account.

Note: If you're using QuickBooks Online Payroll or Intuit Online Payroll and your employees' profiles show their direct deposit as “pending,” you can check the status of your account.

Step 4: Pay your employees

It’s time for payday. Now that you're setup, you're ready to create checks for your employees.

Would your employees like to get their paychecks through direct deposit? Employees or contractors who will be paid by direct deposit should complete this direct deposit authorization form and provide a voided check. Keep this form for your records.

  1. Select Taxes & Forms and select Employee & Contractor Setup.
  2. Select Bank Verification, then View and print.

Step 1: Enable direct deposit for your employees  and contractors

Employees

  1. Go to Employees.
  2. Select the employee's Pay Method.
  3. Select one of the choices (splits can only be done as a dollar amount—not as a percentage).
    • Direct deposit
    • Direct deposit to 2 accounts
    • Direct deposit with balance as a check
  4. Enter the bank account info from the employee's voided check.
  5. Select OK.

Contractors

  1. Go to Employees.
  2. Select the contractor's Pay Method.
  3. In the Payment Information section, select Direct deposit as the contractor's pay method.
  4. Select OK.
  5. Enter the bank account info from the contractor's voided check. Note that split direct deposit is not available for contractors.

Step 2: Connect your bank account

It can take 1-3 business days to set up a checking account for direct deposit. Once it's set up, you'll use this account to pay your employees and your payroll taxes.

You may have already connected a bank account. If your bank account is not connected, learn how to connect and authorize your bank account.

Step 3: Verify your bank account

When you give us your initial bank account information, Intuit makes a small deposit into your account of less than $1.00. You can input that amount to authorize the account for payroll transactions.  It might be up to 2 days before you see that test deposit.

Learn how to verify test transactions for your account.

Note: If you're using QuickBooks Online Payroll or Intuit Online Payroll and your employees' profiles show their direct deposit as “pending,” you can check the status of your account.

Step 4: Pay your employees and contractors

It’s time for payday. Now that you're setup, you're ready to create checks for your employees.

Would your employees like to get their paychecks through direct deposit? They’ll need to give you some bank account information from a voided check.  You'll also need their written permission to deposit their paychecks. You can use this optional authorization form to keep for your records.

Step 1: Enable direct deposit for your employees and contractors

Employees

  1. Go to Employees.
  2. Select the employee's Pay Method.
  3. Select Edit to switch Pay method to (splits can only be done as a dollar amount—not as a percentage):
    • Direct deposit
    • Direct deposit to 2 accounts
    • Direct deposit with balance as a check
  4. Enter the bank account info from the employee's voided check.
  5. Select Save.

Contractors

  1. Go to Employees.
  2. Select the contractor's Pay Method, then Edit.
  3. Select Edit next to the Pay method.
  4. Select Direct Deposit and enter the bank account info from the voided check. Note that split direct deposit is not available for contractors.
  5. Select OK.

Step 2: Connect your bank account

It can take 1-3 business days to set up a checking account for direct deposit. Once it's set up, you'll use this account to pay your employees and your payroll taxes. You may have already connected a bank account. If your bank account is not connected, learn how to connect and authorize your bank account.

Step 3: Verify your bank account

When you give us your initial bank account information, Intuit makes a small deposit into your account of less than $1.00. You can input that amount to authorize the account for payroll transactions.  It might be up to 2 days before you see that test deposit. Learn how to verify test transactions for your account. Note: If you're using QuickBooks Online Payroll or Intuit Online Payroll and your employees' profiles show their direct deposit as “pending,” you can check the status of your account.

Step 4: Pay your employees and contractors

It’s time for payday. Now that you're setup, you're ready to create checks for your employees.

FAQ

Do direct deposits have limits?

To protect against fraud, your account does have a limit on the amount of money you can send with direct deposit.

If you’re planning on running a larger than normal payroll for things like bonuses or pay raises, you can request an increase.

Can I pay anything else with direct deposit?

You can only use Intuit’s direct deposit services to pay your employees or contractors. To pay any other company expenses, you will need to use another method of payment.

For contractors, you can only pay direct deposit into a single savings or checking account.

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