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How To Do Payroll On QuickBooks Online

How To Do Payroll On QuickBooks Online



Managing payroll is a critical aspect of running any business, and QuickBooks Online (QBO) has emerged as a popular and user-friendly tool for simplifying this complex task.

Whether you’re a small business owner or an accountant, knowing how to do payroll on QuickBooks Online can streamline your payroll processes and ensure that your employees are compensated accurately and on time.

In this guide, we will delve into the step-by-step process of using QuickBooks Online to handle payroll efficiently.

How Can I do Payroll on QuickBooks Online?

Payroll management is a critical function for businesses of all sizes, and QuickBooks Online (QBO) has become a trusted tool for simplifying the payroll process. 

Whether you’re a small business owner, an HR professional, or an accountant, using QuickBooks Online to manage payroll can save you time, reduce errors, and ensure that your employees are compensated accurately and on time.

In this comprehensive guide, we will walk you through the step-by-step process of doing payroll on QuickBooks Online. 

By the end of this article, you’ll have the knowledge and confidence to effectively manage your payroll, from setting up your payroll system to processing paychecks and handling tax filings.

Step 1: Set Up Your Payroll System.

Before you can start processing payroll on QuickBooks Online, you need to set up your payroll system. Here’s how:

  • Log in to your QuickBooks Online account.
  • Navigate to the “Workers” or “Employees” tab.
  • Select “Employees” and then click “Set Up Payroll.”

QuickBooks will guide you through the process of setting up your payroll preferences, including pay schedules, pay types, and tax settings. Make sure to enter accurate information to ensure smooth payroll processing.

Step 2: Add Employee Information.

The next step is to add your employees’ information to QuickBooks Online.  For each employee, you’ll need to enter details such as their name, contact information, tax withholding details, and salary or hourly wage.

  • Go to “Workers” or “Employees” and select “Add an employee.”
  • Follow the prompts to enter the necessary information.
  • If employees have direct deposit, you can set up bank information for each employee.

Step 3: Enter Employee Hours and Earnings.

Now that your employees are in the system, you can enter their hours worked and earnings. QBO makes it easy to do this manually or by importing time-tracking data.

  • Navigate to the “Workers” or “Employees” tab.
  • Select “Run payroll.”
  • Choose the employees you want to pay.
  • Enter the hours worked and any other earnings, like overtime or bonuses.

QuickBooks Online will automatically calculate gross pay based on the information you provide.

Step 4: Review and Approve Payroll.

Before finalizing payroll, review the details for accuracy. Ensure that all hours, earnings, and deductions are correct. Once you are satisfied, approve the payroll run.

Step 5: Process Paychecks.

After approving payroll, you can process paychecks. QBO allows you to print physical checks or set up direct deposit for your employees.  You can also provide employees with access to their pay stubs online.

Step 6: Handle Tax Filings.

One of the advantages of using QuickBooks Online for payroll is its ability to manage tax filings and payments. QBO can automatically calculate and withhold payroll taxes, including federal, state, and local taxes.

  • Go to the “Taxes” tab.
  • Select “Payroll Tax.”
  • Follow the prompts to review and submit your payroll tax filings.

QuickBooks Online can also generate tax forms, such as W-2s and 1099s, at the end of the year, simplifying your tax reporting obligations.

Step 7: Keep Records.

Maintain accurate records of all payroll transactions. QuickBooks Online automatically stores payroll data, making it easy to access historical payroll records for compliance and reporting purposes.


Using QuickBooks Online to do payroll streamlines the process, reduces errors, and helps you maintain compliance with tax laws and regulations. 

By following the steps outlined in this guide, you can confidently manage your payroll, ensuring that your employees are compensated accurately and on time while saving valuable time and resources for your business.

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Written by Udemezue John

Hello, I'm Udemezue John, a web developer and digital marketer with a passion for financial literacy.

I have always been drawn to the intersection of technology and business, and I believe that the internet offers endless opportunities for entrepreneurs and individuals alike to improve their financial well-being.

You can connect with me on Twitter


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