A Complete Guide to QuickBooks Online Payroll for Small Businesses

Managing payroll processes can be time-consuming and complex for small businesses. This is where QuickBooks Online Payroll plays a crucial role for companies looking to automate payroll processing, manage employee payments, & stay updated with the latest tax regulations. Whether you want to learn how to set up QuickBooks Online payroll, understand the payroll pricing, or need QuickBooks Online Payroll support, this guide covers everything.

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Table of Contents

What is QuickBooks Online Payroll?

QuickBooks Intuit Online Payroll is a cloud-based payroll solution that helps businesses manage their payroll tasks efficiently. It allows businesses to automate salary deductions, pay employees through direct deposit, manage payroll taxes, and generate payroll reports in real time.

Moreover, with Intuit QuickBooks Online Payroll, businesses can process payroll in a few clicks and ensure employees are paid accurately and on time.

QuickBooks Online Payroll Pricing

Understanding the QuickBooks Online Payroll Pricing helps businesses in selecting the right payroll plan according to their needs. It mainly offers three payroll plans, which we have discussed below.

	Payroll Elite Includes Time Elite	Payroll Premium Includes Time Premium	Payroll Core
	$93.80 monthly	$61.50 monthly	$35 monthly
	+$10.20/employee/month 15% off ongoing	+$8.50/employee/month 15% off ongoing	+$5.53/employee/month 15% off ongoing
Full-Service Payroll	✓	✓	✓
Payroll Agent	✓	✓	✓
100%accuracy guaranteed	✓	✓	✓
Auto Payroll	✓	✓	✓
1099 E-File & Pay	✓	✓	✓
Paycheck corrections in closed quarters	✓	✓	✓
Workforce Portal	✓	✓	✓
Expert product support	Expert support	Expert support	Mon-Fri 6 AM- 6 PM
Direct Deposit	Same Day	Same Day	Next Day
Health Benefits	✓	✓	✓
401 (k) plans	✓	✓	✓
Worker’s comp	✓	✓	✓
Project Tracking	✓	✓	✓
Tax Penalty Protection	✓
Onboarding support	Expert setup	Expert review	Self-serve
HR support	Personal HR support	HR Resources	HR Resources
Time Tracking	Track time & projects	Track Time

How to Complete the QuickBooks Online Login Payroll Process?

For accessing the payroll dashboard, it is essential to complete the QuickBooks Online Login payroll process. For that, you must carry on with the instructions outlined below.

Open the web browser, and visit the QuickBooks Online website.
After this, tap on the Sign In option and enter your Intuit account email ID and password.
Fill in the QuickBooks Online Payroll login verification details carefully.
Now, you can access your payroll dashboard and handle the payroll activities properly.

Once you log in, users can easily manage employees’ payments, run payroll, and check the payroll reports.

How to Setup QuickBooks Online Payroll?

If you are a new QuickBooks user, then you first need to understand how to setup QuickBooks Online Payroll. Use the following step-by-step instructions to complete the process.

Open the Payroll setup

Login to your QuickBooks Online account as the primary admin.
Now, move to All Apps > Payroll > Overview option.

The QuickBooks Online Payroll Elite users can get help from one of our experts to set up payroll with you.

Click the Get Started and choose whether you (or someone else) pays employees via QuickBooks.
Provide your main business address.
- Enter a physical address (not a PO box). The work location will help you identify your tax responsibilities.
- If you have numerous work locations, you can mention them further while adding your employees.
Now, provide your main payroll contact details and pick how you ran your payroll in the past.
After this, begin adding your employees.
If you haven’t paid any of your employees this year, select to pay them now by paper check. Otherwise, proceed further with the setup process and complete the rest of the steps.

Set Up Tasks

Perform the steps below for setting up tasks in QuickBooks Online Payroll.

Add Your Teams

You have multiple options to add your employee details. But, still, you have to provide some of the details on your own.

You can send an invitation to your employees to add their own personal details via QuickBooks Workforce.
If you are the ADP, Paychex, Gusto users who pay your employees this year, you can import some of your employee details.

The following are the details required for adding your employee.

Provide a complete Form W-4 and any state forms if applicable.
Hiring Date
Birth Date
Pay Rate
Sick, vacation, or paid time off accrual rates and balance (if applicable).
Bank account or pay card info for direct deposit (if applicable).
Any paycheck deductions, including contributions to insurance, retirement, or wage garnishments.

Enter Your Tax Details

Herein, provide your state, federal, and local payroll tax details.

Local tax withholding account numbers
Federal Employer Identification Number (EIN)
State Withholding/unemployment account numbers.
State tax rates: unemployment, surcharges, state disability, and paid family leave.
Federal, state, or local tax deposit frequency: how frequently the IRS, state, or local tax agency informs you to pay your taxes.

Connect your bank

In this task, you have to connect your payroll bank account to use the direct deposit feature to pay the employees easily. The details required to connect your bank are;

Principal officer’s name, home address, Social Security number, and birth date
Your business bank account online user ID and password. Otherwise, provide the routing and account number of the account to run the direct deposit and payroll taxes.

Add your payroll history, if you have already paid employees this year

In this section, provide the year-to-date paycheck info details for each employee you paid this year. These details are required to report wages and taxes on W-2s and other payroll tax forms. You may require the following details;

Pay stubs or payroll reports for each employee paid this calendar year
Payroll reports with company totals of wages and taxes for each paycheck date in the current quarter

Set Your Tax preferences (if you haven’t paid any employees this year)

Herein, you have to inform how you want to handle your payroll tax payments and filings. The following are the options;

I want QuickBooks to automatically pay and file my taxes (this is the default)
I’ll initiate payments and filings using QuickBooks (e-pay and e-file)
I’ll pay and file the right agencies through their website or by mail (manual)

Tell us which taxes you’ve paid this year if you have already paid employees

Under this task, you have to;

Review and cross-check the payroll taxes you already paid this year. You can compute this information from the pay history you mentioned in QuickBooks.
Now, inform how you want your taxes and forms handled in QuickBooks.
- Have us pay and file automatically for you.
- You can electronically pay and file through QuickBooks.
- You pay and file to the agencies yourself (manually)
After this, your principal officer will electronically sign payroll authorization forms.

The following is the information that you require;

Your payroll tax liability reports, or receipts of tax payments you made this year.
Your principal officer is to answer questions and electronically sign the forms.

Take care of your team

Within this section, you can discover Worker’s comp policies, 401 (k) plans, or health plans. Intuit does the partnership with the providers to render you amazing services, and they integrate with your payroll.

How to Run Payroll in QuickBooks Online Payroll?

After setting up the QuickBooks Online Payroll, it’s time to run and submit payroll. The following are the steps for both paper cheques and direct deposit.

Select employees to pay and set the pay date

Choose the Run Payroll option and pick a pay schedule.
After this, tap on Continue and choose those employees that you want to pay.
Ensure that you have chosen the accurate pay period and pay date. You can also make the changes as per the requirements.

Add pay details and preview

Make the necessary modifications to the employee’s pay method as required.
Provide hours worked, if possible. You have the option to show or hide pay types by clicking the Customize table.
Choose the Preview Payroll option.

Verify information and submit payroll.

Ensure that you have chosen the correct bank account.
Click on the magnifying glass icon beside the cheque’s net pay to change or preview a specific cheque. Then, hit the Save option when you are done.
Now, head to the Submit Payroll > Print Paycheques > Finish Payroll to print the paycheques.

How to Print Checks in QuickBooks Online Payroll?

The following are the stepwise instructions to print checks in QuickBooks Online Payroll smoothly.

First Step: Set Up Your Printing Preferences

QuickBooks Online Payroll

Initially, head to the Settings menu > Payroll Settings option.
After this, move to the Printing section and choose the Edit icon.
Now, pick how you wish to print your paychecks or pay stubs.
- Pay stubs on plain paper
- Paycheck on QuickBooks-compatible check paper. Herein, you must pick the type of QuickBooks voucher you have and click the Align Check option for setting up the alignment.
When the necessary changes are made, hit the Save option.

Important Tip: You can use the printing preferences at the end of creating payroll. When you are on the Payroll window, search for the Change print settings option.

Second Step: Print Paychecks or Pay stubs

QuickBooks Online Payroll

Move to the All Apps icon > Payroll > Employees tab.
Choose the Paycheck list right beneath the Run payroll option.
Pick the paycheck that you want to print and click Filter icon to edit the Date Range or Employee.
When you are in the Action column, head to the Print pay stub option.
As a result, you will notice that a preview of the paycheck or paystubs opens. Herein, click the Printer icon to print the paychecks.

QuickBooks Online Payroll Support

If you face any issues while processing or setting up the payroll, QuickBooks Online Payroll support can help you address all those issues.

What are the Different QuickBooks Online Payroll Help Options?

The different QuickBooks Online Payroll Help options available are as follows;

Phone assistance
Knowledge base articles
Community Forums
Live Chat with QuickBooks experts

Many users often struggle while finding the QuickBooks Online Payroll Support Phone Number or QuickBooks Online Payroll Support Number, and then look at the support section inside their QuickBooks account. However, the QuickBooks Online Payroll support team will provide you with assistance:

Tax calculation errors
Direct deposit issues
Employee record corrections
Payroll Setup issues

What are the benefits of Intuit QuickBooks Online Payroll?

QuickBooks Online Payroll is a cloud-based payroll solution that helps businesses manage employee payments, payroll taxes, and compliance. As a result, it also minimizes the manual work of entering employees’ data and improves accuracy.
The following are the key benefits of running the QuickBooks Online Payroll.

1. Automated Payroll processing-

QuickBooks Online Payroll automatically computes the employee wages, overtime payments, payroll taxes, deductions, and benefits. As a result, it will minimize the risk of manual errors and ensure that the employees are paid accurately without any further delays.

2. Easy Payroll Setup & Management-

Another great thing is that it is easy to set up QuickBooks Online Payroll using the step-by-step assistance. You have the option to;

Set pay schedules
Manage employee records
Configure Deductions & Benefits
Add employees and contractors

3. Direct Deposit for Employees-

You can also pay your employees securely through the direct deposit feature by running the QuickBooks Online Payroll. The following are the advantages;

Faster employee payments
Reduced need for paper checks
Convenient & secure transactions

4. Time-Tracking Integration-

QuickBooks Online payroll works smoothly with time-tracking QuickBooks tools. Also, it enables the businesses to;

Monitor employee hours automatically
Minimize the manual data entry tasks
Import timesheets into payroll

5. Detailed Payroll Reporting-

By running the QuickBooks Online Payroll, you can access various payroll reports, including;

Payroll Summaries
Tax Liability reports
Employee earnings reports

Conclusion

QuickBooks Online Payroll is an extraordinary payroll solutions for the businesses searching to automate employee payments and tax calculations. Whether you want to get a QuickBooks Online payroll login to advanced features, this payroll solution provides you with everything to handle payroll efficiently.

If you still require any help in processing the QuickBooks Online payroll, then immediately contact our BizBooksAdvice professionals for help.

Frequently Asked Questions (FAQ’s):-

Question 1: What features are included in QuickBooks Online Payroll Premium?

Ans. Using the QuickBooks Online Payroll Premium edition, you can use the following features;

time tracking integration
employee self-service access
Expert payroll setup review
same day direct deposit
time tracking integration
payroll reports and tax calculations

Question 2: Can I run payroll automatically in QuickBooks Online Payroll?

Ans. Yes, QuickBooks Online Payroll provides its users with an auto payroll feature for eligible businesses. Once it is enabled, you can run payroll automatically for salaried employees, depending on the pay schedule, which will minimize the manual work.

Question 3: Is QuickBooks Intuit Online Payroll suitable for small businesses?

Ans. Yes, you can use the QuickBooks Intuit Online Payroll to run small and medium-sized businesses. Running this software will help in simplifying payroll tasks such as computing wages, managing employee records, and filing payroll taxes automatically.

Question 4: What reports are available in QuickBooks Online Payroll?

Ans. QuickBooks Online Payroll provides numerous payroll reports consisting of;

Payroll Details Report
Employee Earnings Report
Payroll Summary Report
Payroll Tax Liability Report

About The Author

Jonathan Browns

Jonathan Brown is a trained QuickBooks professional with 10 years of experience in the accounting sector. Moreover, he is passionate about helping businesses reduce the stress of managing accounts. Also, he is proficient in assisting entrepreneurs and small business owners to use QuickBooks and enhance their accounting experience.

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