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QuickBooks Online Payroll 2025: Get Smooth Payroll Management

• 
• By Jonathan Browns
• Sep 09, 2025
• Accounting
• 7 min read

QuickBooks Online Payroll 2025 is the best application that helps small-scale businesses simplify complex payroll-related tasks. Using this payroll application, you can reduce the time spent on managing payroll and utilize high-end security and customizable reporting features. Moreover, having the proper track of the employee’s working hours makes it easier to process their payroll. Above all, you can get a clear insight into the company’s financial wealth. Herein, in this guide, we have covered everything, including features, benefits, pricing, and how to set up the QuickBooks Intuit Online Payroll 2025.

Are you looking for immediate help to run the QuickBooks Online Payroll 2025 version to process your payroll tasks? If yes, then connect with the professionals through the QuickBooks help desk number +1-866-408-0444 and address the issue quickly.

What are the Features You Can Access in QuickBooks Payroll Online 2025?

The QuickBooks Payroll 2025 version has come up with more updated features to improve the payroll experience.

Manage All Payroll Activities Under One Roof  

You can now make use of the varied range of QuickBooks products to process payroll-related tasks smoothly. Moreover, it provides you with a wide range of HR and employee services through which you can handle payroll accounts easily. Besides all this, you can make use of the time tracking feature of QuickBooks Time, which lets you record the total time employees work.

Take Benefit of Expert Guidance 

You can get the expert’s support when you are facing issues with the payroll task whether related to payroll setup or want to get the insightful knowledge about the payroll. Moreover, by accessing the tax penality protection in elite version you can get help to pay penalties and filing errors.

Improved Paycheck Capability 

Now, you can set yourself free from paying heavy tax penalties by choosing QuickBooks Online Payroll to take care of all your payroll concerns. Also, this software enables you to file federal and state taxes automatically without worrying about late filing.

Related Topic – QuickBooks Online Login

What is the Significance of QuickBooks Online Payroll 2025?

QuickBooks Online Payroll is extraordinary software that allows you to manage your team’s payroll remotely through a stable network connection. Moreover, users can focus on the growth of their organization by letting the application manage the payroll tasks. Apart from this, there are several other advantages of using the payroll application, which we have discussed below.

1. Utilize the Upgraded Security Features and Functions:-

Security must be the foremost priority for every small to large scale business especially while keeping the company data online. Likewise, QuickBooks Online Payroll 2025 is a full-packed software which provides high-grade security features for keeping crucial company data safe. From multi-factor authentication to encrypted security protocols, it’s essential to keep financial data safe and secure.

2. Payroll and Compliance Automation:-

One of the most frustration task while preparing the payroll is to ensure that is processed according to the latest tax table regulated by state and federal taxes. With the automated tax filing, you can reduce the stress of computing the tax returns manually and don’t worry to remember the date of filing the taxes.

3. Generates the Customizable Reports:-

Another great benefit of accessing the QuickBooks Online Payroll 2025 is that with the help of the customizable reports you can get a clear picture regarding the payroll costs, tax liabilities, and workforce trends. Thus, these reports will also help you in making right financial decisions which is helpful for the growth of your organization.

4. Obtain Real-Time Insight Access From Anywhere & Anytime:-

No matter whether you are working from your home, office or while travelling the QuickBooks Online payroll provides you the flexibility to manage your team from anywhere. Moreover, this feature is beneficial for the businesses in taking the informed decisions.

5. Access the HR Support With No Extra Charges Included:-

Now, the users can get access to the advanced HR tools and experts advice is also included with the QuickBooks Online Premium and Elite editions.

Learn More- QuickBooks Payroll Check Transactions Not Matching

How to Setup QuickBooks Online Payroll 2025 & Then Use It? 

To start running the QuickBooks Online Payroll 2025 version, you must set it up using the procedure discussed below.

• Login to your QuickBooks Online account using the correct admin credentials.
• Afterwards, move to the Payroll tab and choose the highlighted Overview tab.

For instance, if you are a QuickBooks Online Payroll Elite users, then you can ask the experts for setting up the payroll.

• Thereon, pick the Get Started option and then pick the name of the employees in the current year.
• Next, opt for a suitable date from when you wish to initiate paying your employees via QuickBooks.
• Now, insert the business address appropriately into the respective text fields:
  • You are supposed to insert the physical address (not a PO box). Herein, the work location will identify your tax responsibilities.
  • However, if you are using multiple work locations, then you may include them later for adding the employees.
• Thereafter, the users must insert the main payroll contact details and then pick how you have run the payroll.
• Furthermore, what you require is to begin including your employees to proceed further.
• At last, if you still haven’t paid your employees in the current year, then you can pay them via checks. Otherwise, you may also resume the setup process and wind up with the rest of the setup tasks.

Begin Setting Up Your Tasks

Once you are done with the setup process of QuickBooks Online Payroll 2025, be prepare to pay your team. For that, you need to accomplish certain tasks which we have described below.

Adding Up Your Team

• You can send an invitation to your employees to provide some mandatory details via QuickBooks Workforce.
• However, if you are working on ADP, Paychex, or Gusto for paying your employees during the year, then you are supposed to send some of the details that are given below.
  • Hiring date
  • Birth Date
  • Complete Form W-4 and any state equivalent form if possible
  • Pay Rate
  • Sick, vacation, PTO accrual rates and balances
  • Bank account or pay card details for direct deposit
  • If you have made any paychecks deductions including contributions to retirement, insurance or wage garnishments then you need to give the complete details.

Read More- QuickBooks Payroll Update Not Working

Mention the Tax Details

The users are required to provide details regarding the state, federal, and local payroll tax.

• Local tax withholding account numbers
• State Withholding or Unemployment account numbers
• State Tax rates include surcharges, state disability, paid family leave, unemployment, etc.
• Federal Employer Identification Number (FEIN)
• Federal, state, or local tax deposit frequencies: You must include how often tax is required by the State, IRS, or local tax agency to pay the taxes.

Linking of your Bank Account

Herein, you must link your bank account with QuickBooks Online to access the direct deposit and filing of the payroll taxes accurately. However, to link the account, you must have the following details which are as follows:

• You must mention the Principal’s officer’s name, address, birth date and Social Security Number (SSN) and verify that it must be verified by the authorized signer of the payroll bank account.
• Moreover, you must include the business bank account online user ID as well as password. Otherwise, insert the routing and account number of the account you wish to use for direct deposits, and payroll taxes.

Learn More- QuickBooks Online Payroll Subscription

How to Setup & Manage Your Auto Payroll in QuickBooks Online Payroll?

By accessing the Auto Payroll feature within QuickBooks Online Payroll, you can minimize the time spent on calculating Payroll regularly. 

Key Takeaways Before Setting Up Auto Payroll 

To start running the Auto Payroll feature, it is mandatory to carry on with the payroll setup process. Also, you need to verify whether the employees qualify for auto payroll. Herein, we have mentioned the requirements that employees are eligible for automatic Payroll. 

• The Employee must have an active employment status
• They must have a W-4 tax information 
• A person must be paid by salary, or hourly, by setting the default hours
• Also, ensure that the Employee is on a pay schedule

For setting up the default hours, do as follows. 

• Firstly, choose your Employee and then hit the Start or Edit menu from the Pay Types.
• Afterwards, you must mention the Hours per day and Days per week in the respective fields. 
• When all the changes are done, hit the Save followed by the Done option. 

Note: The Auto-Payroll feature won’t operate for commission-only, inactive, and hourly employees with varying hours each pay period, or 1099 contractors.

Add or Remove Employees From Auto Payroll 

• Firstly, you must log in as the Primary admin and hit the Settings tab. 
• After this, choose the Payroll Settings and then the Edit menu from the Auto Payroll box. 
• You must pick the employees that you want to pay on Auto Payroll. Herein, you can choose the eligible employees. 
• When you are done making the relevant changes, tap on the Save Changes tab. 
• Now, all you require is to view the confirmation display for the total number of employees and important dates associated with Auto Payroll processing. 
• At last, tap on the Done option. Once your employees are enrolled, you will obtain an email with details regarding the upcoming payday, i.e, two business days before you process the Auto Payroll. 

Modifying the Changes to Upcoming Auto Payroll 

The users have the option to edit their employees’ payroll or tax details three business days prior to the check date, till 5 PM PT. 

• Under this process, move to the Run Payroll option and opt for the Make updates to upcoming pay period option. 
• After that, select the Actions tab > Edit Paycheck and then start changing the payroll items. 
• Thereon, hit the Save option and head to the Save & Preview Auto payroll option. 
• Complete the steps by choosing the Save & Auto Payroll option. 

Steps for paying the employees manually

If your Employee is presently registered in Auto Payroll and you wish to pay outside the normal payroll schedule, then you have the option to stop Auto Payroll for a specific pay period. Later on, you will see that the Auto Payroll will be enabled again on your next pay run. 

• Under this process, choose the Run Payroll and click Pay manually this period for the employees that you wish to pay manually. 
• After this, provide the date, pay schedule, and edit any pay items for this Payroll.
• Complete the process by choosing the Preview Payroll and then the Submit Payroll. 

Here’s How Can You Get Into QuickBooks Online Payroll Login Account

Before setting up of the QuickBooks Online Payroll, you must require to login to the account. For that you must undertake the steps instructed below closely. 

• Primarily, you must sign into the quickbooks.intuit.com account using the preferred web browser. 
• After this, start looking for the Sign In tab from the top-right corner of the screen and then click it. 
• Now, if you see that there are various QuickBooks products, then pick the Payroll from the available options. 
• Next, you must provide the correct sign-in details and tap on the Sign-In button. 
• Once you successfully sign in to the account, you will get a Payroll dashboard that will allow you to handle all the payroll tasks. 

How to Get Started With QuickBooks Online Core Payroll? 

Handling the payroll-related tasks can be a bit challenging, but by accessing the QuickBooks Online Core Payroll, you can reduce the payroll tasks by integrating with the existing QBO account. 

• Under this process, move to the Settings tab and pick the Subscription and billing option.
• After this, you will see that the name of the payroll plan is mentioned in the second box. 

Begin With the Payroll Setup Process

• Primarily, you must log in to your account as the primary admin.
• After this, head to the Get started option and choose whether you (or someone else) have already paid employees this year.
• Now, provide the date from when you wish to start paying employees through QuickBooks.
• Afterwards, mention your main business address (but it should not be a PO Box).
  • Important Tip: The location of your work will identify your tax responsibilities. In case you have numerous work locations, you can include them later. 
• Following this, you must provide your main payroll contact info. This is mainly the person responsible for paying your employees. The payroll contact is used to receive important payroll updates, and you can get help from the payroll experts about your payroll account.
• Furthermore, you must choose how you previously managed Payroll. According to your choice, you may be able to import Employee and pay history instead of manually adding details.
• At last, you will begin adding your employees. You will locate the Add your employees section below for details.

Complete your payroll setup tasks

You might take some time in setting up the Payroll so that QuickBooks allows you to save the progress and return whenever required. 

• You must choose the Start option on the task that you wish to work on. 

Add Your Employees 

The users are required to complete the following details to add their employees. 

• Employee’s P45, P60, and any other payroll forms (if applicable)
• Hire date
• Birth date
• Pay rate
• Any payroll deductions (e.g., workplace pension, loan repayments)
• Sick, holiday, or PTO accrual rates and balances (if applicable)

Enter your Tax Details 

For setting up the payroll tax details, you will need the following things:

• Company legal name and address (found on HMRC correspondence)
• PAYE reference number
• Accounts Office reference number
• Unique Taxpayer Reference (UTR) number
• HMRC login credentials
• Details of any statutory payments or subsidies received

Adding Up the Payroll History 

If you still haven’t paid the employees throughout the tax year, mention their total tax details. You will get this information mentioned on each Employee’s P45. For mentioning the payroll history, the following information is required:

• Total Pay to date for each Employee paid by other employers this tax year. 
• Total tax paid to date for each Employee paid by other employers throughout the tax year. 

Setting Up the Online Filing 

The users must ensure that they have mentioned the correct Payee, Accounts office, and Unique taxpayer references. This will let you file the taxes accurately. Also, it is mandatory to provide confirmation for enrolling in the online tax filings. 

How Do I Contact QuickBooks®Online Payroll Support? 

For immediate help, you can call QuickBooks®Online Payroll Support at +1-866-408-0444, available 24/7. A dedicated support professional will guide you through your payroll challenges, whether it’s setup, tax filing, or troubleshooting errors.

Most often, users might struggle while trying to process their Payroll by operating the QuickBooks Online Payroll application. Here comes a time when the users feel the need to contact QuickBooks Online Payroll support. Once you get connected with our professionals, they will clear all your doubts instantly. However, there are different methods to contact the experts, which we have described below. 

Using TFN: 

• Firstly, visit the main website and choose the Contact Us page. Herein, locate the QuickBooks Online payroll support phone number +1-866-408-0444. 
• Once you get the number, dial the same. 
• Afterwards, you will receive an IVR instruction that you need to perform. Also, choose the most appropriate option that relates to your query. 
• By this, one of the live customer executives will take your call to assist you. 
• Continue briefing on your concern and provide the necessary information. 

Live Chat 

• It is another effective method to reach out to a live support executive. 
• For this, you need to visit the main website, and there you will find a Live Chat option. 
• Click the same and ping a message regarding your query. 
• By this, a live customer assistant will get in touch with you. Opt for the live chat method in case you fail to call the QuickBooks Online Payroll Support Number. 

Email 

For regular follow-ups regarding your QuickBooks payroll operations, it’s better to choose the email option. Here, you can explain your concern in detail along with the necessary documents, snapshots, or company files. It’s another one of the best alternatives to ask for professional QuickBooks Online help. 

How to Print Checks in QuickBooks Online Payroll? 

Herein, we have described the complete set of instructions to print checks in QuickBooks Online Payroll. 

First Step: Setting Up the Printing Preferences 

• Under this process, move to the Settings icon and choose the Payroll Settings. 
• After that, browse to the Printing section and hit the Edit menu.
• Following this, choose how you will print your paycheques or pay stubs.
  • Pay stubs on plain paper
  • Pay cheques on QuickBooks- compatible cheque paper:  You must pick the QuickBooks voucher type that you want to print. Then, opt for the Align my printer option for setting up the alignment.
• Once you are done making all the changes, hit the Save option. 

Furthermore, if you wish to print paycheques on the QuickBooks-compatible cheque paper, verify that cheques and stubs are aligned properly when you print them. 

• Initially, when you are on the Printer Setup page, go through the steps given on the screen. 
• Thereon, hit the Save tab and then click Done once you are all set. 

Note: You can enable the printing preferences at the end of creating Payroll. Once you are on the payroll window, browse to the Change print settings option. 

Second Step: Printing of the Paycheques or Pay Stubs

• To begin with, choose the Paycheque list right beneath the Run payroll section.
• Afterwards, pick the paycheque you want to print. For that, click on the Filter drop-down arrow to modify the Date range or Employee.
• Once you are in the Action column, choose the Print option.
• As a result, you will notice that a preview of the paycheque or pay stub will appear on the screen. Later on, choose the printer icon and begin the printing process.

Important Points To Know Before Paying the First Payroll in 2025 

Here, are some of the important key points that is important to consider before preparing the first payroll in 2025.

Prepare For an Invitation To View the W-2s Forms Online:- 

Send the invitation of the QuickBooks Workforce to your employees so that they can easily view the W-2 forms and pay stubs online. However, they might also go offline and opt for paperless for sending mail copies of the W-2s form to the employees.

Start Inspecting & Updating the Employee’s Crucial Details:- 

• The employers have to ask their employees for viewing and updating their W-4 forms along with the state withholding forms.
• Another major thing is to fill in the employee’s details comprising of SSns, legal names, and addresses.
• Also, you must get the confirmation from your employees regarding the import of W-2s form directly into the TurboTax account.
• Next, you may also need to do certain modifications to your federal deposit and filing schedule.
• Lastly, users must verify their vacation hours.

Get Ready to Refresh the Company Details:- 

• It is necessary to run the year-end reports that consist of employee details, payroll details, as well as wage summary.
• Next, you need to send any tax notices that you have received recently.

Track Your Federal and State Tax Changes:- 

• The users must review and then update the state unemployment insurance rate for the upcoming year.
• Also, it is necessary to check and then update the tax deposit schedules. ‘

Automate taxes and forms ON

Read Here- Print W-2 and W-3 Forms in QuickBooks

Jan 3, 2025

• The final date to modify the W-2 print setting to prevent the additional fees that you need to pay to email W-2s form.
• Also, the end date of the employees to go ahead for mailing W-2s form offline.

Jan 15th, 2025

• You might notice that the W-2s form won’t be available in your product.

Jan 16 through Jan 31, 2025

The W-2 forms are mailed to the employees via USPS if you have previously chosen to send them.

January 27th, 2025

For instance, if you are accessing the 1099 e-file service, then you can e-file the forms on or before Jan 27, 2025, before 5:00 PT. This is so that it can be processed and postmarked to your contractors by the end of Jan 31. However, the charges are imposed during the e-filing or mailing of the 1099s forms.

January 31st, 2025

• For instance, if you are presently working on the 1099s e-file service by Jan 27 and opt for mailing the 1099s form, then it will eventually mailed to your contractors to the address indicated by the contractor’s File.
• On the other end, if you haven’t filed the forms, then you can access the e-file service for your 1099- NEC forms before 5:00 PM PT for timely submission of the forms.
• However, if you won’t access the e-file option, then it is necessary that the 1099 form must be mailed to the contractors.

• Besides this, if you have chosen for mailing the W-2s copies, then the W-2s forms will be mailed to the employees email address which is reflected in the employee profile by the end of Jan 31.
• You may also have the option to check the tax forms and payments via the QuickBooks Online application.

Feb 28th and March 31st, 2025

• In case you are working on 1099 e-file service then you can e-file your 1099-MISC form by the Mar 27 so that it could be easily processed till the Mar 31 2025.
• Whereas, if you are not working on the 1099 e-file, 1099 MISC then you can mail them to IRS by Feb 28, 2025.

Automate taxes and forms OFF

Jan 1st, 2025

The W-2s forms will be provided to you for printing and filing the product.

Jan 3rd, 2025

The final day for the employees to go paperless W-2 form is Jan 3 2024.

Jan 27, 2025

• You can check and file federal forms and then make the tax payments of forms 941/944 or 940.
• Also, you must check and file state forms and make the tax payments.
• Moreover, if you are running 1099 e-file service, then e-file your forms on or before Jan 27 before 5:00 PM PT for processing it timely.

Jan 30, 2025

You must e-file the W-2s form before Jan 30, 2025, before 5:00 PM PT.

Jan 31, 2025

• If you aren’t accessing the e-file, then 1099s must be mailed to the contractors.
• On the other end, if you haven’t filed, then you need to file your 1099-NEC form before 5:00 PM PT timely submission to the IRS.
• Whereas, if you access 1099 e-file service by Jan 27 and pick to mail the form then you will see that 1099 form will be mailed to the contractor by end of Jan 31.

Feb 28 and Mar 31, 2025

• For instance, if you are accessing the 1099 e-file service, then you need to e-file your 1099 MISC form by Mar 27, 2025.
• However, if you aren’t using a 1099 e-file, then it is your duty to mail the 1099-MISC to the IRS by the end of Feb 28, 2025.

Discussing the QuickBooks Online Payroll 2025 Pricing Structure

Before starting to run QuickBooks Online Payroll 2025, you must know its pricing. Thus, it would help you make the right decision to process your company’s payroll.

QuickBooks Online Payroll Core Plan	QuickBooks Online Payroll Premium Plan	QuickBooks Online Payroll Elite Plan
$35/monthly charges and additional charges $5.10 per employee or contractor.	$59.50/monthly charges and extra charges included are $7.65 per employee or contractor.	$91/monthly charges and extra charges to be paid are $11 $9.35 per employee or contractor.

Conclusion

QuickBooks Online Payroll 2025 is an extraordinary way to manage employees’ pay timely and for smooth payroll processing. Thus, it also helps the businesses to utilize the time and effort spent on the growth of the company, which is otherwise spent on managing payroll manually. Furthermore, if you are struggling while using this application to maintain the payroll, then have a direct consultation with our QB professionals at +1-866-408-0444 for help. They will get in touch with you by offering the best assistance within the shortest possible time. 

Frequently Asked Questions (FAQ’s):- 

Question 1: How much time does QuickBooks take to process Payroll?

Ans. The QuickBooks Desktop Payroll Assisted users take around 1 day to process the Payroll. This means that workers will receive their Payroll on the next banking day once the Payroll is sent to QuickBooks. 

Question 2: Which sorts of businesses use QuickBooks Payroll?

Ans. The QuickBooks Online Payroll application is used by small to mid-size businesses. Also, it is utilized by accountants and financial experts for hospitality companies and construction companies. 

Question 3: Can I use QuickBooks Payroll without a subscription?

Ans. If you don’t have a valid QuickBooks Payroll subscription, then you won’t be able to compute the deductions for every paycheck. Also, you might fail to generate the Quarterly payroll tax forms. 

Question 4: How do I check the status of my Payroll in QuickBooks?

Ans. To review the status of the Payroll in QuickBooks, you must follow the steps below. 

• Start the process by opening the QuickBooks application and moving to the Employees > View Payroll Run Status option. 
• After this, head to the Recent Payrolls section and pick a payroll.
• Now, tap on the View Payroll Run Status drop-down arrow and choose Payroll. With this, you will notice the status of the paycheck within the Payroll Status window. 

Question 5: How to create and send a scheduled payroll in QuickBooks Online Payroll?

Ans. Herein, we have provided the complete steps to create and send a scheduled payroll in QuickBooks Online Payroll. 

• Firstly, tap on Run Payroll and, if possible, pick the suitable payroll schedule followed by the Continue option. 
• After this, choose or review the Pay Period and Pay Date. Along with this, opt for those employees whom you wish to pay. 
• Now, pick the column and tap on Edit paychecks to provide the pay details.
• Next, go to the Preview Payroll and review the QB bank account to monitor your Payroll.
• Furthermore, opt for the Preview Payroll Details or Submit Payroll and then the Close tab.