Streamline Your QuickBooks Payroll Setup: A Step-by-Step Guide

If you're looking to import employee and pay history data from services like ADP, Gusto, or Paychecks into QuickBooks Online Payroll, you're in the right place. Let's dive in!

Access QuickBooks Online Payroll: Start by opening QuickBooks Online Payroll and navigate to the "Payroll" tab, then select "Overview."

Import Your Data: In the "Payroll Overview" section, where you add your team, expedite the process by importing your data from payroll reports provided by your previous payroll service.

Choose Your Previous Payroll System: Select the payroll system you used before switching to QuickBooks. During the import, QuickBooks will automatically bring in your team's information and pay history for the current calendar year.

Address Issues and Final Edits: Be attentive to any issues QuickBooks identifies during the import process and make any necessary final adjustments.

Proceed to the Next Step: Click "Next." Here, you'll either drag and drop or select the reports required from your previous payroll provider. If you lack these reports, you can follow step-by-step instructions in a new browser tab.

Upload Reports: Once you have the necessary reports, return to QuickBooks and upload them, then select "Next."

Review and Correct: QuickBooks will provide warnings for problems or missing data in your documents. You'll also see a list of employees from the report. Note that QuickBooks sets up contractors who receive 1099s separately. If this doesn't match your current team, follow the provided link to learn how to correct it.

Add Team Members: It's best to add all your team members at once using the same report. Click "Next."

Categorize Payroll Items: QuickBooks will scan your report to identify how you paid your employees during the current calendar year, including items like paid time off and reimbursements. It will also detect deductions, contributions, or garnishments, such as healthcare and retirement. Select "Categorize" for each item to provide more details.

Enter Details: Enter additional information about the payroll items, such as deduction contribution types, to ensure they appear correctly on W-2s and that QuickBooks calculates taxes accurately. Once everything is categorized, select "Next."

Verify Team Information: Here, you'll see your team and whether QuickBooks has all the necessary information about them. If someone's information appears incomplete, select them to fill in the missing details. You can also add more employees using the provided button. When you're finished, click "Done."

Import Payroll History: Next, bring in your payroll history by selecting "Start." You'll see the employee taxes that QuickBooks found in the imported reports. To complete the import, match each tax from the report to the corresponding tax in QuickBooks. Select "Match," choose the applicable state for the tax, and select the correct tax in QuickBooks to match it with. Note that you can edit tax mappings if needed, but changes cannot be made once you proceed to the next step. Click "Next."

Review and Edit: QuickBooks will list each employee you imported along with their year-to-date net pay. If anything looks incorrect, select "Edit" to adjust the information imported from your payroll reports. When you're satisfied, click "Next."

Finalize Your Setup: With your employees added and your payroll history imported, you're now prepared to move forward. If you're interested in QuickBooks or Payroll, you can visit woozypro.com to take advantage of special discounts!

These steps should simplify your QuickBooks payroll setup and get you on track to efficient payroll management.