How to set up your QuickBooks Online integration – Help Center

QuickBooks Online (QBO) is an online platform geared toward small to medium-sized businesses that are looking for real-time views into the day-to-day expenses of their business. OnPay can sync General Ledger (GL) data with QuickBooks Online to seamlessly account for your payroll expenses.

Getting started

Click Company, Integrations.

Under "Integrations", choose Accounting, and click "Connect to QuickBooks."

A pop-up will appear asking you to enter your QuickBooks login credentials.

You will then be able to authorize OnPay and Intuit (QuickBooks) to share information.

Importing data from QuickBooks

Once the connection has been authenticated, click Refresh to pull in your QuickBooks Chart of Accounts.

Exporting data to QuickBooks

We recommend checking "Sync Automatically" to ensure your payroll information is exported consistently to QuickBooks.

Choose whether your data should export to QuickBooks in detail (recommended) or in summary. "In Detail" allows you to view the transactions separated by each employee. Learn more→

Click on the empty boxes next to the payroll items. The options from your Chart of Accounts will appear in a drop-down list. Select the appropriate account for each item.

Export COVID-19 related tax credits and payment reductions

If selected, we'll post the Families First Coronavirus Response Act (FFCRA) or Employee Retention Credit (ERC) amounts to the Asset account you've provided. We'll also reduce the balance of the provided Asset account by the amount of the FFCRA or ERC credit used to decrease the payroll tax payment.

We recommend that you consult your accountant or bookkeeper prior to enabling FFCRA or ERC exporting within OnPay. If you choose to enable exporting for FFCRA or ERC, we suggest creating an Asset account within QuickBooks for tracking your FFCRA or ERC credit amount. Additionally, we also recommend creating an Other Income account to offset the increase to your FFCRA or ERC Asset account.

Mapping

Next, you will need to assign certain payroll items to their equivalent in QuickBooks. This is called mapping because it draws a map between the two points of information. Be sure to check mapping in all five categories:

Tax expenses
Tax liabilities
Deductions
Departments
Class

Below are examples of what your mapping may look like. Click a category to see examples.

Tax expenses

Tax liabilities

Deductions

Departments

Classes

All Payroll items must be mapped to their corresponding QBO item for the Tax Expenses, Tax Liability, Deductions, and Departments tabs. Below are more examples of OnPay Account Types and the payroll items that map to them:

Account Type	Example Items Mapped to Account Type
Asset or Bank	Checking Account
Expense	Employer FICA Taxes, Employer FUTA Taxes, Employer State Taxes, Salaries & Wages, or Employer contributions to 401(k) or any other benefit.
Other Current Liability	Direct Deposits, Employer Taxes Payable, Employee Taxes, Employee Deductions, or Imputed Wage Items

Note: Any time you make a change to your QBO Chart of Accounts, remember to click Refresh to bring those changes into OnPay.

Disconnecting the integration

In the event that you stop using QBO, you can easily remove the integration by returning to the Integrations tab, and clicking Disconnect.

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