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.
What we'll cover
- Installing the QBO app
- Connection settings
- Mapping checking and clearing accounts
- Mapping wages to your General Ledger by Pay Type
- Removing the department's expense mapping
- Uninstalling the app
Installing the QBO app
In OnPay, click Company, App Directory.
You can find Quickbooks Online in the Accounting category, or in the "Find an app" search bar.
Click the "QuickBooks Online" tile.
Click Get Started With QuickBooks Online to install this app.
A pop-up will appear asking you to enter your QuickBooks login credentials.
You can also create an account, or reset your password, if needed.
Once you've authorized OnPay and Intuit (QuickBooks) to securely share information, you'll be able to choose how this app syncs data with OnPay through connection settings, by entering banking and account information, and mapping pay types and classes to your QuickBooks Chart of Accounts.
Note: App integration settings will only apply to the Company in OnPay that you connect to this app. If you wish to integrate this app with another company in your OnPay Dashboard, you can do so by switching to that Company Dashboard and following these same steps accordingly.
You can determine how OnPay connects with QuickBooks Online, and adjust pay type and account mapping as needed, at any time. Installed apps can be found in the App Directory under My Apps.
A warning will appear beside settings that need your attention.
By default, your payroll data will sync automatically, and in detail, to ensure your Company's payroll data stays up-to-date with each pay run. Syncing this data "In Detail" allows you to view the transactions separated by each employee. Learn more→
Mapping checking and clearing accounts
Drop-down menus will display accounts found in your QuickBooks Chart of Accounts. Select the appropriate account for each item.
This is called mapping because it draws a map between the two points of information, connecting data in OnPay to its corresponding match in QuickBooks.
Mapping wages to your General Ledger by Pay Type
Mapping payroll items in OnPay to their equivalent in QuickBooks ensures pay details are accurately logged in your ledger with each pay run. Be sure to check mapping in all five categories:
- Deductions and Garnishments
- Tax Expenses
- Tax Liabilities
If you need to make changes to the accounts listed in QBO, you can edit them, or even create new General Ledger accounts right here.
Removing the department's expense mapping
When synching payroll data to your QBO accounting software, OnPay segments wage expenses by the employee's department. However, you may choose to "Use Pay Types on GL" in My Company, under Company Preferences.
Clicking Yes will remove the department's expense mapping.
Note: If you choose to use GL pay types, you'll need to map each pay item in OnPay to an expense account in QuickBooks.
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:
Example Items Mapped to Account Type
Asset or Bank
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
Uninstalling the app
In the event that you stop using an integrated app, you can easily disconnect and remove it by returning to it in My apps in the App Directory. Select the app you wish to uninstall to view its settings.
Click the ellipses above the Connection Settings, and click Disconnect.