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
- Getting started
- Importing data from QuickBooks
- Exporting data to QuickBooks
- Mapping wages to your General Ledger by Pay Type
- Disconnecting the integration
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.
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
Below are examples of what your mapping may look like. Click a category to see examples.
Mapping wages to your General Ledger by Pay Type
When synching payroll data to your accounting software integration, OnPay segments wage expenses by the employee's department unless you choose to "Use Pay Types on GL" in Company, Company Preferences.
Go to Company. This will take you to “My Company”.
Scroll down to “Company Preferences”, and click to open.
Click Yes to remove the department's expense mapping.
Next, you'll need to map each pay item in OnPay to an expense account.
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
Note: Refresh OnPay after any QuickBooks changes made
Note: Any time you make a change to your QBO Chart of Accounts, you must click Refresh to bring those changes into OnPay.
Failure to do so can result in incorrect data and calculations.
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.