QuickBooks Desktop allows you to track bills and expenses, pay multiple vendors, and store their data on your local computer. And when you integrate your QuickBooks accounts, and map your pay items with those in OnPay, you're able to quickly plug your payruns into QuickBooks to reconcile your payroll records. We'll show you how to set it all up.
What we'll cover
- Turning on the integration
- Adding asset, expense, liability, and income accounts
- Exporting COVID-19 related credits and reductions
- Mapping pay items
- Mapping wages to your General Ledger by Pay Type
- Removing the integration
Turning on the integration
Click Company, then Integrations.
Click Use QuickBooks Desktop (.IIF) (you may need to scroll down).
Note: We also integrate with QuickBooks Desktop + AutoFy, and with Quickbooks Online.
Adding asset, expense, liability, and income accounts
Click Add/Edit Accounts.
Select whether this account is an asset, expense, liability, or income.
What are assets, expenses, and liabilities?
Here are a few examples of pay items you might find in each account type.
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
Employer Taxes Payable, Employee Taxes, Employee Deductions, or Imputed Wage Items
Enter Account Name
Enter the name of the QuickBooks account you're adding exactly as it appears in the Chart of Accounts. Spelling, spacing, and capitalization must be an exact match with that of the account name in QuickBooks.
Note: Sub-accounts should be preceded by the parent account name, separated by a colon, with no spaces between account names.
Need to enter a sub-account?
If the account you are adding is a sub-account of another account, you must enter it in the following format:
Parent account name:Sub-account Name
Once all accounts have been added, you're ready to map payroll items.
Export options and accounts
Choose your export option, then map accounts in OnPay to your QuickBooks accounts.
Exporting 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.
Mapping pay items
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; one found in QuickBooks and the other, in OnPay.
Be sure to check mapping in all four categories:
- Tax expenses
- Tax liabilities
Click each category below to see examples of what your mapping may look like.
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.
Need help exporting a pay run for QuickBooks?
Removing the integration
To turn off or remove the QuickBooks Desktop integration with OnPay, go to Company, then Integrations. Scroll to the bottom of the page and click Remove Integration.