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Create Accrued Payroll Report in QuickBooks

Create Accrued Payroll Report in QuickBooks

Many companies would have accrued payroll and associated payroll taxes. In other words, these taxes are owed but not yet paid by a company. If you think of the way you’ve been paid by an employer in the past, this topic is pretty simple to understand.

QuickBooks business accounting software offers numerous features that help in smooth business management. The software comprises of accrued payroll feature. Accrued payroll refers to current liability that further comprises four sections. Users can generate several Accrued Payroll Reports while using QB desktop software.

What is an Accrued Payroll Report in QuickBooks?

  • The first is the amount of payroll earned by staff and not yet processed or paid.
  • The second refers to the dollar value of personal time off accumulated for each employee aggregated into one number.
  • The third comprises payroll taxes owed to the respective governmental authorities and
  • the last and final section includes the accumulated advantages of payable such as health insurance, retirement contributions, and amounts owed to third parties as deductions from the gross payroll.

Learn More about how the amount is reported in the current liability section of the balance sheet.

How to Calculate Accrued Payroll Report in QuickBooks?

Step 1: Wages Earned and Unpaid In QuickBooks Payroll

Till the accounting period ends many business owners have not paid the employees for the time worked since the earlier payroll. This situation can end up with a significant dollar value associated with these unpaid earnings.

In case you run a small business and you are on a cash basis of accounting, you might ignore calculating the value for the time worked by the employees. But if you are following accrual accounting you should calculate the dollar value earned by the staff and enter the dollar amount into a current liability account called Wages Earned and Unpaid.

The process is very simple & Listed Below:

  • Multiply the total number of hours worked by their hourly wage.
  • After calculation, enter the dollar amount in the wages earned column.
  • Calculate the percentage of the salary if required.
  • Once done then sum up the earnings.

The change is calculated by deducting the prior accounting period aggregated amount from the current period calculation and the adjustment is made to the Wages Earned & Unpaid account. The compensated amount is further entered in the Profit and Loss Statement in the wages section.

Step 2: Personal Time Off (PTO)

The employers set sick leaves and casual leaves that can be used when the employees fall sick or go out for a vacation. Many employers follow that the sick leave or casual leave requirement can be availed after 90 days of work completed before vesting. This is similar to the earned wages mentioned above.

  • The spreadsheet is used to calculate vacation earned, earned sick leaves, and any other personal leaves earned per employee.
  • Then convert this time into hours
  • Multiply by the current wage of the employee.
  • The final dollar value is then multiplied by 1.0765 to adjust for the tax aspect of the dollar value of the PTO.
  • The final aggregated dollar value is entered into a current liability line labeled as Personal Time Off or PTO.

The compensated dollar value is entered into the profit and loss statement.

Step 3: Payroll Taxes:

When the employer issues a paycheck he is supposed to withhold Social Security taxes, Medicare taxes, federal income taxes, state income taxes, and in some situations, local income taxes. Furthermore, the employer has to match the Social Security and Medicare payroll tax.

Hence all employers are bound to pay Federal Unemployment Taxes and State Unemployment Taxes (FUTA and SUTA). This section of Accrued Payroll is the total dollar value associated with these taxes. The payroll software automatically enters all the information as the payroll is run.

The small businesses that use QuickBooks Pro to process payroll and QuickBooks automatically calculate the dollar amount and enter the taxes to four different accounts.

Step 4: Advantages and Third-Party Obligations

Eventually, when the small business grows, the business owner offers benefits to his employees such as matching retirement contributions and many more. The low-salaried employees rarely take advantage of a matching amount.

In addition to retirement benefits, health insurance is the most expensive benefit provided to employees. When we accrue benefits then the business is compulsory to pay the benefits. The dollar amount is posted here and the compensated amount is posted on the profit and loss statement.

The other benefits accrued are as follows:

  • Medical insurance forms (dental, vision, cancer, AFLAC program, etc.)
  • Educational benefits
  • Life Insurance Premiums
  • Retirement contributions forms (annuities, thrift savings, & non-qualified plans)

How to Record Accrued Payroll Report in QuickBooks?

You need to follow the steps accordingly to record accrued payroll reports in QuickBooks.

Total Time: 8 minutes

Step One

Prepare a journal entry to record the salaries: company FICA, FUTA, SUTA, Workers Comp, etc. (that all will be debited and then credit the liability or prepaid accounts depending on your situation.

Step Two

Create the entry -> save.

Step Three

Click the “Reverse” box to create a reversing entry on the first day of the current month.

Following the steps will help you in reporting the payroll/taxes in the proper period. When the payroll becomes more complicated with the growth of the company, the employer owner should convert his current liabilities section of the balance sheet.


  1. What do you understand with QuickBooks accrued payroll?

    Accrued payroll Report contains wages, salaries, fees, bonuses, and other payroll-related costs received by employees of a corporation, but not yet compensated or reported in the general ledger records of the company.

  2. How can I calculate the accrued payroll report in QuickBooks?

    For the credit balance in the liability account to be the amount owed to workers, the payroll accrual is the amount that has to be entered into a liability account. The sum owed is the amount received by the employees by working, but this amount was not paid to the employees as of the balance sheet date.

  3. What do you understand about accrued liabilities?

    Accrued liabilities are normally costs incurred at the end of the accounting period by a corporation, but the sums have not yet been charged or reported in the general ledger. Accrued liabilities are reported using the adjustment of entries at the end of the accounting period. It may be appropriate to estimate sums for such unpaid liabilities and their associated expenditures (or losses).

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