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Enter Payroll Expenses in QuickBooks

Enter Payroll Expenses in QuickBooks

What is meant by the term Payroll Expenses?

Employers pay payroll expenses to hire employees. Payroll expenses do not include amounts deducted from a worker’s pay and submitted to a third party. Payroll expenses are the costs of hiring employees and independent contractors for your company. First, you need to enter payroll expenses in QuickBooks. To pay employees, begin with gross pay and subtract withholdings to get to net pay. Payroll processing necessitates the collection and management of data, and your payroll expenses may fluctuate often. 

How to monitor payroll expenses in QuickBooks

Payroll data can be directly imported into QuickBooks with some payroll services. We’ll teach you how to manually monitor these payments as journal entries if your provider doesn’t offer this option. This allows you to keep all of your payroll expenses and account information in one location.

1. Obtain information about TFN

TFN (Tax File Number) declarations are required for new workers. Employers can use the form and the tax threshold tables to figure out how much to withhold from an employee’s pay for tax purposes.

2. Calculate gross pay using the payroll cycle.

The starting point for payroll is gross wages. How much of a worker’s salary you pay on each payroll day is determined by the number of pay periods per year. If you pay an hourly employee, the pay period specifies the start and end dates for payment, as well as the number of hours, worked during that time.

3. Calculate net pay using gross pay and other information

The amount a worker earns after all deductions and withholdings is known as net pay. Calculate your net pay using the information you’ve gathered.

4. Payroll with a Single Touch

You must electronically lodge your Single Touch Payroll (STP) report once each payroll has been processed.

5. Submit withholdings from PAYG

PAYG withholdings must be reported and paid by business owners. The frequency of reporting and payment is determined by whether the company is a small, medium, or big withholder, and is disclosed on the Activity Statement.

6. Totals paid to contractors must be reported

If your company is one of the many that is required to file a Taxable Payments Annual Report (TPAR), you must do so by August 28 of each year.

7. Keep records in a safe place.

Payroll records must be kept in detail by all firms. In the case of an audit, accurate recordkeeping can protect your company. Businesses must keep payroll records for seven years, according to the ATO and the FWA.

How to enter Payroll Expenses in QuickBooks

Follow the simple guide mentioned below to enter the Payroll expenses in QuickBooks manually:

1. Create accounts for manual tracking

  1. Follow the steps to create new accounts to track your payroll liabilities and spending if you haven’t already.
  2. These expense accounts should be created. As the account type, choose
    • Expense: Wages and Payroll Expenses
    • Expenses associated with Payroll: Taxes
  3.  These liability accounts should be created. As the account type, choose the liabilities.

 2. Payroll paychecks should be entered into QuickBooks Online

  1. Make a journal note after you’ve paid your staff outside of QuickBooks.
  2. Your payroll service can provide you with pay stubs or a payroll report for your employees.
  3. Click on the select option and then on New.
  4. Choose Journal Entry.
  5. Put the paycheck date in the Journal date field.
  6. Enter the paycheck number in the Journal no. area if you want to keep track of it.

If you need to split the details, you can write individual journal entries for each employee.

  • Employer payroll taxes are also included.
    • Payroll Expenses to Be Considered: The account’s taxes.
    • Make a debit entry for the amount.
  • Add gross wages
    • Payroll Expenses to Be Considered: Wages are paid for the account.
    • Make a debit entry for the amount.
  • Then there’s the state unemployment insurance tax.
  • Select Payroll Liabilities from the drop-down menu: SUI/ETT Liability for the account in [State].
  • As a credit, enter the amount.
  • Then there’s the state income tax.
  • Select the account’s Payroll Liabilities: [State] PIT/SDI.
  • As a credit, enter the amount.
  • When you factor in federal unemployment taxes, you’re looking at a (FUTA).
  • For the account, choose Payroll Liabilities: Federal Unemployment (940).
  • As a credit, enter the amount.
  • Net wages should be added.
  • Choose the bank account from which you’ll pay your employees.
  • Rather than merging them, enter each paycheck separately on separate lines. Fill in the numbers as credits.

3. Entries in the payroll tax:

Three common payroll journal entries must be posted by businesses. You can save time and execute payroll effectively if you employ a payroll provider.

  1. If you’re accruing payroll, you’ll debit accumulated wages (or wages expense) and credit wages payable to record payroll in the correct period.
  2. Payroll that has already been accumulated and then paid from the bank: If you have previously accrued payroll and then paid the workers, you will Debit wages payable and Credit the bank account.
  3. Withheld income taxes: When a business withholds taxes, it creates an obligation for the amount withheld. When the corporation pays the withheld taxes, a debit is made to the tax obligation account, and a credit is made to the cash account.


Payroll processing necessitates the completion of many procedures as well as the calculation of employee withholdings. Using the accrual technique, you may match payroll spending to revenue and report payroll expenses and liabilities in the same quarter. Time and errors can be saved by using a payroll system like QuickBooks Payroll powered by KeyPay to process payroll and eliminate human computations. It’s also a good idea to keep track of your payroll procedure.


What key accounts do I need for payroll expenses?

Payroll expenses can be tracked using payroll expenses. You may require multiple accounts of this type for items such as:

1. Officers’ compensation
2. Payments are guaranteed.
3. Compensation for employees
4. Wages and salaries
5. Taxes on wages

How to record payroll journal entries?

Follow the steps:

1. Set up accounts for payroll. 
2. Calculate your taxes and other expenses.
3. Compile payroll reports.
4. Keep track of your payroll expenses.
5. Make a list of payables.
6. Make sure your records are correct.
7. Periods of transition in accounting.

How to enter payroll deductions online in QuickBooks?

You can enter the payroll deductions online in QuickBooks as follows:

1. Go to the Employees section.
2. Select Edit under the Deductions and Contributions section.
3. Choose to Add a deduction from the drop-down menu.
4. The existing deductions are displayed in the Deduction dropdown menu.
5. Define the Amount per pay period and the annual limit for the deduction you’re applying, if applicable.
6. Choose Save and then OK.

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