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Manually Enter Payroll Paychecks in QuickBooks

Manually Enter Payroll Paychecks in QuickBooks

Payroll paychecks in QuickBooks is the process of paying employees. Calculating employee earnings and factoring in federal and state payroll taxes are all part of running payroll. 

  • > Payroll Paycheck can also refer to the following:)
    • Employee financial data of a company.
    • Paychecks are distributed to employees.
  • Employees’ wage records are kept on an annual basis.
  • Payroll Paycheck in QuickBooks  might be the most expensive overhead item of a company.
  • Furthermore, the payroll procedure is difficult. Knowing each component of payroll, on the other hand, may help you have a better understanding about the finances of your company
  • It can also help you stay in compliance with federal and state labour and tax rules.
  • > Learn how to make journal entries for payroll paychecks that aren’t created in QuickBooks.
  • > You must still keep track of those Payroll paychecks in QuickBooks if you use QuickBooks for accounting and another provider for payroll. 
  • > Payroll Paycheck generated outside of QuickBooks using providers like ADP or Paychex are referred to as third-party paychecks.
  • > Payroll paycheck data can be directly uploaded into QuickBooks with some payroll services. 
  • > You will learn how to manually track these payments as journal entries if your company doesn’t have this feature. 
  • > This allows you to keep all of your payroll paycheck account information in one location.

Essential: Using QuickBooks Online to manually enter payroll paychecks keeps track of your payment totals. It does not, however, provide the information you’ll need for your employees’ W-2s. To acquire your year-end forms, you’ll need to contact your payroll company directly.

Keep in mind that diary entries require knowledge of debits and credits. Consult your accountant or a ProAdvisor if you have specific questions about your Chart of Accounts.

Steps to Manually Enter Payroll Paychecks in QuickBooks

Step-1: Create manual tracking accounts in QuickBooks

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

Acknowledge: These accounts cover the vast majority of frequent payroll tax situations. You may need to set up extra accounts for taxes particular to your state or region.

Step-2: Payroll Paychecks should be entered into QuickBooks

  1. Make a journal note after you’ve paid your employees outside of QuickBooks.
    • Your Payroll paychecks in QuickBooks service can provide you with pay stubs or a payroll report to your employees.
    • Choose + New option.
    • Make a choice for Journal Entry.
    • Put the paycheck date inside the Journal date field.
    • Enter the paycheck number in the Journal no. field if you want to keep a record of it.
  2. To generate the journal entry, use the information from your paycheck report. 
  3. You can combine all of your employees’ paycheck totals into one journal entry if you paid multiple employees for the pay period.
  4. If you need to segregate the details, you can write individual journal entries for each employee-
    1. For gross wages:
      • For the account, select Payroll Expenses: Wages.
      • Make a debit entry for the amount.
    2. For Employer payroll taxes :
      • Choose the account’s Payroll Expenses: Taxes option.
      • Make a debit entry for the amount.
    3. For state unemployment insurance taxes
      • For the account, select Payroll Liabilities: [State] SUI/ETT Liability.
      • Make a credit for the amount.
    4. For State Income Taxes:
      • Choose the account’s Payroll Liabilities: [State] PIT/SDI.
      • As a credit, enter the amount.
    5. For federal unemployment taxes, (FUTA)
      • For the account, click on Payroll Liabilities: Federal Unemployment.
      • As a credit, enter the amount.
    6. Add in the net wages
      • Choose the bank account from which you’ll pay your employees.
      • Rather than merging them, enter each paycheck separately on separate lines. Type the amount as credits.
      • Tap on Save once you’ve finished entering the debits and credits.


Hopefully, you are able to Manually enter Payroll Paychecks in QuickBooks after reading out the above-stated post. However, if it is problematic for you to grasp all the information together then you have an option to contact QuickBooks Helpdesk Team Members who will make you understand things gradually at your convenience. 


  1. Is it possible to use payroll paychecks with QuickBooks?

    You can examine your paychecks, W-2s, and other job information such as your home address and bank account information once your company has welcomed you to QuickBooks Workforce and you’ve set up your account.

  2. Do a paycheck and a payroll the same things as QuickBooks?

    No, basically the Payroll and paycheck are two different terms. A payroll is a list of employees who get a salary or wages, as well as the money owed to each, whereas a paycheck is money received on payday as payment for labor done.

  3. How can I process Paychecks in QuickBooks?

    To process paychecks in QuickBooks, you are supposed to go through the steps enlisted below: 

    1. Navigate to the Payroll menu and select Run Payroll.
    2. Next, select a payment schedule and then press Continue.
    3. Choose the employees you want to pay.
    4. Check if you have selected the correct bank account, pay period, and pay date. Also, you can modify them if needed.
    5. Afterward, change the payment method of the employees if it’s required.
    6. You have to enter the hours worked if applicable. Note: you can tap on the Settings icon below the Total Pay if you want to hide or show pay types. 
    7. Now, select Preview Payroll.
    8. To edit or preview a specific check, press the Edit icon next to the check’s net pay and later hit the OK tab once you are done.
    9. When all set, choose the Submit Payroll option.
    10 Finally, you are ready to print paychecks, select Print paychecks and then Finish payroll.

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