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Record Outsourced Payroll In QuickBooks

Record Outsourced Payroll In QuickBooks

In QuickBooks Accounting software, outsourcing payroll permits employers to focus on their center business and opens up the entrepreneur, HR, or bookkeeping faculty to work more on essential assignments that could eventually influence your primary concern. Record all employer payroll taxes as a positive number and hit the fitting payroll taxes expense record or records. That is it. Enter a check to a vendor to coordinate with the name of your outsourced payroll organization. Enter a check for the aggregate sum of the payroll charge and enter it as an expense. Stay in tune with this blog at the end to get complete knowledge on How to record outsourced payroll in QuickBooks query.

Because of the enormous benefits of payroll outsourcing, individuals favor handing over their bookkeeping services to an outsider. Most presumably, individuals utilize payroll services outsourcing like paychecks. Utilizing payroll outsourcing is mind-boggling while at the same time entering the payrolls into QuickBooks is in one way or another befuddling. Different organizations utilize diverse techniques for entering Outsourced Payroll in QuickBooks. Some like to directly enter the record on the diary information while others like to set it initially on an in-house register and afterward on the diary. 

Actual Payroll Checks

Few payroll service suppliers will deduct a single package payment from your bank account to cost the actual payroll checks, Direct Deposits, Payroll Taxes, and their fees. Sometimes, they fail to do so, so you will need to record each actual payroll check separately since they will see how they settle your checking account. Payroll expenses must be recorded as wages, and all expenses should be divided according to your chart of accounts.

For example: office wages, management of wages, and adding wages as a positive number in the check information. Also, every employee’s payroll taxes are put in the check detail as negative numbers and hit a liability account named payroll taxes employee. Impact according to the Deductions for 401(K) in a payroll liability account, cash advances, etc. This deduction should be represented as negative numbers. As a result, the payroll check should implant the same amount as the check’s real amount.

Direct Deposits

Two options exist for direct deposit checks, both meeting legal requirements. The choice lies in either creating a consolidated journal entry listing all direct deposit payroll checks or maintaining separate entries for each employee’s direct deposit check. Your decision influences whether you can individually retrieve each employee’s checks in QuickBooks or rely solely on payroll reports. Enter a positive number for wages as an expense, a negative number for employee taxes, and a positive number for any additional deductions. The flexibility of your approach allows you to customize your QuickBooks usage based on the level of detail you desire for tracking individual employee transactions.

Payroll Taxes

Many bookkeepers unnecessarily complicate the Payroll Taxes aspect of accounting. Simplify the process by recording the employee taxes component as a positive amount in the relevant payroll liabilities account(s). Additionally, aggregate all employer payroll taxes and record them in the appropriate payroll taxes expense account(s). Streamlining this process ensures a clearer and more straightforward accounting of payroll taxes, eliminating unnecessary complexity in the financial records.

Service Fee for Payroll

Record a vendor check using the name of the outsourced payroll service provider. Input the payroll fee as an expense, processing a check for the entire amount. This straightforward entry ensures accurate tracking of payroll expenses and simplifies the recording of fees associated with outsourced payroll services.

Selecting an Outsourced Payroll Provider: A Guide

Understanding key factors to guarantee a consistent change, limit employee disturbances, and lay out true serenity. Employers follow these moves to ensure effective payroll reevaluating while at the same time assessing likely accomplices:

  1. Information on Prerequisites: Perceiving the complexities of payroll, including different payroll intervals and employee arrangements, is vital.
  2. Consistence Description: Payroll specialist co-ops should stick to assorted state and worldwide locales to guarantee far-reaching consistency.
  3. Merchant’s Set of experiences: Legitimate suppliers display stable possession, vigorous monetary standing, and a history of effective organizations, ingraining certainty.
  4. Peer Assessments: Approving choices through industry examiners and client surveys improves validity and gives important experiences into the supplier’s payroll administrations.
  5. Guarantee Partner Support: Accomplishing arrangements from senior leadership and the whole staff improves on the reevaluating system, encouraging cooperative and smooth progress.

Features Offered by Outsourcing Providers

The key characteristics provided by payroll outsourcing companies include:

  1. Seamless Payroll Processing: Integration capabilities with accounting systems when required.
  2. Tax Filing Services: Expert handling of payroll-related tax filing requirements.
  3. Employee Self-Service: Convenient self-service options for employees, accessible anytime, anywhere, and through any device.
  4. Flexible Payment Methods: Varied methods for paying employees, including pay cards and direct deposit.
  5. Tax Return Processing: Efficient processing of tax returns, encompassing Form W-2 Income Tax and Wage Statement.
  6. Wage Deduction Management: Skillful handling of various wage deductions in compliance with regulations.
  7. Custom Reporting: Tailored reporting solutions to meet specific business requirements.
  8. Employee Recordkeeping: Comprehensive recordkeeping services for maintaining accurate employee information.
  9. New Employee Reporting: Streamlined processes for reporting details of new employees.
  10. Accessible Customer Service: Easily accessible customer support for prompt assistance and query resolution.

The most effective method to Record Outsourced Payroll in QuickBooks

To record outsourced payroll in QuickBooks, one needs unique consideration and pattern. You should record your payroll accurately and set it to you about expenses and overall gain. To keep away from any kind of disarrays, you can record Outsourced Payroll in QuickBooks by falling them into the classifications like: 

  • Payroll preparing expense: Its record would fall under the class of expense. 
  • Compensations: In this class, you should summarize your entire wages. You should incorporate and have an amount of the relative multitude of payments and compensations. 
  • Payroll liabilities: Payroll liabilities incorporate all deducted payments that you may cut from compensations of your utilizes. 
  • Health care coverage funds/Health Insurance: Payroll taxes, garnishments. It is the class wherein these deducted payments get paid out you will consequently remember the liability. 
  • Direct deposits: Direct deposits are live checks. It is the net measure of utilizing checks. 
  • Payroll tax expenses: In this class, you should incorporate FICA, SUI, and FUTA. In this part, you can add all the taxes, their expenses, and working expenses. 

Ensure that you have effectively classified the expenses and liabilities. Whenever you have done all the orders you can without much of a stretch keep the Record Outsourced Payroll in QuickBooks. Classification and particulars are the compulsory choices if keeping away from any kind of disarrays in payroll services. 

What is the least demanding method of keeping Record Outsourced Payroll in QuickBooks? 

The most effectively suggested method of keeping Record Outsourced Payroll in QuickBooks is to include the outsider. If you attempt to keep a record on your own, it will prompt a ton of errors and missteps. Despite doing a great deal of care, you would neglect to deal with the figures and numbers. If you won’t include the outsider, you can deal with the issues and errors like misinterpreting taxes, prompting more pressing issues like punishments. Keeping Record Outsourced Payroll in QuickBooks is a round of numbers. It is a payroll service that needs the inclusion of an outsider to do it easily and with no error.

Have a look at its Advantages and Disadvantages 

Outsourcing this fundamental part of maintaining a business is enticing, it accompanies chances. Before surrendering the duty regarding the paychecks to an external service, gauge the advantages and disadvantages. 


  • It’s a Time Saver: Outsourcing payroll saves a business time in some way or another spent computing pay and allowances and dispatching checks to employees and taxation specialists. The printing expenses of pay stubs may likewise be diminished. Some payroll organizations offer a check-in/out work for employees, so you likewise save time ascertaining how long are owed each payroll interval. An organization likewise offers types of assistance, for example, direct deposit and online compensation stubs to further facilitate the payroll trouble. 
  • It Calculates Taxes Accurately: Entrepreneurs realize the derivations associated with employee payroll can be confounded, with state and government taxes among them. A payroll organization frequently is better prepared to figure out these allowances precisely and reliably. The organization likewise guarantees taxes are paid on schedule. And often as possible punishes entrepreneurs for mistakes in payroll-related taxes. The fines collected can cost more than the measure of the mistake. 


  • The Wrong Company Can Produce Errors: A payroll organization that has never managed extraordinary parts of an organization’s payroll, for example, unionization and employee tips, can bring errors into the payroll accidentally, and fixing the errors can be exorbitant and a managerial migraine. A payroll organization that doesn’t have an interface that permits organizations to enter their employees’ hours directly and accordingly requires the payroll organization to include the data can present slip-ups in pay through straightforward human mistakes. 
  • Business Owners Ultimately are Responsible: In case, if an organization neglects to pay the taxes the business owes on schedule and precisely, the business is liable for those taxes. Regardless of whether the payroll organization for not appropriately giving over the tax cash, the business may be left owing taxes to the payroll company in the wake of having paid cash to the payroll organization. This may be the situation if the payroll organization has a corrupt employee with the capacity to steal reserves. The payroll organization suggests all organizations utilize the Electronic Federal Tax Payment System so tax payments are appropriately made for their sake.
  • Paying for Services Businesses Don’t Need: Numerous payroll organizations offer different services and tempt organizations to buy into them by offering comprehensive bundles. This builds the expense of outsourcing payroll, and it’s conceivable the extra services offered are not of genuine advantage to the business. Illustrating what a business is searching for in a payroll organization before looking for a service supplier improves the business furnished against such an attempt to sell something.

Step-by-Step Guide to Record Outsourced Payroll without Payroll Liabilities:

Step 1: Get a Payroll Summary Report

Your payroll service provider provides you a comprehensive payroll summary report with essential data for QuickBooks entry. 

Step 2: Note Payroll Liabilities

While using a payroll service remember that the provider manages and reports payroll liabilities. Your focus should be on entering employee gross pay and withheld taxes. 

Step 3: Create a New Journal Entry

Initiate a new entry by clicking ‘+New’ on the home page’s left panel and then select ‘Journal Entry’ under ‘Other.’ This opens the journal entry window. 

Step 4: Enter Paycheck Date and Journal Number

Input the paycheck date in the ‘Journal Date’ field and assign a journal entry number in the ‘Journal Number’ field for reference.

Step 5: Complete Debit and Credit Columns

Debit and credit columns are necessary. Here’s how: 

  1. Debit your expense account for gross wages.
  2. Debit your expense account for Federal Unemployment Tax.
  3. Debit your expense account for State taxes.
  4. Debit your expense account for fees from the payroll service provider.
  5. Credit the bank account used for payroll which reflects the entire payroll. Including deductions and processing fees. 

Step 6: Save as a Recurring Journal Entry

  1. Save this as a recurring journal entry for future convenience. 
  2. Click at the ‘Make Recurring’ link at the page’s bottom.
  3. Enter an identifiable name in the ‘Template Name’ field.
  4. Set the template type to ‘Unscheduled’ for flexibility. This allows you to choose the template as needed and modify amounts.
  5. Click ‘Save Template’ to store it for future use.

Step-by-Step Guide for Recording Outsourced Payroll Including Liabilities:

Review a sample ‘Payroll Expense Report’ with liabilities and understand filling debit and credit columns.

Follow these steps to account for liabilities:

Step 1: Understand the Payroll Structure

  • If you are not using a payroll service account for held liabilities then show the accrual of employer liabilities with three credit lines.

Step 2: Adjust the Journal Entry Format

  1. Credit the bank account for processing payroll by the processing fee.
  2. Credit the payroll liability account for the total liability amount.
  3. Credit the bank account for processing payroll by the net pay check amount (total payroll less liabilities or deductions).

Step 3: Record Payroll Liabilities

Record payroll liabilities in the line above the final credit entry. This  helps in tracking amounts in a liability account until payment is due. 

Step 4: Understand Withholding Taxes

Note that federal and state employee withholding taxes aren’t in journal entries. These taxes are paid directly from the employee’s gross pay to tax agencies. As an employer, you act as an intermediary and making these taxes are not an expense for you.

Step 5: Consult Payroll Service or Software

consult your payroll service provider for accurate withholding information and other forms or check the features in your software.


In conclusion, recording outsourced payroll in QuickBooks is a simple process. By following the steps mentioned above businesses can accurately track expenses, manage liabilities and ensure financial clarity. In case you’re still facing further issues, then our team of experts is available 24×7 to provide assistance. Feel free to reach out to the support team who ensure your payroll management in QuickBooks remains seamless.


  1. How would I enter payroll arranged by an external payroll service in QuickBooks? 

    After you pay your employees outside of QuickBooks, make a diary section. Get your employees’ payroll pay hits or a payroll report from your payroll service. Then, press the select + New together. Then, you have to choose the journal entry. Now, you have to enter the paycheck date under the journal entry drop menu options. In another case, if you need to follow the paycheck number, enter it in the Journal number and you are all done with this process.

  2. Which level of organizations outsource payroll?

    Outsourcing of payroll by associations overall 2015-2019 period. The portion of associations overall who completely outsource their payroll work changed somewhere in the range of 2015 and 2019, with specifically given percent of respondents in a 2019 overview expressing they completely re-appropriate their payroll contrasted with eight percent in the year 2015.

  3. What are the benefits of outsourcing a payroll service?

    Outsourced payroll arrangements give expanded exactness when contrasted with in-house payroll the board as it gets arranged, examined, and assessed by qualified experts. Saves both time and assets permitting organizations to zero in additional on-center assignments. It diminishes expenses and dangers implied.

  4. How do I record outsourced payroll in QuickBooks?

    To record outsourced payroll in QuickBooks you need to start by receiving a payroll summary report from your service provider. Then create a new journal entry and note gross pay and taxes withheld. Debit expense accounts for wages and taxes and credit your bank account. Save it as a recurring entry for future use.

  5. Do I need to manage payroll liabilities when outsourcing?

    If using a payroll service provider then they would handle the reporting and paying payroll liabilities. You only need to record entries for gross pay and taxes withheld in QuickBooks.

  6. Can I track payroll fees in QuickBooks?

    Yes, you can track fees charged by your payroll service provider in QuickBooks. Debit the expense account for fees in your journal entry.

  7. How to handle outsourced payroll without payroll liabilities?

    When you are outsourcing without payroll liabilities then debit the expense accounts for wages, taxes and fees. Credit your bank account for the total payroll run provided by your service.

  8. Should I save the journal entry as a recurring template?

    Yes, saving the journal entry as a recurring template makes future entries more easily accessible. Enter an easy name and name it as ‘Unscheduled,’ and save for future use in QuickBooks.

  9. What if I need to include payroll liabilities in the entry?

    If you want to include payroll liabilities in the entry then credit the bank account for fees, payroll liabilities and net pay check amount. Record liabilities separately above the final credit line in QuickBooks.

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