How to Record Payroll in QuickBooks?

by James Antonio

When you are using a software solution to handle payrolls, you have to make sure the software product is updated with all the records. This not only keeps things organized but also makes you feel relaxed and get retrieved the data soon whenever you require it.

What is Recording Payroll in QuickBooks all about?

You might be having an excel sheet containing all payroll details for individual employees. However, when you shift to QuickBooks, the payroll fields need to be respectively added to store employee information so that the payroll management is organized, efficient, and accurate.

For recording the payroll, it is recommended to make separate journal entries to record the accounting information.

Why Record Payroll in QuickBooks?

If you are using QuickBooks Online International version, you might be aware that the payroll function is not present in it by-default. Thus, journal entries become mandatory to be recorded.

Steps to Recording Payroll in QuickBooks

The steps for recording the same for payroll in QuickBooks are discussed in the section below:

Step 1: Create the Manual Tracking Accounts

  1. Select the account type as Expense and create payroll expenses:
    1. Taxes
    2. Wages
  2. Choose the account type as Liabilities and create payroll liabilities:
    • Federal Taxes (941/944)
    • Federal Unemployment (940)
    • [State] SUI/ETT
    • [State] PIT/SDI

[You might add expenses and liabilities account based on your locality rules and regulations.]

Step 2: Make Journal Entries

  1. Click on the Plus Sign
  2. Choose Journal Entry
  3. Select the pay check date under the Date option
  4. Enter Entry # for your journal entry [Optional]
  5. Manage debit and credit accounts
    • Debit expense account for tracking gross wages and company contribution
    • Credit bank account payroll
  6. To make sure the entries to be made the next time are smooth and less time consuming, you can follow the below-mentioned steps:
    • Click Make Recurring
    • Enter Template Name, set Template Type as Unscheduled
    • Click on Save Template
  7. Click Save
  8. To access the template:

Though the steps are quite easy to follow, the first-time QuickBooks users might not be comfortable enough in conducting the setup process.


Why Create Payroll accounts in QuickBooks?

To keep the records well-organized and readily available.

Why Journal Entries are Important?

If you are using QuickBooks Online International version, you might be aware that the payroll function is not present in it by-default. Thus, journal entries become mandatory to be recorded.

Why Creating a Template is recommended?

This is to ensure you do not have to do the same thing every time. A template per the interface helps create separate fields for the data to be entered.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Exports

Deletes

Customization

How Dancing Numbers Will Help You

 

Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows

Deployment

  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business

Pricing

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

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Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

Get Support

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