General Questions

Q: How does Payroll for QuickBooks Online work?

A: Payroll for QuickBooks Online makes it easy to manage payroll yourself within your QuickBooks Online accounting solution.1

Run payroll in just a few clicks. Each payday, enter employees' hours in QuickBooks Online, and Payroll for QuickBooks Online automatically calculates paychecks. Easily print paychecks yourself or use free and convenient Direct Deposit.2 Since Payroll for QuickBooks Online is on the web, you'll have access to the latest federal and state payroll tax rates and forms. Intuit Payroll's team of compliance professionals works with tax authorities to help keep your payroll tax rates accurate and up-to-date.

With Payroll for QuickBooks Online, it's easy to pay payroll taxes and file tax forms. Payroll for QuickBooks Online instantly calculates your federal and state payroll taxes for you and reminds you when and how much you have to pay. You can write a check or conveniently pay your federal and select state taxes electronically with E-Pay for no extra charge.3 Also, Payroll for QuickBooks Online automatically fills in the latest federal and many state tax forms for you-just print, sign and mail them.4 Plus, receive helpful email reminders so your taxes and forms are always on time.

If you need help, get your questions answered by our dedicated payroll specialists. Phone support is available weekdays from 6AM to 6PM Pacific Time.5

Q: Why is integration with QuickBooks Online important?

A: Since Payroll for QuickBooks Online works within QuickBooks Online, your data is already integrated, so there's no double entry and no exporting of data necessary. Payroll for QuickBooks Online offers an easy, all-in-one solution for managing both your business finances and your payroll.

Q: What are the benefits of running payroll online with Payroll for QuickBooks Online?

A: Running payroll online offers you great flexibility, convenience and control. First, you can run payroll, access your payroll information and handle taxes online anytime you want, day or night.

Second, all your data is backed up. We have a comprehensive program designed to preserve customer data even in the case of a natural disaster. We replicate your data every night, and data backups are stored offsite, in a remote data center.

Third, there is no software to install or download. Since Payroll for QuickBooks Online is online, you'll have access to the latest tax rates and forms-you won't need to wait for updates.

Fourth, you can easily share data or work with others. No more emailing files; if you want, you can just give your accountant access to your payroll data.

Q: Can I start using Payroll for QuickBooks Online in the middle of the year?

A: Yes, you can start using Payroll for QuickBooks Online anytime.

If you start using Payroll for QuickBooks Online midyear and have already paid employees, you will need to enter your prior payroll data when you start using Payroll for QuickBooks Online so that your calculations are correct throughout the rest of the year. A step-by step guide takes you through the process of entering your prior payroll data. If you are just starting to pay employees, you don't have to worry about any prior payroll data.

Q: What if I need support?

A: If you need help, get your questions answered by our dedicated payroll specialists. Phone support is available weekdays from 6AM to 6PM Pacific Time.5

Additionally, you'll have 24/7 access to our online payroll knowledge base, where you'll find helpful tips and answers to even your most specific questions.6

Q: Can I share data with my accountant?

A: It's simple to share your payroll data - you can give your accountant protected access to your company data so that it's easy for you to share data. No more emailing files; your accountant can access your data online anytime.

Getting Started

Q: How do I get started? How long does it take?

A: Once you've signed up, Payroll for QuickBooks Online helps you get started quickly with a step-by-step guide for setting up your payroll. You'll enter your employees' wages or salaries, your company's and employees' payroll tax information, and your prior payroll data if needed.

The time it takes you to set up will depend on the number of employees you have and what benefits you offer. Our setup is designed to be quick and easy so you can start running payroll as soon as possible.

Start paying employees the same day you sign up!7 After you have completed the setup process, you can start paying employees using printed checks. If you want to pay employees with Direct Deposit, it will take a bit more time to get up and running.

Q: What is required to use Payroll for QuickBooks Online?

A: Payroll for QuickBooks Online requires a current subscription to QuickBooks Online (Basic or Plus).

For optimum speed and efficiency, we recommend the following system requirements:

  • High-speed Internet connection, such as DSL, cable modem or T1
  • IBM-compatible 1 GHz computer with 256MB RAM
    • Minimum: IBM-compatible 450 MHz computer with 128MB RAM
  • 800 x 600 screen resolution
  • Microsoft Windows 2000, XP or Vista
  • Internet Explorer 6.0 for Windows or above, Firefox 3.0 for Windows or above, or Safari 3.1 for Mac or above
  • Export to Excel requires Excel 2003 or later
  • Active X component required (Internet Explorer will prompt you to download this if you don't already have it)
  • Adobe Reader 6.0 or higher is required for printing checks (Adobe Reader is available for free download)

Q: Why do I need an EIN?

A: The federal government requires every person or company paying wages or salaries to have an Employer Identification Number (EIN). Employers must include this ID number on all payroll-related federal forms, returns, and tax deposit coupons. To apply for an EIN, visit the IRS Web site at http://www.irs.gov for more information.

Paying Employees

Q: How do I pay my employees?

A: All you need to do is enter employees' hours, and Payroll for QuickBooks Online will generate paychecks. Earnings, payroll taxes and deductions are instantly calculated for you. Easily pay your employees three different ways: print checks yourself, hand-write checks, or use free and convenient Direct Deposit.2

With Payroll for QuickBooks Online, you're in control of when you pay employees. All employees do not need to be paid on the same frequency. You can set up individual employees to be paid on whatever pay frequency you wish.

Q: Can I pay employees using Direct Deposit?

A: Payroll for QuickBooks Online comes with Direct Deposit, and there are no extra fees for using it.2 Enjoy the convenience of hassle-free paydays. You can deposit your employees' pay directly into their accounts - no matter where you are on payday. Plus, your employees don't need to run to the bank on payday. You can schedule Direct Deposit up to 45 days in advance.

Not all employees have to be on Direct Deposit. Anytime you want, you can set up or remove an employee from Direct Deposit. Checks can be direct deposited into up to two accounts per employee.

Plus, you can use Direct Deposit for expense reimbursements and bonus checks.

Note: we only support W-2 employees and US bank accounts at this time.

Q: Does Payroll for QuickBooks Online handle both hourly and salaried employees? What about bonuses, commissions or overtime?

A: Yes, Payroll for QuickBooks Online can handle both employees who are paid a salary and those who are paid on an hourly basis. Payroll for QuickBooks Online also handles bonuses, commissions and other wage types.

Payroll for QuickBooks Online handles overtime with ease. You can set it up to do time-and-a-half, double-time, or any custom overtime pay you'd like.

Q: Can I pay contractors and generate 1099s?

A: Yes. You can use your QuickBooks Online accounting solution to set up contractors as vendors, write them checks, and generate 1099s at the end of the year.

Q: Is there a limit to how many employees I can pay using Payroll for QuickBooks Online?

A: With Payroll for QuickBooks Online, performance may slow significantly if you have more than 100 employees or need to prepare W-2's for more than 100 employees. You can add or delete employees from Payroll for QuickBooks Online at any time, with no fees.

Q: Which benefits and deductions does Payroll for QuickBooks Online handle?

A: With Payroll for QuickBooks Online, you can easily track employees' vacation time, sick time, and paid time off. Payroll for QuickBooks Online also handles many deductions like medical and dental insurance, 401(k) plans and other retirement plans, cash advances and more. Payroll for QuickBooks Online does not require all employees to be set up with the same deductions.

Taxes and Forms

Q: How does Payroll QuickBooks Online help me pay taxes and file tax forms?

A: Payroll for QuickBooks Online automatically fills in the latest federal and many state tax forms for you -just print, sign and mail. For state forms we do not yet support, easily use the State Tax Summary report to fill out the state form. Payroll for QuickBooks Online also helps keep track of when tax forms are due and reminds you to file them on time.

With Payroll for QuickBooks Online, federal and state payroll taxes are instantly calculated. Conveniently pay federal and select state taxes electronically with E-Pay.3

Plus, receive helpful email reminders so your taxes and forms are always on time.

Q: Which federal tax forms are supported?

A: Payroll for QuickBooks Online supports federal payroll tax forms W-2, W-3, 940/Schedule A, 941/Schedule B, and 944/945a.

Q: Which state tax forms are supported?

A: The following state tax forms are supported, and more are regularly added: Arizona, California, Colorado, Connecticut, Florida, Georgia, Illinois, Indiana, Maryland, Michigan, Missouri, New York, North Carolina, Ohio, Pennsylvania, Tennessee, Texas, Virginia, Nevada, and Wisconsin. For state forms we do not yet support, you can easily use the State Tax Summary report to fill out the state form. For the latest list of currently supported states, see http://www.payroll.com/support/online/main.

Q: Can I electronically pay my payroll taxes? Which ones?

A: Yes. With Payroll for QuickBooks Online you can electronically pay federal and select state taxes.3 Some agencies require you to enroll before you start using E-Pay. Our E-Pay setup wizard will walk you through the necessary steps. For the latest list of currently supported states, please visit http://www.payroll.com/support/online/main.

Security

Q: How is my data protected?

A: With Payroll for QuickBooks Online, your payroll data is protected. Intuit is the trusted small business payroll leader with over 1 million customers.

What Intuit does to safeguard your data and privacy:

  • Your company file and data reside in an industry-standard data center
  • We triple replicate your data at any point in time so that we can recover from hardware failure
  • We make nightly backups of your data, and we store it offsite
  • We participate in the industry-leading privacy and security organizations - TRUSTe and VeriSign
  • We require you to use a secure connection when you connect to our service
  • We use the same high-grade encryption trusted by financial institutions

While there are many steps we take to protect your data, you can also play a critical role in your data security.

Some tips on how you can help keep your data secure:

  • Some passwords are better than others. The best passwords have some or all of these attributes:
    • Not used for any other application or online service
    • Long (six or more characters in total)
    • Include letters, numbers and upper and lower case
    • Avoid using obvious words (family names, birthdays, etc.)
    • Memorize your password: don't write it down on a piece of paper
    • Change your password once every 30 days
  • Don't share your login information with others.
  • Make sure each of the (optional) additional users you authorize to have access to Payroll for QuickBooks Online use distinctive passwords.
  • Assign appropriate access levels to your (optional) additional users.
  • Check the URL when you log in to Payroll for QuickBooks Online. It will always be on one of Intuit's domains, so you should see: https://login.quickbooks.com
  • From time to time, check into the Activity Log in your company file. You can check the log any time and review the complete history of what has been done in your account: this lets you see which of your authorized users have accessed your company file, and what they did while they were in the system.

Cost

Q: How much does Payroll for QuickBooks Online cost?

A: Payroll for QuickBooks Online was created to offer small businesses an easy and convenient way to manage payroll online for an affordable price. For only $19.95 per month, Payroll for QuickBooks Online lets you easily manage payroll yourself within your QuickBooks Online accounting solution. There are no hidden fees or contracts to sign.

Please note that one subscription equals one company (one EIN). You can purchase additional subscriptions on our Website or by calling one of our business consultants.

Q: Still have a question?

A: Feel free to contact us at 866 820-6382 and we will be happy to help you.

Important disclaimers, disclosures and Notes
Payroll for QuickBooks Online requires a short startup interview, Internet access, QuickBooks Online Basic or Plus (sold separately), and a Federal Employer Identification Number (FEIN) for use with Direct Deposit. Check stock sold separately. Plus sales tax where applicable. State forms available for many states; call (800) 267-5519 for a complete list of supported forms. E-Pay feature is available for federal and select state taxes. Please check availability at http://www.payroll.com/support/online/main. You may need to register with tax agencies in order to use E-Pay. E-File is not available with Payroll for QuickBooks Online. 24/7 access is subject to occasional downtime due to systems and servers maintenance and unforeseen events. Terms, conditions, features, pricing, service and support are subject to change without notice.
1 Payroll for QuickBooks Online requires a short startup interview, Internet access, QuickBooks Online Basic or Plus (sold separately), and a Federal Employer Identification Number (FEIN) for use with Direct Deposit. Check stock sold separately. Plus sales tax where applicable. State forms available for many states; call 800.267.5519 for complete list of supported forms. E-Pay feature is available for federal and select state taxes. Please check availability at http://www.payroll.com/support/online/main. You may need to register with tax agencies in order to use E-Pay. E-File is not available with Payroll for QuickBooks Online. 24/7 access is subject to occasional downtime due to systems and servers maintenance and unforeseen events. Terms, conditions, features, pricing, service and support are subject to change without notice.
2 You can set up Direct Deposit for W-2 employees for deposit to only U.S. bank accounts. Federal Employer Identification Number (FEIN) and Internet access are required to use Direct Deposit.
3 E-Pay feature is available for federal and select state taxes. Please check availability at http://www.payroll.com/support/online/main. You may need to register with tax agencies in order to use E-Pay.
4 For the tax forms that are not available, you can easily use the State Tax Summary report to fill out state forms yourself.
5 Internet access required. Valid for US customers with active subscriptions. Support is limited to setup and usage questions. Intuit reserves the right to limit the length of each contact. Phone support is on weekdays between 6AM and 6PM Pacific Time. Service is subject to occasional downtime. Terms and conditions, features, support, pricing and service options subject to change without notice.
6 High speed Internet access required; subject to occasional downtime due to systems and servers maintenance and events beyond our control.
7 You can run payroll the same day you sign up as long as you are not using Direct Deposit.