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QuickBooks Online Payroll Features: Complete Guide & Benefits

Key Points

  • QuickBooks Online Payroll provides plans with different features to suit various business requirements.QuickBooks Online Payroll provides three plans with different features to suit various business requirements.
  • Payroll setup is easy with automatic tax calculations and simple employee data entry.
  • Users can run payroll as often as desired and enjoy features like same-day direct deposit and tax filing.
  • Complying with federal and state laws is made easy with automatic updates to tax forms and calculations.
  • Employees can view pay stubs and manage personal data using a self-service portal.

“How to Manage Your Construction Employees” from gocodes.com and used with no modifications.

Use QuickBooks Online Payroll to Eliminate Payday Headaches

Running a business means managing payroll effectively to keep your team satisfied and your books correct. QuickBooks Online Payroll is designed to make this critical task less stressful.

You’ll find that managing paychecks, taxes, and employee data is easier than you ever imagined due to its variety of features designed for any small or mid-sized business.

What is Payroll Software?

Payroll software is the link between your company’s financial obligations and your employees’ pay. It’s not just about crunching numbers—a good payroll system will help you:

  • Stay on the right side of tax laws (so important!)
  • Keep employee information in order, and
  • Free up time you and your team members can use to continue building your business.

This is where QuickBooks Online Payroll really comes into its own. It’s not just about cutting paychecks. It’s about choosing to use a smooth financial workflow that meets the needs of your business and your employees.

So let’s see how it can make your life simpler…

What are the main features of QuickBooks Online Payroll?

QuickBooks Online Payroll offers three choices to meet your needsQuickBooks Online Payroll is flexible and can be used by both beginners and experts. You’ll be able to choose from several plans to suit your needs:

  • Payroll Core: “Simple Payroll for Small Teams” that includes full-service payroll (including automated taxes and forms). It’s ideal for businesses that want to easily manage their payroll basics.
  • Payroll Premium: Builds on the Core Plan with features like same-day direct deposit, workers’ comp administration, and access to the HR Support Center.
  • Payroll Elite: The highest level plan includes everything in Premium, plus Expert Setup, personal HR advisor, free multi-state filing, and Tax Penalty Protection.

But it’s not just about selecting a plan. It’s about recognizing the benefits that come with QuickBooks Online Payroll, from automating tax calculations to enabling you and your team to providing employees self-service options.

Getting Started with QuickBooks Online Payroll

1. How to Set Up Your QuickBooks Online Payroll Account

QuickBooks Online Payroll support will guide you through a process to get your payroll set upIt’s easy to set up your payroll with QuickBooks Online. After you’ve chosen your plan, a QuickBooks support representative will guide you through the steps to get your payroll set up.

This process includes adding your business information, tax details, and setting up your employees.

Even if you’re not a tax pro, you don’t need to worry. QuickBooks Online Payroll takes care of calculating your payroll taxes for you, so you can be sure they’re accurate and meet all the necessary requirements. All you have to do is enter the necessary data, and QuickBooks takes care of everything else.

2. Adding Employee Details

Once you have set up your account, you can start adding your employees.

  • QuickBooks has simplified this process by allowing you to send invitations to your employees to enter their personal information. This is a great feature as it not only saves you time, but also ensures that the information entered is accurate and current.
  • After adding your employees to the system, you can establish their pay rates, schedules, and any deductions or contributions.
  • QuickBooks Online Payroll also allows you to handle their paid time off and benefits, making it a one-stop-shop for all your payroll requirements.

Peace of Mind: Stay Updated with Tax Laws

For any business owner, one of the most challenging tasks is staying current with the constant changes in tax laws. However, with QuickBooks Online Payroll, you can be confident that the software is designed to stay updated with the latest tax regulations. This way, you can be sure you’re always in compliance without having to do all the work yourself.

Automatically Updated Federal and State Tax Forms

QuickBooks Online Payroll features the automatic updating of federal and state tax formsQuickBooks Online Payroll automatically updates federal and state tax forms within your system. This means when it’s time to file taxes, you’re always using the most current forms, reducing the risk of errors or compliance issues. Plus, it’s all done within the QuickBooks platform, so you won’t have to waste time searching for the right forms or wondering if you’ve got the latest version.

Keep in mind, it’s crucial to input correct information from the beginning.

QuickBooks will do the math, but it depends on the information you give it. So, ensure your business and employee details are current, and QuickBooks will do everything else.

What’s more, QuickBooks Online Payroll does more than just update forms; it also recalculates taxes as rates change. This ensures you’re always paying the correct amount in payroll taxes, and you’re not left scrambling at the end of the year to make adjustments.

So, QuickBooks Online Payroll takes care of tax compliance for you. It’s like having a tax expert on your team who’s always ensuring you’re on the right path.

  • Automatic tax form updates ensure you’re always in line with the latest regulations.
  • Real-time tax calculations help avoid underpaying or overpaying taxes.

Employee Access: Easy Management

Empowering your employees is an important aspect of managing your finances. QuickBooks Online Payroll has features that allow your team to manage their own information.

This saves you time, and promotes transparency and trust within your company.

  • Employees can log in to view their pay stubs and tax forms whenever they want.
  • Employees can update their personal information through the self-service portal, which reduces the workload for employers.

Employee Self-Service Portal (Workforce)

QuickBooks Online Payroll has features that allow your team to manage their own informationQuickBooks Online Payroll’s self-service portal is a terrific benefit for employers and employees alike. It means your employees can access their pay stubs, tax forms, and personal information online. It eliminates their need to go through your HR or payroll department. This not only makes the process more efficient, but also gives your employees more control over their own information.

Employees can directly update personal information like changes in address or tax withholding preferences in the portal. This reduces the paperwork for you and keeps their, and your, records up to date.

First and foremost, the portal is safe and user-friendly. Employees sign in using their credentials and QuickBooks safeguards their sensitive data using industry-standard security protocols.

  • Employees are happier when they can easily access their own payroll information.
  • You’ll ensure their confidentiality through secure login and data protection.

Workforce for Viewing Pay Stubs and PTO

QuickBooks Workforce is an extension of the self-service portal that is specifically designed for employees to access their pay stubs and PTO balances. Employees can view their earnings, deductions, and even print pay stubs with just a few clicks. They can also keep track of how much paid time off they have left, which helps with planning and ensures that time-off requests are accurate.

This kind of openness and availability creates a more satisfied and involved team. When team members have no trouble getting to their payroll data, it establishes confidence and decreases misunderstanding around payday. To summarize:

  • QuickBooks Workforce provides them with an in-depth look at pay stubs and PTO balances.
  • Being able to print pay stubs and track PTO on their own helps employees feel more in control.

Now, let’s examine some more benefits of using QuickBooks Online Payroll.

Extra Perks and Services with QuickBooks Payroll

QuickBooks Online Payroll is more than just a payroll manager; it’s a full package of services that can help with all your business’s HR needs. From health benefits to workers compensation, and retirement plans, QuickBooks works with the best providers to give you and your employees top-of-the-line benefits.

Extra Human Resources Assistance*

QuickBooks Online Payroll can provide you with HR consultantsThe QuickBooks Online Payroll, particularly the Elite tier, provides you with HR consultants. These experts can help you create personalized job descriptions, guarantee you’re adhering to labor regulations, and even assist in organizing new employee orientation. This additional assistance is crucial for small companies that may not have a dedicated HR team.

Having a professional HR team at your fingertips can save you a lot of time and protect you from expensive errors.

It’s as if you have an HR department that’s always ready to help with any problems you might encounter.

Integration of Health Benefits and 401(k) Plans*

Providing competitive health benefits and retirement plans is crucial for attracting and retaining the best employees. QuickBooks Online Payroll integrates with SimplyInsured and Guideline 401(k) to offer health insurance and retirement plan options that are simple to manage directly from your payroll dashboard. This allows you to provide large-company benefits, even as a small business, without the typical administrative headaches.

With QuickBooks Online Payroll, you can sit back and relax as it automatically takes care of deductions and contributions, saving you time and keeping everything accurate. This integration also makes it easy to manage benefits, so you can easily offer your team the benefits you’d like to offer.

Overall, QuickBooks Online Payroll is a comprehensive platform that can help your business grow by efficiently and effectively handling both payroll and HR tasks. Whether you’re a small business owner or an experienced financial manager, QuickBooks Online Payroll has the features and support you need to thrive.

Customizing QuickBooks Online Payroll to Suit Your Business


QuickBooks Online Payroll recognizes that every business is different and becomes a tool to help you transform your payroll experience.

You can customize QuickBooks Online Payroll to suit your Business needsIt offers a variety of customization options to match your unique requirements.

You can establish various pay schedules, create personalized pay types, and even include multiple deductions and contributions. Your Online Payroll system is flexible, whether you’re dealing with hourly pay, salaries, bonuses, or commission-based pay.

Even if you’re nervous about the setup process, QuickBooks has your back. They provide a guided setup process and free expert support to make sure you’re good to go without any issues. This kind of hands-on help is especially useful if you’re switching from a different payroll system or setting up payroll for the first time.

Visit us here to learn more about QuickBooks Online Payroll options and how you can select the right program to fit your business’s needs.

Adapts to Your Business’s Growth

QuickBooks Online Payroll is designed to grow with your business. As your business expands and your payroll needs become more complex, you can easily upgrade your plan to include more features. You can add new employees, benefits, and even HR services as your business requires. This flexibility ensures that QuickBooks Online Payroll continues to be a valuable asset for your business, regardless of its size.

FAQs about QuickBooks Online Payroll

Commonly Asked Questions

  • How does QuickBooks Online Payroll manage direct deposits?

    Direct deposits are simple with QuickBooks Online Payroll. You can establish direct deposit for your workers, and they’ll get their wages directly in their bank accounts. The best part? QuickBooks provides same-day or next-day direct deposit choices, guaranteeing your team is paid on schedule, each time.

  • Can QuickBooks Online Payroll be used to pay contractors?

QuickBooks Online Payroll can be used to pay Independent ContractorsYes, it can. QuickBooks Online Payroll is equipped to manage payments for both employees and contractors. You can add contractors to your payroll, pay them via direct deposit, and file 1099s at the end of the year. This allows you to manage all your payment needs in one convenient location.

Additionally, QuickBooks Online Payroll ensures that contractor payments are reported correctly for tax reasons, which is vital for maintaining compliance with IRS rules.

  • Does QuickBooks Online Payroll handle state new hire reporting?

Indeed, QuickBooks Online Payroll does manage state new hire reporting. When you enlist a new employee to your payroll, QuickBooks will send the necessary details to the relevant state agencies. This not only spares you the time but also guarantees you’re fulfilling your legal duties as an employer.

  • How does QuickBooks stay current with changing payroll laws and tax rates?

QuickBooks Online Payroll keeps up with the latest payroll laws and tax rates by regularly updating its software. This means you can stop stressing about keeping up with these changes on your own. QuickBooks handles it for you, making sure your payroll stays in line with the most recent laws and regulations.

  • Can I get help setting up payroll with QuickBooks Online Payroll?

Of course! QuickBooks Online Payroll offers a lot of assistance when it comes to setting up payroll. When you first sign up, you’ll be guided through the setup process. If you choose the Premium or Elite plans, you’ll get additional help setting up from QuickBooks experts. This will help make sure your payroll is set up right from the beginning.

  • What customer service options are available through QuickBooks Online Payroll?

QuickBooks Online Payroll provides customer support through several methods, including phone, email, and live chat. They also have a comprehensive online help center that includes articles, tutorials, and community forums where users can get answers to frequently asked questions and learn from other QuickBooks users.

  • How do I connect QuickBooks Online Payroll to my accounting software?

Connecting QuickBooks Online Payroll to your QuickBooks accounting software is a breeze. If you’re already a QuickBooks user for accounting, all you need to do is subscribe to the payroll service. Your payroll data will then automatically synchronize with your accounting data, giving you a comprehensive financial overview of your business.

NOTE for QuickBooks or Enterprise Desktop users: You can use QuickBooks Online Payroll much as you would any other “external” payroll service (for example, ADP or Paychex). Throughout our years of working with Desktop, we’ve helped many clients customize their company files to use those payroll services. Contact us to discuss that option.

  • Is time tracking included in QuickBooks Online Payroll?

Indeed, QuickBooks Online Payroll does include time tracking, but only with the Premium and Elite plans. This is made possible through QuickBooks Time. Your employees can clock in and out using their mobile devices, and their hours are automatically incorporated into your payroll system. This is a great way to manage time sheets and guarantee accurate payroll.

NOTE for QuickBooks or Enterprise Desktop users: The QuickBooks Time software that integrates directly with Desktop is a program separate from the QuickBooks Time that integrates with QuickBooks Online Payroll. However, if you primarily are interested in time-tracking for creating payroll through QuickBooks Online Payroll, you’ll find the integrated version very useful!

  • Is it possible to provide health insurance benefits through QuickBooks Online Payroll?

Yes, it is. QuickBooks Online Payroll collaborates with SimplyInsured to provide health insurance choices that you can control directly from your payroll dashboard. This integration simplifies the process of providing and managing health benefits for your employees, while also keeping track of the required deductions and contributions.

  • How much does QuickBooks Online Payroll cost for a small business?

The cost of QuickBooks Online Payroll for a small business is dependent on the plan you select and the number of employees you have. The Core plan starts at a base price with an additional per-employee fee, with the price increasing for the Premium and Elite plans, which offer more features. QuickBooks often has promotions running, so it’s a good idea to check with us to receive our preferred QuickBooks Solution Provider rates.


QuickBooks Online Payroll offers a variety of features that can help streamline your payroll process. With the ability to manage your payroll from any location at any time, it provides flexibility and convenience for business owners. Additionally, the software includes automated tax calculations, electronic tax filing, and direct deposit to make payroll management as efficient as possible.

For a quote be sure to check with us to receive our preferred QuickBooks Solution Provider rates. And we’re always here to answer any questions,

*NOTE: Specific benefits marked with the * are included only with specific plans or are available through related companies. Discuss specifics with us, or with our designated Intuit Payroll representative.

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