Manual Payroll in QuickBooks Desktop (US) for Job Costing

[@timbaker6108]

Quick, comprehensive, succinct. The level of information, your thought process, and sequencing of steps are much better than most presenters of online courses. Kudos.

[@HectorGarciaCPA]

Tim Baker thanks!

[@gracesdesk9592]

Hector... I just happen to see this on your Facebook page.. I just want you to know how thankful I am that you create these videos (along with Michelle Long). I find them so helpful.. I really appreciate all you do.. Thank you!!!!

[@HectorGarciaCPA]

Grace Spangler you are welcome

[@carolsimone313]

...this tutorial is absolutely awesome; have been spinning my wheels to do manual payroll and this just "sums it up" meticulously, Hector! Thank You For Sharing :)

[@HectorGarciaCPA]

Carol Simone you welcome

[@ginabaker1130]

You've been doing this for a while now! I commend you. You are a blessing to this QB 2015 Desktop user : )

[@HectorGarciaCPA]

:)

[@jeanniecrook6868]

This is fabulous! Exactly what I needed, thank you! I love that I can now spread the total burdened cost across the jobs correctly with this method. One question though, at 21:58 when you show where the payroll benefits cost is coming from, it appears that the health insurance is not being calculated into it. Job 3 had 15 hours, 37.5% of the total 40 hours, so I would expect that payroll benefits cost would be $177.75 ($150+$324x37.5%). The benefits cost it's showing, $121.50 is 37.5% of only the $324. Why doesn't it calculate the health insurance item also?

[@HectorGarciaCPA]

Jeannie Crook if health insurance is solely an employee deduction, then there is no Job costing... just the employer part

[@jeanniecrook6868]

In this example it was company paid health insurance. That's why I was confused why it wouldn't be calculated in with benefits cost.

[@HectorGarciaCPA]

Jeannie Crook yes.. is because I used the same account for both the debit and credit (there is another missing transaction, which is the actual payment of the health insurance) i works, is just the way I did it cause the issue

[@louietoltolvlog9699]

@@HectorGarciaCPA Can I set up a payroll (paycheck) automatically calculate fica, all other taxes, deduction from paycheck in QB? I don’t want to input manually for taxes.

[@louietoltolvlog9699]

Amazing thank you so much. Is qb payroll feature as calculate taxes and deductions from paycheck charged a service qb fee? Or is it free?

[@HectorGarciaCPA]

You pay extra

[@bradstoppenhagen2267]

I was having the same issue trying to install for QB2017. For those having problems installing per the instructions, apparently there is an issue with Quickbooks. There is a workaround where you need to modify one of the Quickbook files. Instructions can be found here: quickbooks.intuit.com/community/Employees-and-payroll/Manual-Payroll/m-p/218186#M3423

[@EduardoGonzalez-su5pd]

Hector, this was a really great tutorial. I wanted to create a new company file and didn't know that the old one I got when I bought the business had manual payroll, and the new one would not show the pay employees icon. I spent all kinds of time with Intuit on the phone and all they said is that I didn't have a subscription and that it was very odd that I had access to basic payroll without it, that I needed the service in order to have access in the new file.

[@HectorGarciaCPA]

Eduardo Gonzalez the power of knowing.... LOL

[@robwin0072]

Hector, kudos for this video. I knew there was a way to run payroll manually, and you are correct; it was so hidden I didn’t realize the option existed anymore. If payroll continues to increase in price, It may compel me to use manual payroll. For my Clients with few workers, e.g., three or fewer, I will recommend it.

[@louietoltolvlog9699]

Can I set up a payroll (paycheck) automatically calculate fica, all other taxes, deduction from paycheck in QB? I don’t want to input manually for taxes.

[@HectorGarciaCPA]

If you pay the subscription, it does it automatically… otherwise you use the manual option to do it by hand

[@drbrut]

Thanks for your help. I just got off the phone with QuickBooks help desk and they stated there is now way to perform manual payroll.

[@HectorGarciaCPA]

drbrut they don’t support this, but the option is there

[@johnM-se5bt]

Still relevant as of 9/10/2020! Your instructions really helped. Thanks for posting this video...

[@HectorGarciaCPA]

john M thanks

[@ivonneserviexperts5190]

This option is still funtionallity in QB 2020? Thanks for this video

[@beverlypeaslee9868]

Excellent video. Wondering how you add the company paid liabilities for each employee per paycheck. Is this through GJE?

[@timhealy2329]

WOW! Well done. Just starting QBooks Pro. Very specific answer to the question I had. Even my wife (the Qbooks family pro) is impressed lol. Thank you.

[@HectorGarciaCPA]

+Tim Healy that is great news!

[@benesspanugan8150]

hi! I tried to follow your instructions but it says that the webpage cannot be displayed? I hope you can help me asap. Badly needed for my school project

[@clairebook7237]

Your tutorial is so great, you explain things so well. I learned exactly what I was looking for. 😊

[@HectorGarciaCPA]

Claire Book thanks.

[@monicatavernier7584]

hi hector I would like to see a video on how and what will be the best way to enter payroll manually on quick books online

[@darksky2935]

i believe hector was a specialist for QB Desktop not fir the QBO .

[@reytirado6773]

Hello Hector, great videos. I just have a question. I see how you clear the balance from the checking account against the payroll expense account. This way the cancel each other out but, how do you show the actual expenses on the Cost of good sold account? Or you just do a journal entry at the time you are doing your invoicing for the job? I am thinking that On the P & L you should reflect the charges on the Cost of Good sold account and not on the Expenses account.

[@Mgbbta]

Wow! I have been using QBD and I didn’t know about the manual payroll. Thanks for your wonderful tutorial. I still have few questions thought. So the payroll it’s through ADP and I just finished entering the payroll report manually into QBD, ADP it’s deducting every week the payroll liabilities and the employer portion. How do I record it? Do I go to “pay payroll liabilities? Thanks again. I’m learning so much from you.

[@HectorGarciaCPA]

You have to pay those liabilities as well

[@Mgbbta]

Hector Garcia CPA thank you so much!!!! Your are so great

[@intzarhussainshah4686]

Hi sir, is it possible to create payroll liability just on monthly basis. As we don't need to create time sheet on daily or weekly and no taxes. We just need to rais the payroll liability as single amount against each employee on month end. Thanks

[@beautifullady7632]

If this is used for office clerk, what do I enter “ customer job” maybe just leave it out?

[@HerbC-k1u]

Great Video Hector, However, your video doesn't cover what happens if you stop Payroll subscription and still want QUICKBooks to calculate manually from Payroll List items. I can do this in Other Taxes with custom set up, but not for Social Security & MCare. Can this be done also for Social Security & Medicare as well? Also, my manual check box is grayed out. I used Enterprise QBooks 2019.

[@HectorGarciaCPA]

One you turn Payroll on, you cant turn on Manual payroll :(

[@brendafitzgerald7292]

I can't get the help center to open and set payroll like it says in the vidieo. we purchased the payroll subscription but decided to stay with the company that is already doing the payroll. We need to put the payroll in for the company and it isn't balancing correctly.

[@michelleschultz3242]

for costing-does it follow the pay period date? Say they are paid net 30 and that crosses a month. Will the costing follow the pay period to fall in the correct month not the check date?

[@HectorGarciaCPA]

Check date only.

[@tennesseejoseph1389]

Do you have a blank company file with manual payroll activated

[@jillianharte6612]

Hi Hector. I utilized your tutorial a few months ago and everything worked out great. Thank you so much. I needed to download Desktop on a different computer and I am having trouble turning on the manual payroll. The problem starts in the beginning when searching in help. The very first link you use in this video does not appear. I also noticed others in the community are having the same issues. Any way you can assist?

[@HectorGarciaCPA]

Jillian Harte some computers don’t allow it.. because of internet explorer bugs.

[@vivranaa]

Hector...Great video. Thank you. Any video when not using third party payroll company like ADP. Basically, we are just 2 person company and want to run payroll ourselves and pay the taxes to all liability. We don't have any state taxes which is slightly better than many other states

[@HectorGarciaCPA]

Don’t have one on that.

[@bettysolorzano223]

Good Day Hector! I just learned about the timesheets, that you can add a job to an employee, but I would like to know, what if you have employees that are paid a percentage from three or four different jobs? can you do that in the time sheets in QuickBooks? Thanks

[@HectorGarciaCPA]

Betty Solorzano yes

[@jojodogfood]

Hello Hector, Thanks for all your videos. They have been invaluable to me over the last few years. Currently I am having a problem with paying employees. I have activated the manual payroll and set up my employees easily. However the PAY EMPLOYEE button does not work. I have checked the QB community and find that I am not the only one encountering this issue. DO you know what the issue might be. I am using Enterprise desktop 2018. Multi-currency (home currency is not US dollars).

[@learningpointacademy8446]

Hi Hector, Very helpful and great tutorial. You explained every thing very well. Regarding how to track labor cost and apply on a job. I learned exactly from this tutorial what I am looking for. Hector kindly make a tutorial regarding how to Assign Overhead to Job Cost Reports Quickbooks. Thanks and Best Regards,

[@gabrielapataro8725]

thank you for the presentation --- I have used QB for years, retired and I'm returning to help a friend structure her biz. I am APALLED that QB is holding people hostage by forcing people to may monthly subscription fees + per employee fees... My question is. . . I phoned QB and in my several questions about P/R the agent told me that if I buy the software from a standard office supply or electronics place the Payroll system LOCKS after a year. Is that true?

[@HectorGarciaCPA]

Gabriela Pataro payroll is an annual subscription

[@GigiLopez-kq4ll]

This is exactly what I needed. Thank you so much!

[@HectorGarciaCPA]

:)

[@ritzjones5705]

Hi Hector, This is really helpful. So, i tried to manually set up payroll but im wondering why it doesnt show the enter time line in Employees tab?

[@HectorGarciaCPA]

not sure.. call tech support

[@defilippislandscaping5338]

Trying to set this up and have gotten up to Pay Employees but on my home page it does not show the "Turn on Payroll icon". Did I miss something. Thank you.

[@HectorGarciaCPA]

Is this a US version?

[@defilippislandscaping5338]

@@HectorGarciaCPA yes, this is the US version.

[@defilippislandscaping5338]

Hi Hector. I am still having the issue as mentioned above. Any help you can give me would be really appreciated. Just want somewhere to put the guys weekly net income. Thank you.

[@HectorGarciaCPA]

Defilippis Landscaping maybe try QB support

[@HectorGarciaCPA]

Defilippis Landscaping this video goes live tomorrow: kzbin.info/www/bejne/ooe1iXqspc2raKM

[@deehull6917]

Hector...awesome vid. My question is this. I was just writing a check for payroll all year, and used one account payroll expenses. I went back and opened up payroll and added all of the checks and breakdown for the same year using payroll clearing bank account. How do I get rid of the checks or point the checks back to the entries. essentially combining the two accounts?

[@HectorGarciaCPA]

Dee Hull can’t really combine the accounts.. but the actual check that was paid from the bank needs to go to the clearing account to zero out the transaction

[@aryelalexis2011]

I have QB 2014. Does 2014 allow you to categorize employees who are direct and indirect? If so, how can I set that up or where can I go? If you can just direct me to that, it would be great! Thank you

[@HectorGarciaCPA]

+pandora y&B all versions let you categorize any categories in the chart of accounts.. "direct" and "indirect" is not a thing..

[@arleni3]

Héctor, You talk Spanish? I have doubt with QuickBooks payroll and how download the QuickBooks desktop... thanks for you attention

[@HectorGarciaCPA]

i speak spanish... cual es tu pregunta

[@dozerking]

Great video, thank you. Question, we just upgraded from 2010 Premier to 2017 Premier and converted our company file over. We've always used Manual payroll as we use an outside company and then manually plug everything in. Problem is, in 2017, the "Pay Employees" button doesn't work, you click it and nothing happens. I've set the company file to Manual Payroll as well per your video. Any ideas? When I start a new company, this button works fine, but not with our existing company file. Something must be triggering 2017 not to allow us to use it? Intuit was completely worthless on the phone for the last 3 days...

[@HectorGarciaCPA]

dozerking wow... no clue.. did you go to you preferences and disabled payroll? Then enable it again..

[@shawndurkin1166]

Hector Garcia CPA yeah, we are locked out of all payroll. We will probably need to create a new company file and hopefully be able to transfer our customers , vendors and accounts with transactions and balances through excel ? We have a fairly large amount of data , definitely can't retype everything.

[@gbsnigeria1377]

1. Click Edit- Preferences-Checking-Company Preferences 2. Check Open the Create Paycheck and Open the Pay Payroll Liabilities. 3. Clear the Account name in the form with account field. 4. Click ok and the Pay Employees button should be active again. You will have to repeat the steps every time you want to pay employees. Cheers!

[@shawndurkin1166]

Thanks for the reply CA Technologies. When I go to clear the Account name in the account field and then hit Ok, a box pops up saying "You must choose an account to write paychecks", and won't let me continue :(

[@HectorGarciaCPA]

Shawn Durkin you have to use a bank account

[@brianuncalbert6187]

Every time I go to the help menu it gives me an error message and won't let me get to the manual payroll :( can anyone help me work around this?

[@RealityisaComedy]

Do you know if we can print W2's without having the payroll subscription (if we manually input the paycheck info)? Thank you

[@HectorGarciaCPA]

Angelo and Sons not possible.. you need a subscription

[@ReneRaffo]

Hector I need individual help on this if you can do it let me know

[@steameducationbykiranbhatt6836]

Hector hope you could solve this. while setting manual payroll, it shows "this webpage cannot be displayed" dialog box.....

[@HectorGarciaCPA]

Kiran Bhatta i seen that before... I don’t know how to fix... you can try updating your Internet Explorer to the latest version.

[@monyreyes9373]

I need help ASAP please, I do really need help with quickbooks please, any advising

[@melaniekehaya2868]

General question please as am thinking of getting this software. I am self employed therefore irregular payments. I need to do my taxes at the end of the year as you know. I am wondering if there is a way I can give myself a monthly net pay and add in my tax and national insurance contributions up to the date as in PAYE. I hate the big bills at the end of the year. Many thanx

[@HectorGarciaCPA]

+melanie kehaya consult you tax advisor.. i am in the US

[@bradgoodman2259]

Hector, is it possible to use Enterprise 2019 without a payroll subscription ? I'm getting mixed answers. Quickbooks says if I drop my payroll subscription, the software will quit working altogether. Yet I have read you can stop the payroll sucscription and do payroll manually and the program will continue to work normally. Your thoughts?

[@HectorGarciaCPA]

Brad Goodman no they are crazy. You can have QuickBooks Enterprise with or without Payroll. But there is still a monthly/annual subscription for enterprise.

[@bradgoodman2259]

@@HectorGarciaCPA Ok, I was hoping to do payroll manully and "not" renew my QB Enterprise subscription. They say if I don't renew the subscription, the software will cease to work altogether. I have it loaded on my laptop as an experiment and doing payroll manually, but the laptop isn't on the internet and it works fine. I suppose if I were on the internet with the laptop after the subscription laspes, the QB program may cease to work if it interacts with the Intuit servers ? Your thoughts ?

[@bettysolorzano223]

Oh you just answered my question, you are awesome with so much knowledge...Thanks

[@Jabartia]

You are fantastic man keep up the excellent videos on quick books.

[@HectorGarciaCPA]

+Jabarti Abdirahman :)

[@shahfaisal9570]

Hello Sir I am the accountant in business of professional service and i am using quick books, this is best video for me but not understand complete process of payroll, please guide me or upload the video of it. i need to understand the advance to employee, bonus, overtime and salary, and adjustment of advance against salary and shown properly in payroll summary. if any fees for this then i can pay for it. must answer me please.thanks

[@HectorGarciaCPA]

+Shah Faisal you can call 954-816-7738 if you are looking for a 1on1 session from someone in my office

[@loriezweifel3364]

Hey Hector, thank you so much for your information... I realize you posted this video over a year ago now and I am using Quickbooks Pro 2017 Desktop without Payroll. I currently have another payroll service and do not need to pay for this twice but would like to implement what you are talking about here except it seems a little different or maybe even impossible with Quickbooks 2017 Pro for Desktop. Let me know if you have some advise I would appreciate it!

[@HectorGarciaCPA]

I have not tested in QB Pro 2017.... but it should work the same way... (is this the US version?)

[@HectorGarciaCPA]

I received feedback that this does not work on Canadian version!

[@loriezweifel3364]

Hector Garcia CPA yes, Hector I am in Canada. If you have any suggestions, very much appreciated.

[@brendafitzgerald7292]

I have the same program and I am in the us. I can't get it to work like you showed either

[@JenniferLannon619]

@@brendafitzgerald7292 I have the US version of QB Pro 2012. I cannot get the option to pay employees either. Did you find a workaround? Please help!

[@brendavidal8624]

Hola hector yo llevo mi contabilidad de pagos manuales pero me gustari llevar el control en quickbookpero mo lo se usar mucho y como pago por salario cada mes lo puedo llevar también aquí

[@HectorGarciaCPA]

No es tan fácil explicar todo el proceso por aquí...yo creo que el video lo explica

[@nadeemsaiyed8541]

hey hector u doing great ,,, i need ur help if one has forget some employee and created the paychecks ,,how can the missed employee be added in qb desktop......

[@HectorGarciaCPA]

Nadeem Saiyed just create the employee

[@abdulazizmohamud3337]

Why does my Have a Question window in QuickBooks (2018) looks different when I search “Manual payroll”? Help!

[@HectorGarciaCPA]

They all could look different

[@HectorGarciaCPA]

Michael Kearns the issue is you need to be in a supported version.. QB stops supporting versions after 3 years. So right now 2017 and above are the only active/supported versions

[@ecosteamcleaningservices5384]

Hello I am running a small businnes in my country and i use the quicbook offfline program Premier 2018 accountant.. In uk version. I would like to activate the payroll but i need a service key. It is possible to help too find it free due to i have only 3 employees. Thank you for your time

[@HectorGarciaCPA]

Manual payroll is only a US feature

[@ecosteamcleaningservices5384]

@@HectorGarciaCPA Thank you for your reply

[@AYMGO]

Hello Mr. Garcia.. I just got QuickBooks Desktop Mac 2020 version V19.0.6 R7 and unfortunately can not find any option for Manual Payroll. I just want to pay myself as owner and only employee ... is that the best option... please tell me how can I print a professional check to myself.. Tks

[@HectorGarciaCPA]

There is no Payroll on MAC

[@AYMGO]

I am sole proprietor of a LLC ... how can I pay myself ... salary or other way...?

[@monyreyes9373]

Please what or how will be the easiest way to learn quickbooks program..

[@HectorGarciaCPA]

take a class

[@monyreyes9373]

I did and still cofuse me, little bit!! im looking thru internet tutorials like from basics

[@HectorGarciaCPA]

where did you take the class??

[@monyreyes9373]

Hector Garcia CPA I took it at technology center, here in Oklahoma City

[@monyreyes9373]

Hector Garcia CPA less than a month didn't work for me!!

[@ReneRaffo]

instead of doing a fake bank account why not have it on the main account were the money is being taken out ? and if win the fake account that is use for payroll instead of putting a negative amount to balance why not do a transfer to cover the real expense

[@robertagraver8742]

I've been using the QB payroll service for years, but want to cancel and do it manually now. When I turn off the service, will I loose my payroll data in my current company file (the history)? Should I start fresh with a new company file when I change to manual payroll?

[@HectorGarciaCPA]

+Roberta Graver dont know the answer I would contact intuit

[@RVINLB]

Hello Hector, I use ADP for my payroll. Is there a way to import my payroll excel file into the quickbooks payroll without having to manually enter every single item?

[@HectorGarciaCPA]

if ADP can import an IIF file that is best

[@RVINLB]

Ill have to double check that. Because we currently import but is not as detailed. Thank you!

[@lillianpresley574]

Hi Hector, I tried to manually turn on payroll, but it does not have that option. I'm using 2015 QBD Premier Retail Edition and I'm in Canada (not sure if that may be the reason why?)

[@HectorGarciaCPA]

US version only.. Canada does not work.

[@lillianpresley574]

+Hector Garcia (CPA) too bad :( but thanks for the answer

[@lillianpresley574]

+Hector Garcia (CPA) one more question then, would you recommend QBD payroll for 55-60 employees?

[@HectorGarciaCPA]

+Lillian Presley yes

[@darksky2935]

+Lillian Presley . just so u know if u have 50+ emoloyees . u should switch over ur QBD Prem. to Enterprise.

[@orangzebmalik7548]

Your tutorial is really helpful. Thanks for your hard work.

[@HectorGarciaCPA]

Orangzeb Malik cool

[@lastdrop5880]

Thanks for your valuable tutorial.

[@mrsrosawayda]

Hi Hector... I love watching your training videos! I was wondering if there would be any way I can have a phone call with you for questions. I watched your payroll video of turning on manual video several times yet can not access it from the help with my 2019 Premier Contractor Edition. Do you do phone training? I would like to generate a job report that shows Contract, Costs, Labor Hours and Labor Costs. I'm not sure that it is possible ? Can you help me?

[@HectorGarciaCPA]

Yes, we do remote training; call my office to schedule it. 954-414-1524 There are several reports that give you that info.. but there isn’t one single report for all that info.

[@rosawayda7764]

Rosa Wayda sounds great i will call your office. I would like to know if the version of my QuickBooks spent allow manual payroll.

[@HectorGarciaCPA]

Life Way Coaching which version did you buy?

[@rosawayda7764]

Hector Garcia CPA premier contractor 2019. I can't seem to get that link for manual payroll from help

[@HectorGarciaCPA]

Life Way Coaching it works... there is some troubleshooting you need to do..

[@ramonseguijr.7049]

Thank you so much for all your help, you sir are a scholar and a gentleman!

[@HectorGarciaCPA]

Ramon Segui Jr. glad you liked it... thanks

[@el3978]

Hector, From the help menu I clicked on set company file to manual payroll calculations. And instead of the next step yours showed i was sent to a "webpage can not be displayed screen" I am running pro 2015. Do i need to be on a more current version to turn on manual payroll?

[@HectorGarciaCPA]

Not sure what to tell you.. this is US version right?

[@krismorgan1150]

I had the same issue until I downloaded a pdf repair fix for Intuit. Then I tried Hector's process and it worked.

[@brianuncalbert6187]

@@krismorgan1150 can you please link us where you got the pdf repair fix?

[@msaznqt]

Thank you so much for doing this tutorial. It was very helpful.

[@jonathanmartin1438]

Hi Hector Unfotunately when you enter 'manual payroll' in the QuickBooks help table in the UK version of QuickBooks it does not dispaly any of the above search results and so we dont seem to be able to urn on manual payroll, do you have any suggestions?

[@HectorGarciaCPA]

+Phillip Martin US version only...

[@bettysolorzano223]

Hector I have a question. I do the books for a non-profit where the salaries have to be allocated to different jobs or programs that I have in an excel ADP does our payroll and at the end of the month I post payroll into journal entries in QuickBooks, would this manual payroll work for my scenario?

[@HectorGarciaCPA]

nothing would change.. it would be the same process

[@jarochotx]

Is this still working? , I've tried but the link sent me to the online page and it does not help

[@HectorGarciaCPA]

Alejandro Arturo Sastré Sastre some people are reporting that doesn’t work for them...

[@cwdadvan7875]

Love your Vids Hector. Thanks so much for your time!

[@HectorGarciaCPA]

glad you like it

[@franciswhite419]

Why doesn't this work in QB2017?

[@HectorGarciaCPA]

Should

[@franciswhite419]

@@HectorGarciaCPA I learned today it's not available in the Canadian version. Very disappointing.

[@HectorGarciaCPA]

francis white sorry.. my videos are based on US version only

[@johngies4024]

Is this QB for Mac or PC

[@HectorGarciaCPA]

PC only.. no payroll on the mac

[@surpriseforyou241]

HOW TO ADD EMPLOY BANK ACCOUNT IN PAYROOL

[@legionviii2305]

You need to pay for the annual payroll in quickbooks in order to do direct deposit.

[@RCW33525]

Thank You!!! Excellent advice and instructions!

[@HectorGarciaCPA]

Rick Whipple you welcome

[@sandystephenson6330]

thank you for this video!....quickbooks themselves could not (or would not) help me set up my payroll manually

[@HectorGarciaCPA]

Hehe, great

[@cpmerchant]

great vid, thank you sir.

[@HectorGarciaCPA]

+Chris Merchant u welcome

[@UsmanKhan-pb7bw]

Hello hector I need some information that is not in the video can we contact on skype ?

[@HectorGarciaCPA]

+Usman Khan yes, you have to call my office and make an appoinment first

[@UsmanKhan-pb7bw]

office number or skype id thanks

[@residualmoney9883]

Great!

[@HectorGarciaCPA]

:)

[@syedyasir1024]

Thanks

[@HectorGarciaCPA]

You welcome