Guide: QuickBooks Online integration

If you use QuickBooks Online to manage your company's accounting needs, you can integrate Wagepoint with your QuickBooks Online account to better track your payroll expenses.

This article will show you how to integrate your Wagepoint and QuickBooks Online accounts, as well as how to auto-sync or manually export your payroll data to QuickBooks Online.

You must have the appropriate level of permissions in your QuickBooks Online account before you can set up a Wagepoint integration. This is typically the 'primary administrator' level. If you do not have this permission level, then you'll need to contact the primary administrator in your QuickBooks Online account and ask them to set you up with the needed permissions.

Integrate Wagepoint 2.0 and QuickBooks Online

Step one: Set up QuickBooks Online integration

1. In the navigation bar, go to Add-ons.
2. Select QuickBooks Online.
3. Select Connect to QuickBooks.
4. You’ll be redirected to the Intuit login page to enter your QuickBooks Online credentials.
5. Once you’ve authorized the connection, you will be redirected back to the Wagepoint app. 
6. Click Save.

Step two: Link Wagepoint as an existing or new supplier

1. In the navigation bar, go to Add-ons.
2. Select QuickBooks Online.
3. Select Link supplier tab.
4. Click Let's do it. 
5. Wagepoint will be created as a new or existing supplier in your connected QuickBooks Online account.

Step three: Map your Chart of Accounts

1. In the navigation bar, go to Add-ons.
2. Select QuickBooks Online.
3. Select the Chart of accounts tab.
4. You’ll be presented with an option to have Wagepoint create the Chart of Accounts for each category automatically. 
   1. Select Yes if you’d like us to set up those accounts in QuickBooks Online and automatically map your categories. 
   2. Select No if you already have your Chart of Accounts set up and want to map each category yourself.  
5. Choose your Bank account from the drop-down list. This is where we'll show the payroll charges that come out of your Bank Account. 
6. Under Additional mappings, review and make any necessary changes
   1. Select View next to any of the entries below to review and change the Chart of Account associated with that category. This Chart of Account will be used for all the payroll items that fall within that category Be sure to click Save if you make any changes.
   2. Use the department-specific tabs to review and change the Chart of Account for relevant categories within your various departments.

Payroll clearing account	A payroll clearing account is a temporary holding account where Wagepoint’s payroll withdrawal is first posted. This allows the lump-sum payroll transaction that comes out of your bank feed to be recorded and matched easily.
Wages & earning expenses	The expense for things like regular pay, overtime, and commission that you pay to employees & contractors.
Employee benefit expenses	The expense for company contributions you pay into employee benefits like health plans or RRSPs.
Payroll tax expenses	The expense for the portion you pay for payroll taxes like CPP and EI.
Payroll tax liabilities	The amounts you deduct from employees & the portion you pay to CRA or Revenu Quebec for payroll taxes.
Deductions liabilities	The amounts you deduct from employees for benefits like health plans and RRSPs.
Employee benefit liabilities	The amounts owed to benefit providers for employer paid benefits like health plans and RRSPs.
Wages & earnings liabilities	The liability for things like regular pay, overtime, and commission that you pay to employees & contractors.

We don’t currently support the functionality to export your payroll subscription fees, including sales tax, to QuickBooks Online.

Export your payroll data to QuickBooks Online

Once you’ve completed the steps above, you are now ready to export your payroll data to QuickBooks Online.

There are two ways to export your data:

Use Manual export to export payroll data into QuickBooks Online manually

1. In the navigation bar, go to Add-ons.
2. Select QuickBooks Online.
3. Select the Manual export tab.
4. Under Type of export, indicate your export preference, select the relevant pay group and pay period. 
   • If you select Payroll journal entry, we’ll create two journal entries in QuickBooks Online. The first journal entry will reflect your posting journal payroll report. The second journal entry will reflect your payroll invoice reports. You’ll see a line item for the net pay collection and a second one for the payroll taxes if you indicated that Wagepoint is making the direct deposit and tax payments on your behalf.  
   • If you select Payroll bill, we’ll create a single bill type entry in QuickBooks Online. The amount on this bill will reflect the total of your net pay and tax payroll invoice reports.
5. Click Export. Log in to QuickBooks Online to see the exported payroll data in your Recent Transactions log. 

Use Automatic sync to export payroll data into QuickBooks Online automatically

1. In the navigation bar, go to Add-ons.
2. Select QuickBooks Online.
3. Select the Automatic sync tab.
4. Under Type of export, indicate your export preference, select the relevant pay group and pay period. 
   • If you select Payroll journal entry, we’ll create two journal entries in QuickBooks Online. The first journal entry will reflect your posting journal payroll report. The second journal entry will reflect your payroll invoice reports. You’ll see a line item for the net pay collection and a second one for the payroll taxes if you indicated that Wagepoint is making the direct deposit and tax payments on your behalf.  
   • If you select Payroll bill, we’ll create a single bill type entry in QuickBooks Online. The amount on this bill will reflect the total of your net pay and tax payroll invoice reports.
5. After your payroll is finalized, the system will automatically export the information to QuickBooks Online. 
6. Log in to QuickBooks Online to see the exported payroll data in your Recent Transactions log. 

FAQs: QuickBooks Online integration

• No. At this time, the QuickBooks Online integration does not allow for classes to be exported.
• No, your Wagepoint subscription fees will not post to QuickBooks Online. We don’t support this functionality yet. You will need to make a separate manual entry in your accounting software for the subscription fees, similar to any other bank transaction.
• No, not at this time.
• You can use manual export to create journal entries for past payroll runs. Entries will not be automatically created for past payroll runs.
• All administrator roles are able to map child accounts.