Create and run payroll

In this article, you'll learn how to:

• Assign a pay schedule to your employees
• Create paycheques and send to payroll
• Create and send a scheduled payroll
  • In QuickBooks Online
  • In QuickBooks Desktop
• Create and send an unscheduled payroll
  • In QuickBooks Online
  • In QuickBooks Desktop

Assign a pay schedule to your employees

We recommend using pay schedules to make running your regular payroll more efficient. If you haven’t already, set up and add a payroll schedule for your employees.

Note: You can set up multiple pay schedules for different teams or groups to manage your workforce.

Create paycheques and send to payroll

Next, you’ll need to create your direct deposit or paper paycheques, then send them to us for processing.

Note: When you pay employees, be sure to consider processing times when creating and approving cheques.

If you’ve set up a payroll schedule, you can create a scheduled payroll or an unscheduled payroll

• Scheduled payroll: Paycheques you give your employees regularly. You can also add bonuses or other pay to these paycheques. You'll have a routine pay period and pay date based on the frequency you choose.
  • Note: With QuickBooks Online Payroll, you can set up and manage pay periods for your employees on a weekly, twice-a-week, semi-monthly, and monthly basis.
• Unscheduled payroll: You may need to pay your employees bonuses, commissions, a final paycheque, or report fringe benefits outside your regular payroll schedule.
  • Example: Need to pay your former employee a final paycheque because they no longer work for you? You'll need to create a termination cheque. With this option, you'll also have the option to enter their release date and mark them inactive.

The steps to create your paycheques and run your payroll depend on your payroll service. Select your product below to begin. Not sure which payroll service you have? Here's how to find your payroll service.

Create and send a scheduled payroll

In QuickBooks Online

1. Navigate to Payroll, then select Run payroll.
2. Select a pay schedule, then select Continue.
3. Select the employees you want to pay.
4. Verify that you have selected the correct pay period and pay date. You can also modify them as needed.
5. Change the employee's pay method as needed.
6. Enter hours worked, if applicable. You can hide or show pay types by selecting Customize table.
7. Select Preview Payroll.
8. Verify that you have selected the correct bank account.
9. Select the magnifying glass icon next to the cheque's net pay to edit or preview a specific cheque, then select Save when done.
10. Select Submit payroll.
11. Select Print paycheques, then select Finish payroll to print paycheques.

In QuickBooks Desktop

1. Select Employees, then Pay Employees, and select the cheque type Scheduled Payroll.
2. Select the appropriate schedule, and select Start Scheduled Payroll.
3. Verify the Pay Period Ends date, Cheque Date, and QuickBooks Bank Account.
4. Select the employees you want to pay.
5. You can enter hours using the grid, or if you are using timesheets, you’ll see all their hours for this pay period already entered. To see everyone's paycheque details, select Open Paycheque Detail.
6. Select Save & Next to go to the next employee, or select Save & Close to go back to the Enter Payroll Information window.
7. Select Continue.
8. Review the Cheque/Direct Deposit printing options.
9. Verify the amounts for each employee, and select Create Paycheques.
10. Select Print Pay Cheques or Print/Email Pay stubs now or later as desired.

Create and send an unscheduled payroll

In QuickBooks Online

1. Go to Payroll and select Employees (Take me there).
2. Select the Run payroll ▼ dropdown, and select one of the following options: Bonus only or Commission only.
3. Based on your selection you may be asked additional questions. Enter any info about taxes or paycheque calculations (if applicable). Once complete, select Continue. 
4. Select or review the pay period (if applied) and Pay date.
5. Select the employees you'd like to pay.
6. Enter Hours, Salary, Memo or select Actions ⋮, then Edit paycheque to enter other necessary pay details.
7. Select Preview payroll.
8. Select Preview payroll details, Save for later, or Submit payroll. Enter the Cheque number if you have selected the submit payroll option.
9. Select Close.

In QuickBooks Desktop

1. Select Employees, then Pay Employees, and select from the cheque types Unscheduled Payroll or Termination Cheque.
2. Verify the Pay Period Ends date, Cheque Date, and QuickBooks Bank Account.
3. Select the employees you want to pay.
4. You can enter hours using the grid, or if you are using timesheets, you’ll see all their hours for this pay period already entered. To see everyone's paycheque details, select Open Paycheque Detail.
5. Select Save & Next to go to the next employee, or select Save & Close to go back to the Enter Payroll Information window.
6. Select Continue.
7. Review the Cheque/Direct Deposit printing options.
8. Verify the amounts for each employee, and select Create Paycheques.
9. Select Print Pay Cheques or Print/Email Pay stubs now or later as desired.