QuickBooks Online is a cloud-based accounting software that helps businesses manage their finances, including tracking income and expenses, generating invoices, and running payroll. It offers powerful features for seamless bookkeeping and integrates with various tools, including Workstream Payroll.
Workstream Payroll connects with QuickBooks Online to automatically send payroll journal entries to your account. This integration helps reduce manual data entry, making payroll accounting easier to manage.
This article explains how to set up the integration, as well as answers to frequently asked questions.
📌 You must be a Payroll admin with the "manage integration" permission to proceed.
The QuickBooks Online integration page is accessible in admin view.
Setting up the QuickBooks Online integration
Once connected, payroll journal entries will automatically sync with your QuickBooks Online account, ensuring seamless financial tracking.
For added flexibility, the Payroll Journal Report is available for each payroll run, providing detailed data to help you customize journal entries based on your accounting needs.
You can work with QuickBooks Online to determine the best method for importing this information into your system.
Sample of a Journal entry from the QuickBooks Online integration.
Follow these steps to connect QuickBooks Online with Workstream Payroll:
In admin view, go to COMPANY SETTINGS, then select Integrations.
Find the QuickBooks Online integration under the Payroll section.
Select Manage next to the Payroll Entity you want to connect with QuickBooks Online.
Select QuickBooks Online, then Connect. You’ll be redirected to the QuickBooks Online login page.
Sign in to your QuickBooks Online account and follow the prompts to complete the connection.
FAQs: Quickbooks Online Integration
Q: Does Workstream have an integration with QuickBooks Desktop?
A: Currently, we don't have an integration with QuickBooks Desktop. However, no other software offers a direct integration with it either. If you're using QuickBooks Desktop, you'll need to manually export or import data. On the bright side, we offer a seamless integration with QuickBooks Online, which provides more up-to-date features and smoother automation.
Q: How does the payroll report download into QuickBooks Online?
A: The process is quick and straightforward, typically taking about 2-5 minutes. Here’s how it works:
Log in to your QuickBooks Online account
Select the account you want to link
Match the General Ledger (GL) code groups.
For QuickBooks Desktop users, the process differs as payroll data is exported in .iif format, a proprietary file type used by Intuit. Since there is no built-in .iif file converter, direct integration with QuickBooks Desktop is not supported. Instead, you’ll need to manually reconcile payroll reports with your General Ledger at the end of each payroll cycle or month.
Q: How does QuickBooks Online integration handle multiple locations?
A: The QuickBooks Online integration doesn't separate out locations at this time. This feature would be part of the advanced QuickBooks Online integration.