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Working inside Paychex: what LedgerBPO does
Paychex bookkeeping services from LedgerBPO give businesses on Paychex Flex a named accountant who prepares each payroll under your authority, posts the Paychex general ledger journal to your accounting file, and reconciles the cash requirements report to the bank. Paychex files and pays the taxes; we make the books agree with them.
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Your subscription, your data
Paychex bookkeeping services from LedgerBPO give businesses on Paychex Flex a named accountant who prepares each payroll under your authority, posts the Paychex general ledger journal to your accounting file, and reconciles the cash requirements report to the bank. Paychex files and pays the taxes; we make the books agree with them.
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Inside your file
Payroll prepared in Paychex Flex and approved by you
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Reconciled on a calendar
GL journal posted each cycle with the right account splits
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Reviewed before you see it
Cash requirements and tax deposits matched to bank every period
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Why businesses on Paychex outsource
Paychex Flex is built to be run by an office manager, which works until that person leaves or gets busy. The payroll still goes out, but the journal entry is skipped, the cash requirements report is never matched to the bank, and Taxpay debits pile up in an uncategorized feed. By the time the CPA asks for the year-end package, the wages line is a guess.
A dedicated accountant makes payroll a routine accounting process instead of an HR chore. We review the payroll before submission, post the general ledger file, reconcile the 401(k) and garnishment remittances, and tie each quarter's filings to the ledger. You keep Paychex, approval stays with you, and the books stay current.
What we do inside Paychex
Payroll preparation in Paychex Flex
We enter hours, rate changes, bonuses and terminations in Flex and send you the pre-submission summary to approve before the deadline.
General ledger service mapping
Paychex's GL service exports a journal per pay period. We map earnings, deductions and taxes to your chart of accounts and keep the mapping current.
Cash requirements reconciliation
The cash requirements report shows what Paychex will draw for net pay, taxes and fees. We match every debit to it on the bank feed.
Taxpay and liability clearing
Taxes paid through Paychex Taxpay are cleared against the accrued liability so nothing is expensed twice.
Retirement and garnishment remittances
Paychex Retirement contributions and garnishment payments are reconciled to the plan and agency statements monthly.
Quarterly and W-2 tie-out
We compare Paychex's 941 and state filings and the year-end W-2 totals to the ledger and document any adjustments.
Integrations we reconcile
- QuickBooks OnlinePaychex GL journals and Taxpay debits matched to the bank feed.
- XeroPayroll journals posted to wages, tax and benefit liability accounts.
- Sage IntacctJournal import with department and location dimensions from Flex.
- Sage 50Manual journal built from the payroll journal report each cycle.
- RampEmployee roster sync so card spend and reimbursements stay separate from payroll.
Migration to and from Paychex
Moving to Paychex
Moving to Paychex mid-year requires year-to-date earnings, taxes and deductions per employee from your previous provider. We collect the final registers and tax deposit history, confirm which quarter the old provider still files, check the YTD load in Flex against the registers, and run the first Paychex cycle in parallel before the old service is canceled.
Moving from Paychex
Leaving Paychex for Gusto, ADP or QuickBooks Payroll follows the same checklist in reverse. We export Paychex's payroll journals, cash requirements reports and tax filing confirmations, agree the switch quarter, hand YTD balances to the new provider, and reconcile the last Taxpay debits so payroll liabilities close at zero on the transition date.
Common Paychex reconciliation problems we fix
Payroll journal, bank and register do not agree
Net pay, taxes and Paychex fees are drawn on different days and sometimes in different amounts than the register shows. We reconcile all three each cycle and explain every difference.
Taxpay debits expensed as wages
When the bank feed rule codes every Paychex debit to wages, employer taxes get counted twice. We route tax debits to the liability accounts instead.
401(k) contributions not matching the plan statement
Timing between the payroll deduction and the Paychex Retirement deposit creates apparent differences. We track the in-transit balance and clear it monthly.
Terminated employees paid late
Final pay rules vary by state and a missed termination date can trigger penalties. We keep a termination checklist with the pay date and the state rule.
Year-end adjustments entered after the last cycle
Fringe benefits and shareholder health insurance must be in Flex before W-2s are produced. We gather them in November and post them before the final payroll.
Other payroll platforms
Frequently asked questions
Do you work inside my existing Paychex account?
Yes. You add us as a user in your own Paychex Flex account with the permissions you choose, and you keep the right to approve or hold every payroll. We prepare the run, you approve, Paychex pays and files. Your contract with Paychex does not change.
How much does Paychex bookkeeping support cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. The quote reflects employee count, pay frequency, the number of states, and whether you want benefits and retirement reconciliation included alongside the monthly bookkeeping.
Who files the payroll tax returns?
Paychex files them through Taxpay under your account. We run payroll under your authority, post the journals and tie each quarter's filings to the ledger. Our payroll support service page explains where our responsibility starts and ends.
Can you set up the Paychex general ledger service for us?
Yes. We map every earning, deduction and tax code to your chart of accounts, test the journal on a completed cycle, and then switch you from manual entries to the exported file. Mapping is reviewed whenever new codes are added.
What if our payroll accounts have not been reconciled in a year?
We treat it as a cleanup project. We rebuild the payroll liability accounts from Paychex reports and bank statements, post correcting entries, and hand a reconciled balance to the monthly service. The payroll reconciliation service covers this scope.
Do you handle Paychex Time and Attendance data?
We compare approved hours from Paychex Time to the payroll preview and query variances before submission. Where you use another timekeeping system, we import the approved totals and keep the same check.
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