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Working inside QuickBooks Payroll: what LedgerBPO does
QuickBooks Payroll bookkeeping services from LedgerBPO give businesses on QuickBooks Online Payroll a named accountant who prepares each pay run under your authority, checks the payroll accounting preferences so wages and taxes post correctly, and reconciles payroll liabilities to the bank. Intuit files where you have enabled automated taxes; we keep the ledger tied to it.
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Your subscription, your data
QuickBooks Payroll bookkeeping services from LedgerBPO give businesses on QuickBooks Online Payroll a named accountant who prepares each pay run under your authority, checks the payroll accounting preferences so wages and taxes post correctly, and reconciles payroll liabilities to the bank. Intuit files where you have enabled automated taxes; we keep the ledger tied to it.
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Inside your file
Pay runs prepared in QuickBooks Online Payroll and approved by you
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Reconciled on a calendar
Payroll accounting preferences mapped so every item posts correctly
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Reviewed before you see it
Payroll liabilities reconciled to tax payments and bank each month
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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 QuickBooks Payroll outsource
QuickBooks Payroll lives inside the same file as your books, so it feels like the accounting takes care of itself. It does not. Payroll items post wherever the accounting preferences point them, tax payments hit the bank on their own schedule, and a single wrong mapping can push employer taxes into wages for a whole year without anyone noticing.
Businesses outsource this work because payroll is a deadline every week or two, and the person running it is usually also running the business. A dedicated accountant prepares the run, checks the preview against timesheets, posts corrections, and reconciles the payroll liabilities account each month. You keep QuickBooks, you approve every run, and the year-end forms agree with the ledger.
What we do inside QuickBooks Payroll
Pay run preparation and review
We enter hours from QuickBooks Time or your timesheets, add bonuses and corrections, and send the preview for your approval before the direct deposit cut-off.
Payroll accounting preferences
Each payroll item is mapped to the right wage, tax and liability account. We review the settings at onboarding and whenever a new item is added.
Auto Payroll oversight
For salaried teams on Auto Payroll, we check the scheduled run before it processes and pause it when there are changes to make.
Automated tax and liability clearing
Where automated taxes and forms are turned on, we match each tax payment to the liability so nothing stays outstanding or gets paid twice.
Payroll reports tie-out
The Payroll Summary, Payroll Tax Liability and Payroll Details reports are tied to the general ledger and the bank every month.
Year-end forms support
We reconcile W-2 and 1099 totals in the US, T4 totals in Canada and P60 figures in the UK against wages before forms are issued.
Integrations we reconcile
- QuickBooks OnlineNative posting of pay runs; we reconcile the payroll liability accounts and bank.
- QuickBooks TimeApproved hours imported into the pay run and checked against the preview.
- ExpensifyReimbursements paid through payroll matched to approved expense reports.
- RampEmployee roster and card spend kept separate from payroll reimbursements.
- Bill.comContractor payments outside payroll tracked for 1099 reporting.
Migration to and from QuickBooks Payroll
Moving to QuickBooks Payroll
Moving to QuickBooks Payroll mid-year means entering year-to-date pay and tax history per employee before the first run. We collect final registers and tax deposit records from the old provider, load the YTD figures, confirm which quarterly returns each provider files, and run the first cycle in parallel so net pay and withholding match to the cent.
Moving from QuickBooks Payroll
Leaving QuickBooks Payroll for Gusto, ADP or Paychex works the same way. We export the Payroll Details and tax payment reports, agree the switch quarter, hand YTD balances to the new provider, and reconcile the last tax payments so the payroll liabilities account closes at zero. Prior pay runs stay in the QuickBooks file for reference.
Common QuickBooks Payroll reconciliation problems we fix
Employer taxes posted to wages
A default mapping can send employer tax expense to the same account as gross pay. We split the mapping so the P&L shows wages and payroll taxes separately.
Payroll liabilities never clear
Tax payments recorded as expenses leave the liability growing month after month. We match each payment to the liability and correct prior periods.
Direct deposit debit not matched
The bank pulls net pay in one lump and taxes in another. We match both to the pay run instead of adding a duplicate expense from the bank feed.
Auto Payroll ran with stale hours
Hourly staff on Auto Payroll can be paid the default hours instead of the actual ones. We review every scheduled run before it processes.
Canada and UK payroll set up like US payroll
CPP, EI, PAYE and pension deductions need their own liability accounts. We configure the chart of accounts for the market you pay in.
Other payroll platforms
Frequently asked questions
Do you work inside my existing QuickBooks Payroll account?
Yes. You keep the QuickBooks Online subscription and invite us as an accountant user with payroll access. We prepare each run, you approve it, and Intuit processes the direct deposits and files where automated taxes are enabled. Nothing is moved to another system.
How much does QuickBooks Payroll bookkeeping support cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. Headcount, pay frequency, the number of states or provinces, and whether monthly bookkeeping is bundled with payroll are the main things that move the quote.
Who files the payroll taxes?
If your plan has automated taxes and forms turned on, Intuit files and pays them under your account. If not, you or your accountant files from the reports we prepare. We run payroll under your authority and post the journals in either case. See our payroll support service for details.
Can you clean up payroll liabilities that have been wrong for a year?
Yes. We rebuild the payroll liability account from the Payroll Tax Liability report and bank statements, post correcting entries, and reconcile to the filed returns. This is scoped as a cleanup project before monthly service starts.
Do you support QuickBooks Payroll in Canada and the UK?
Yes. In Canada we reconcile CPP, EI and income tax remittances to the CRA payment schedule and support T4 preparation. In the UK we tie RTI submissions, PAYE and pension contributions to the ledger and support P60 review. Filing stays with you or Intuit.
What about contractors paid outside payroll?
We track contractor payments through QuickBooks bills or Bill.com so 1099-NEC totals in the US, or T4A figures in Canada, agree with accounts payable at year-end. Our year-end slips service covers the preparation support.
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