Quickbooks Online Integration FAQs
Integrate Quickbooks Online with Check for seamless payroll management and accounting efficiency.
What bookkeeping software does Check currently support?
Check currently supports integration with Quickbooks Online. We plan to add support for additional bookkeeping software over time. Please feel free to drop us a note and let us know what bookkeeping software your customers are using.
How does a company connect its Quickbooks Online account to Check’s payroll system?
During the “Set up accounting” step at the end of the Company Onboard process, users have the option to log in and authorize connecting to their Quickbooks Online account. Setup will continue after authentication is complete.
Which categories must be mapped to the chart of accounts to create payroll journal entries in the general ledger?
The following payroll categories must be mapped to a company’s chart of accounts to enable the proper flow of payroll data from the Check system to the Quickbooks Online general ledger. The categories that are optional for customers can be marked in the dropdown selection as “N/A.” However, Check advises customers to map all categories to accounts in the event that they begin using the category in the future to prevent errors.
Category | Flow | Description | Sample Entries |
Wages and Salaries | Expense,
Debit | All earnings paid to employees and contractors in the pay period. (Also known as “Compensation”. ) | • Employee Wages & Salaries (Gross Pay excluding Reimbursements) |
Contractor Payments | Expense, Debit | All earnings paid to contractors in the pay period. (Also known as “Compensation”. ) | • Contractor Payments(Gross Pay excluding Reimbursements) |
Expense Reimbursements | Expense,
Debit | All reimbursements paid to employees and contractors in the pay period. | • Employee Reimbursements
• Contractor Reimbursements |
Employer Taxes | Expense,
Debit | All employer taxes for the pay period. | • Employer Taxes |
Employee Benefits | Expense,
Debit | All benefits paid by the employer and remitted by the employer for the pay period. | • Employee Benefits |
Bank Account | Liability, Credit | The account that funds the amount that the employer is liable for over a given pay period. | • Cash Requirement (ACH) -- including any taxes and/or garnishments paid by Check
• Checks, ie. Check #122 -- broken out individually |
Payroll Taxes Payable | Liability, Credit | All employer taxes to be paid -- i.e. not remitted by Check. | • Non-remittable Taxes |
Cash Tips | Liability, Credit | All cash tips paid to employees directly | • Cash Tips |
Imputed Income | Liability, Credit | Other imputed income such as use of a company car or gym membership | • Other Imputed Income |
Other Payroll Liabilities | Liability, Credit | All employer benefits and PTDs to be paid out by the employer -- i.e. not managed by Check | • Employee Benefits Liabilities
• Garnishments |
How do Check's payroll fields map to the QBO categories in the components mapping?
Check Field | Quickbooks Category |
employee_gross | Wages and Salaries |
contractor_gross | Contractor Payments |
employee_reimbursements + contractor_reimbursements | Expense Reimbursements |
company_tax_liability | Employer Taxes |
company_benefit_contributions | Employee Benefits |
cash_requirement + (net_pay & contractor_payment where payment_method == manual ) | Bank Account |
taxes where remittable == false | Payroll Taxes Payable |
earnings where type == cash_tips | Cash Tips |
earnings where type == other_imputed | Imputed Income |
company_benefit_contributions + employee_benefit_contributions + post_tax_deductions where managed is false | Other Payroll Liabilities |
What happens if the “auto-push” toggle is enabled?
If “auto-push” is enabled, then the payroll will be automatically pushed to the general ledger as a new journal entry when the payroll moves to the “processing” status from the “pending” status.
Which payrolls can be pushed to Quickbooks Online?
Only Check managed payrolls can be pushed between Check and Quickbooks Online. Non-managed historical payrolls cannot be pushed between these systems.
Can I manually push a payroll to a Quickbooks Online account?
Yes, you can use Check’s endpoint to push a payroll to the general ledger. This will cause Check to create a new journal entry for the chosen payroll. Note: Check does not guard against duplicate entries in the general ledger. If you use Check’s sync endpoint to push a payroll to the general ledger, you may end up with duplicate entries.
Can I push a payroll more than once to my Quickbooks Online account?
Yes, as noted above, if you use the export endpoint, you can push a payroll more than once to your Quickbooks Online general ledger.
What is the date used for the journal entry?
The journal entry’s transaction date will be the approval deadline for payrolls that are run through Check. This date coincides with the date that the cash requirement is pulled from the company bank account. If a payroll doesn’t have an approval deadline, the transaction date will default to the payroll’s payday.
Does Check support cash and/or accrual accounting?
Check supports cash accounting. We recommend this method as the “cleanest” method of payroll accounting, and the easiest for small business customers to understand. For each payroll, we will create a single journal entry at the employer level. An entry will be created for each pull from the company’s bank account used to fund payroll (the cash requirement debit and each individual check paid to an employee).
What’s an example of a journal entry that I would see in my general ledger?
The following is an example of a journal entry:
What happens if a customer would like their journal entry constructed in a different way?
Check only supports journal entries of the above structure. If the customer would like additional customization, the Payroll Journal Report is available for each payroll run on Check. With that granularity, the customer should be able to construct a journal entry that is suitable for their accounting needs.
What happens if a customer removes an account that’s been mapped to a category?
If an account is missing when a payroll entry is pushed to Quickbooks, then the entry will fail. Check will send a webhook to notify the partner of the push failure. The partner should redirect the customer to the accounting setup experience in Company Onboard. The customer will see a notification for the category that is no longer mapped to an account; the customer should complete the mapping to continue.
What happens if a user’s authentication to Quickbooks Online expires?
If a user’s Quickbooks Online account authentication expires, then the payroll entry push will fail. The partner will receive a webhook notifying them of this failure. They should redirect the customer to the accounting setup experience in Company Onboard. Once the customer re-authorizes their Quickbooks Online account, they will see the mappings that they had previously configured and can proceed with using this feature again.
Does the Check Quickbooks integration support account relationships?
Check does not currently support per-workplace or per-department breakdowns in the Quickbooks Online integration. As a result, the integration currently doesn’t support syncing department-level employee wage data.
Last updated on January 31, 2025