Integrate with QuickBooks Desktop

QuickBooks Desktop is a desktop accounting software for businesses who need industry-specific features and reporting. QuickBooks Desktop features include inventory tracking and job costing with the beauty of online collaboration and the speed of running QuickBooks on your local machine.

With our QuickBooks Desktop integration, you can export an Intuit Interchange Format (IIF) file containing your payroll information and upload it into your QuickBooks Desktop account. This is also compatible with QuickBooks Enterprise software. You can upload your chart of accounts directly from QBD and use your customized accounts to create a journal entry. There are also options for additional levels of granularity within the entry based on earnings types and Gusto departments.

Click on the headers below to learn more.

Integration setup

  1. Click the Settings tab.

  2. Under Software Integrations, click Add New Integration.

  3. Next to QuickBooks Desktop, click Integrate with QuickBooks.

  4. Upload and map your chart of accounts.

  5. The option to export a Gusto IIF file into your QuickBooks Desktop account will be available the next time you run payroll.

Total wages, taxes, benefit deductions/contributions, reimbursements and contractor payments will now export to your QuickBooks Desktop account each time you run payroll.

Export your payroll

  1. Navigate to the Reports tab.

  2. Click on Payroll History.

  3. Click on the payroll you would like to export.

  4. Export the IIF file.

  5. Sign in to your QBD account and upload the IIF file.

Account mappings

When setting up the QBD integration with Gusto, you will be prompted to map the following Gusto payroll items:

  • Bank Account
  • Earnings Types (Regular, Bonus, Commission etc.)
  • Employer Taxes
  • Reimbursements
  • Benefit Expenses
  • Benefit Liabilities
  • Deduction/Garnishment Liabilities
  • Owner's Draw

The more accounts you choose when setting up the accounting integration, the more detail there will be in the payroll entry sent to the accounting software.  More detail in the entry results in more detailed reports in your accounting software (profit and loss report, expense reports, outstanding liability reports, etc.).

If you'd like to break out different types of earnings into different expense accounts you can make different account selections for each earnings type.  For example, you could have one expense account for vacation pay and a different expense account for overtime.

To add new accounts, you should create those accounts in QBD and re-upload your QBD chart of accounts. All the options in Gusto are generated based on what's in that file. Once you have mapped your chart of accounts, data can be exported to an Intuit Interchange Format (IIF) file, which you will then download and upload to your QuickBooks Desktop account.

Benefits and deductions

Since Gusto does not take any money for benefits or deductions, we include a mapping for benefit/deduction liabilities. This will create line items within the journal entry and accrue an amount owed for the benefit/deduction. When the benefit/deduction is then paid to the correct party, in QBD you can offset your liability and zero out the amount owed. 

Department mappings

Department mappings are another way to add additional granularity. With department mappings you can use different accounts for the different payroll items within a department. This means you can have the earnings of one department go to one account and the earnings of a second department go to a different account. This will expand the entry we send over into the accounting software.

As an example, I have two departments: Design and Marketing. Before I enabled department mappings, all regular wages earned went to one "salaries and wages" expense account. After enabling department mappings, I can use two expense accounts: a "Sales Wages" expense account and a "Marketing Wages" expense account. When running reports in my accounting software I will have this additional breakdown.

Click here to learn more about mapping your accounts.

QBD Classes

When setting up your mappings, you will simply align a department with a Class. As a result the same accounts in your default department mappings will now be tagged with Classes. The payroll entry will then tie to your dimensional reporting needs in your accounting software. You can even have a combination of different expense accounts with different Classes.

FAQs

Mappings

Q: Do you book the wage expense as gross wages or net wages?

A: Gross wages, meaning the wage expense will include employee pay, employee taxes, and employee deductions. Employer taxes and employer contributions will have their own expense line item.

Q: Do you break out individual taxes?

A: We do not break out individual taxes. By transitioning to a third party payroll provider you will no longer have tax payments coming over to your balance sheet as a liability.

Q: How do I handle checks?

A: We recommend printing checks from your Gusto account or handwriting them. You can then reconcile the journal entry from Gusto when the checks are cashed by your employees. We do incorporate the amount of each check in our Journal entry.

Q: What if I want to break out each employees' payroll information?

A: You will want to create a department for each employee and use separate accounts to break out their specific payroll items.

Other

Q: What if I won't be using one of the payroll items listed?

A: The item will still need to be mapped to an account. If the payroll item isn't applicable, nothing will come over related to the account that is selected within your entry. Only payroll items that apply to a processed payroll will populate within the synced entry. 

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