The Ultimate Step-by-Step Guide to Add Employee to QuickBooks Payroll

When an employee joins the company, a lot of new information has to be added. In addition to adding employees' bio-data to the company data archives, the employers need to set up how they will transfer salary to the employee. QuickBooks provides an easy way to automate the paycheck deposit. All you need to do as an employer is to add your new employee to QuickBooks Payroll.

In this blog, we will guide you on how to add employee to QuickBooks payroll. Moreover, QuickBooks allows you to edit existing employees or change their payroll info.

For faster resolution of your query and guidance, contact QB Experts at +1-(855)-955-1942. They are available 24/7 to help your QB run perfectly fine.

Before You Add An Employee to QuickBooks Payroll

Before you add a new employee to the QuickBooks payroll, you must have a set of information ready.

• I-9 is a form that is required to verify employment eligibility in the USA. The employee should have a valid Social Security number. Moreover, you should not accept other identification as ITIN in place of the Social Security number.

• ITIN is in the same format as an SSN and is allocated to resident and non-resident citizens in the United States.

• You’ll need W-4: Employee’s Withholding Certificate containing personal info like name, social security number, address, adjustments, etc. Employees can fill in this information and keep a copy for company records.

• You’ll need their email address to send them a request to add their personal information and get their stubs and W-2s online.

• You’ll need their work location or the office address they will be working at.

• You require their bank account and routing numbers to direct deposit the paychecks.

• If you are setting up the payroll for this employee for the first time but have already paid them in the past, you require their year-to-date pay stubs.

After you have arranged the above information, you can proceed to setting up their employee payroll. However, the procedure for adding new employees to the payroll varies in QuickBooks Desktop and QuickBooks Online. Let us look at the steps for both separately.

How To Add New Employee In QuickBooks Desktop

We suggest you set the defaults for employees, such as the pay schedule or how frequently you pay them, the vacation or sick policies, the earning and deductions, and the state taxes, etc.

Setup Employee Defaults in QuickBooks Desktop

• To add a new employee to QB Desktop payroll, sign in as an administrator

• Click on Edit, and from the list of options, choose preferences

• Now, choose Payroll and Employees, followed by company preferences

• Click on Employee Defaults, and choose the preferences you want.

• Once done, select Ok and save the changes.

Once you set these employee defaults, they will appear every time you add employee to QuickBooks payroll.

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Steps to Add New Employee in QuickBooks Desktop

The QB Desktop payroll enhanced users can either set up some info on the employee or invite the employee to complete it. You can also add all the employee information yourself.

• Navigate to Employees and click on Employee Center.

• Now, choose New Employee and fill in the required details.

• Once done, select ok and save.

How To Add An Employee To Payroll In QuickBooks Online

Similar to QuickBooks Desktop, QuickBooks Online allows you to set up the employee info and invite them to complete the rest themselves. However, you can also set up and add all the information yourself.

• In case you want your employee to fill in the address, SSN, banking info, and W-4, you will need to enable Employee self-setup.

Here is how to add employee to payroll in QuickBooks Online:

• Open QuickBooks Online and click on Payroll

• Choose Employees, followed by Add an employee.

• Now, you will need to add their name and email address.

• If the employee self-setup is on, QuickBooks will automatically send the employee an invite to fill in the address, SSN, banking info, and W-4.

• If you want to edit the personal info, tax withholding, or payment method cards, you should turn off the employee self-setup option.

• When you are done with all the fields, save the changes.

Final Words

Now, you will be able to add Employee to QuickBooks payroll on QuickBooks Desktop or QuickBooks Online. However, if you face any issues in setting up the payroll, contact our QB Proadvisor at +1-(855)-955-1942 right now!

Frequently Asked Questions

Q1: How do I add a new employee in QuickBooks Payroll?

A1: To add an employee, go to the Payroll menu, select "Employees," then click "Add Employee." Enter their personal details, tax information, and pay schedule before saving.

Q2: Can I set up direct deposit when adding an employee?

A2: Yes, QuickBooks Payroll allows you to enable direct deposit. Just enter the employee’s bank account and routing number during setup.

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Q3: Do I need tax information to add an employee?

A3: Absolutely. You must collect forms like W-4 for federal taxes and any state forms before entering the employee’s details into QuickBooks Payroll.

Q4: How many employees can I add to QuickBooks Payroll?

A4: There’s no strict limit. You can add as many employees as your subscription allows, making it flexible for small or growing businesses.

Q5: Can I edit employee information after adding them?

A5: Yes, you can update details anytime by going to the "Employees" tab, selecting the worker, and clicking "Edit."

Hi, I'm Harry – a simple guy with a curious mind and a passion for making complicated things easier to understand. Whether it's tech help, solving software issues, or just sharing useful info, I do it with honesty, clarity, and a personal touch.