Instructions for pulling Reports from Quickbooks Desktop
Note: If you‘re starting after Q1, you must also send us Federal 941s, State Withholding filings, and State Unemployment filings for all prior quarters of the current year.
Format requirements
All reports must be in Excel (.xls or .xlsx) format.
Wage History Reports needed:
o Employee Contact List
o Employee Withholding
o Paid Time Off List (if applicable, we’ll also need your full PTO policy)
o Payroll Summary Report
Vendors and contractors (if applicable)
o Vendor Contact List
o 1099 Summary
Where to find these reports
The first three reports you need are found in Reports > Reports Center > Employees
& Payroll. You’ll need to customize the Employee Contact List before saving.
Customize the Employee Contact List as follows:
1. Click Customize Report in top left corner
2. Go to the Display tab, then Columns, scroll or type to search for and add these filters:
a. Employee
b. SSN
c. Address
d. Active Status
e. Date of Birth
f. Hire Date
g. Earnings 1/Rate (and any other rate applicable)
h. Mobile/phone number
i. Main Email
j. Payroll schedule (if multiple)
k. Any other contact information you would like OnPay to add
3. In the Filters tab, go to Active Status, then choose Select All
4. Click OK
5. Save as an Excel
Employee Withholding and Paid Time Off List
There’s no need to customize these reports before saving them as Excel.
Payroll Summary
Go to Reports > Employees & Payroll > Payroll Summary
Current quarter payroll summary: Separate reports by check date
You’ll need to run a separate report for each check date that occurred in the current quarter so far. Do this by entering the same date into the “From” and “To” fields for each report. Start by entering the first check date that occurred in current quarter into both fields.
Click Show Columns, and make sure columns are displayed by Employee.
Save this report in the Excel menu by selecting Create New Worksheet.
Once this first report has been saved to your computer, you can repeat this process for each check date that occurred in the current quarter. For these reports, always enter the same date into the “From” and “To” fields.
Payroll Summary for prior quarters of this year
If you’ve paid wages during a prior quarter of the current year, we’ll need the following:
o One report per each prior quarter (date ranges below)
- Q1: 01/01 – 03/31
- Q2: 04/01 – 06/30
- Q3: 07/01 – 09/30
o One year-to-date Payroll Summary
Show columns by employee > Save each report as Excel
1099 Summary and Vendor Contact List
If you’ve paid wages to independent contractors this year, you’ll need to send us two additional reports:
o 1099 Summary
o Vendor contact list
These reports can be found in Reports > Vendors & Payables. Save each report as Excel.
