(CA) QuickBooks Online integration

If you use QuickBooks Online (QBO) to manage your company's accounting needs, you can integrate Wagepoint with your QBO account to better track your payroll expenses.

Set up QuickBooks Online integration

1. Click the "Add-ons" icon in the top navigation bar.
2. Click the [Explore] button to see the full list of integrations you have available to improve your payroll workflows.
3. Select QuickBooks Online and click "Connect to QBO."
4. You’ll be redirected to the Intuit login page to enter your QBO credentials.
5. Once you’ve authorized the connection, you will be prompted to link Wagepoint as an existing vendor or set up Wagepoint as a new vendor.
6. Click "Save."

Map your Chart of Accounts

1. We created some default accounts for you, so all you need to do is choose your Bank Account. 

2. Choose your Bank Account from the drop-down list. This is where we’ll show the payroll charges that come out of your Bank Account. 

3. Select the Advanced drop-down to see the pre-selected accounts for each category.

4. Select the top-level category to see the subaccounts that fall within it. Changing the selection for the top-level account will update the mapping for the subaccounts. However, changing the selection for a subaccount will NOT affect the other subaccounts or the top-level account.

5. You can also map your earnings, contributions and benefits for each department in these categories – Wages & Earnings Expenses, Employee Benefits Expenses and Benefits & Deductions Liabilities. 

6. Make any changes you want and click Save when you’re done.

7. If a Chart of Accounts is deleted or no longer active in QBO, you’ll need to update the mapping in Wagepoint to export payroll data.  

Payroll clearing account	After you run payroll, tax and direct deposit amounts show here until the pay run is processed.
Wages & earnings expenses	The expense for things, like regular pay, overtime and commission that you pay to employees and contractors. New income/deductions will inherit the top-level setting and can be changed at any time.
Employee benefits expenses	The expense for company contributions you pay into employee benefits, like health plans or RRSPs.
Payroll tax expenses	The expense for the portion you pay for payroll taxes, like CPP and EI.
Wages & earnings liabilities	The liability for things, like regular pay, overtime and commission that you pay to employees and contractors. There is no top-level account for these liabilities.
Benefits & deductions liabilities	The amounts you deduct from employees and the portion you pay for benefits, like health plans and RRSPs.
Payroll tax liabilities	The amounts you deduct from employees and the portion you pay to CRA or Revenu Québec for payroll taxes
Payroll subscription fees	The taxes and fees you pay for using Wagepoint. There is no top-level account for the fees.

Reminders:

• If you have the Sales Tax Centre turned on in QuickBooks Online, you will want to use the Sales tax on processing fees.

• If the Sales Tax Centre is not on, you will want to use Sales tax expenses.

• If you’re unsure how to track debits or credits, please consult an accountant or bookkeeper.

Export payroll data into QuickBooks Online – Automatically

1. Auto-sync (default: No) — by enabling this function, Wagepoint will export the payroll data into QBO automatically as soon as your payroll is finalized.

2. If you export payroll data using the Posting Journal type, you’ll see two separate journal entries for each pay run:

Journal Entry 1

• Syncs to your QBO account dated for the last day of the pay cycle for which it was created.
• Credits the Liability and Clearing accounts and Debits the Expense accounts according to the mapping of the Chart of Accounts.
• Matches the posting journal report. 

Journal Entry 2

• Syncs to your QBO account dated for which day it was finalized.
• Debits the clearing account and credits the bank.
• Matches the invoice report. 

If you export payroll data using the Bill type, you’ll see one bill that includes the items from the Debit (DR) side of the posting journal. If there are items on the Credit (CR) side of the posting journal that Wagepoint does not collect, they would have to be manually added as negatives on the bill in order for the bill to match the bank withdrawal from Wagepoint.

Note: Both journal entries, or the bill, are sent to Quickbooks immediately following finalization of the payroll. Please re-try with manual export if the entries are not received. 

3. Toggle 'Yes' to include .pdf copies of specific payroll reports for auditing purposes. 

4. Click Save.  

Export payroll data into QuickBooks Online – Manually

1. Export payroll data — journal information or bills — and select the type of entry you want to create in QBO. Note: If your Chart of Accounts mapping is incomplete, it will generate an error (!) warning.

2. Pay group — select the pay group for which you want to export payroll data.

3. Pay period end date — select the pay period for which you want to export payroll data using the cycle end date. Note: When you log in to QBO, the pay period end date is reflected as a date stamp in your 'Recent Transactions' log. 

4. Toggle 'Yes' to include .pdf copies of specific payroll reports for auditing purposes. 

5. Click "Export payroll." A confirmation message will be displayed along the top of the screen when the export is completed successfully.

6. Log in to QBO to see the exported payroll data in your 'Recent Transactions' log.