š Overview
DaySmart Payroll's QuickBooks Online integration syncs your payroll data directly into QuickBooks, so transactions post automatically without manual entry. This article covers what the integration does, how to connect your account, and how to review your synced transactions.
āļø How the Integration Works
Once connected, payroll runs and payroll adjustments flow from DaySmart Payroll into QuickBooks Online automatically, keeping your books up to date without double entry.
Guided setup: Connect QuickBooks Online and map your payroll items, grouped or by individual account
Automatic syncing: Payroll data syncs on its own once connected, so you don't have to enter it manually
Reliable books: Payroll transactions flow directly into QuickBooks Online as journal entries
Flexible control: Choose when your data syncs, and adjust that setting whenever you need to
Two types of data can sync to QuickBooks Online:
Payroll runs: New payrolls processed through your account
Payroll adjustments: Adjustments made for payrolls that are voided or corrected
š” You control whether payroll runs and adjustments sync automatically or manually, and you can update these preferences at any time from your Profile.
š ļø Connecting to QuickBooks Online
Connecting your QuickBooks Online account takes a few minutes. You'll need admin access to your DaySmart Payroll account and your QuickBooks Online login.
Navigate to Profile.
Locate Accounting export and select Set up.
Select Connect to QuickBooks.
A popup window prompts you to enter your QuickBooks Online login information.
Once logged in, confirm the account is connecting to the correct QuickBooks company, then select Connect.
Choose whether Payroll runs and Payroll adjustments sync automatically or manually, and set your preferred export timing.
š” We recommend enabling Auto sync for both payroll runs and adjustments, and setting export timing to Wait for it to be safe first.
Select Next.
On the account mapping page, go through each payroll item listed and map it to the correct account in QuickBooks.
š” For questions about the correct mapping for your business, contact QuickBooks Support or consult a tax professional.
Select Save.
š Reviewing and Managing Synced Transactions
Each payroll run creates journal entries that post to your designated expense and liability accounts in QuickBooks. You can check the status of any transaction from your DaySmart Payroll account.
Navigate to Profile.
Under Accounting export, select Review.
On the Transactions tab, view all transactions and their statuses.
Transactions move through the following statuses:
NOT READY: The transaction can't be sent yet because payment processing hasn't finished. This status only appears when export timing is set to After payments are complete.
READY: The transaction is ready to send to QuickBooks but hasn't been exported yet. This appears when export settings are set to Manually sync.
EXPORTED: The transaction was sent to QuickBooks successfully.
FAILED: There was a problem sending the transaction to QuickBooks.
š” Hover over a FAILED status to see the error message, resolve the issue, then try syncing again.
ā ļø Sync settings only apply to future transactions. If a transaction already shows READY when you turn on Auto sync, it won't sync automatically. You'll need to sync it yourself.
Manually Syncing a Transaction
If you have transactions set to Manually sync, or a transaction didn't sync automatically, you can sync it yourself.
Navigate to Profile.
Under Accounting export, select Review.
On the Transactions tab, check the box next to each transaction marked READY.
Select Sync to QuickBooks Online.
If a transaction was already fixed directly in QuickBooks and you don't want to sync it or keep seeing it in an error state, select Mark as manually synced instead.
Finding Payroll Transactions in QuickBooks
In QuickBooks, go to Reports > Standard Reports.
Locate the Journal report.
Adjust the date range to the specific paycheck date.
ā Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Why should I integrate payroll with QuickBooks Online?
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Integration keeps payroll and accounting in sync, saving time and reducing manual entry errors. Payroll data flows straight into QuickBooks for accurate, up-to-date financial reporting.
Can I choose between automatic and manual syncing?
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Yes. During setup, you can choose whether payroll runs and adjustments sync automatically after each payroll or manually when you're ready.
How do I change my sync settings after the initial setup?
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Navigate to Profile, select Review under Accounting export, then Settings. From here, you can disconnect QuickBooks Online or update your sync and export timing settings.
What should I do if a transaction fails to sync?
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Hover over the FAILED status to see the error, resolve the issue, then try syncing again. If the transaction was already fixed directly in QuickBooks, you can select Mark as manually synced instead of re-exporting it.
What data is shared between DaySmart Payroll and QuickBooks?
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Payroll runs and payroll adjustments sync depending on your setup preferences.
Is my financial data secure when syncing with QuickBooks?
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Yes. DaySmart Payroll uses Intuit's secure API to connect directly to your QuickBooks account. There are no manual file transfers or stored credentials.
How do I know where to map my payroll items in QuickBooks?
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As you map each payroll item, the system provides details about which type of account is used. In some cases, both an expense and a liability account may be required.
