Wednesday Workforce: QBO Payroll - Manage Multiple Employee Pay Items

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Did you know there is a new way to ‘edit payroll items’ for your employees in bulk when you are using all versions of QuickBooks Online Payroll (in US and Canada)? 

You can now edit Payroll Items from the Payroll Overview (shown below) and Employee’s tab (we see that a little later when we 'edit' existing payroll items.)

Create a new payroll item and assign it to your employees

  • Select the Edit payroll items shortcut on the overview page.  When the Edit payroll items (shown below) window opens you can create or manage payroll items for multiple employees at once.
  • Select either Pay types or Deductions & contributions to see your list of payroll items. For each payroll item you will be able to see your employees assigned to those items.
  • From the Edit payroll items window select Add payroll item. The drop-down allows you to select either Pay type or Deductions & contributions (as shown below). Select the payroll item type you want to add.
  • In this example we will add a new Pay type. Choose the pay item type (shown below), and then enter a name for the new item.
  • In the case above we have selected ‘Reimbursements’ as the new pay (item) type. Then click Save.
  • QuickBooks returns you to the Pay Type window, but this time it displays a message that There are no employees assigned to the pay item you just created.  Select Assign employees (shown below) to choose those employees who be assigned the new payroll item.
  • From the list of employees, select the employee(s) using the checkbox next to each employee name, you want to assign to the new payroll item.  Then select Next.
  • In most cases you will need to enter an amount or percentage per paycheck for each employee’s new item, as shown below.  Then click Save.

Assign existing payroll items to your employees

It’s just as easy to assign existing payroll item to your current employees:

  • Go to Payroll, then Employees.
  • Select Edit payroll items.
  • Select Pay types or Deductions & contributions to see your list of payroll items.
  • Select the payroll item you want to assign.
  • Select Assign employee(s).
  • Select the employees you want to assign the new item to.
  • Select Next.
  • Enter the amount or percentage per paycheck if needed.
  • Select Save.

Remove a payroll item from your employees

This new feature also let’s you remove payroll items from your current employees.

  • Go to Payroll, then Employees.
  • Select Edit payroll items. 
  • Select Pay types or Deductions & contributions to see your list of payroll items.
  • Select the payroll item. 
  • From the employees listed, select the one you wish to remove the item from, select Edit ▼.
  • Then select Unassign employee. 

Instead of making updates to employee information from their individual profiles, this new feature lets you quickly create and assign payroll items to multiple employees.  Large or small, businesses using QuickBooks Online Payroll can confidently scale their businesses with this new payroll functionality.

Footnotes and Disclosures

Feature content was adapted from Intuit media source content and other QuickBooks resources including QuickBooks Help information. Content adapted by Insightful Accountant from Intuit sources is furnished for educational purposes only.

As used herein, QuickBooks® and QuickBooks Online and QuickBooks Online Payroll, refer to one or more registered trademarks of Intuit® Inc., a publicly-traded corporation headquartered in Mountain View, California.

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