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Payroll and accounting go hand in hand, making integration between your financial software essential. Intuit QuickBooks Workforce syncs effortlessly with QuickBooks Online, which is why it’s the best full-service payroll solution with accounting integration. It organizes payroll data in a single platform alongside intelligent search and human capital management (HCM) tools. See how Workforce performed during tests and how it can reduce small business administrative burdens.
QuickBooks Workforce is our top choice for integrating payroll with accounting, thanks to the depth of its QuickBooks Online integration and breadth of workforce tools. It unifies financial activities into a single hub and uses artificial intelligence (AI) to collect employee time cards, verify data and generate insights.
Some payroll providers, like Paychex, charge fees for general ledger integrations on their base plans. Others require manual payroll mapping, which may take longer to complete than setting up QuickBooks payroll and accounting. Patriot Payroll is one of the few vendors that also offer a similar integration with its accounting software. However, while our Patriot Payroll review praised its affordability, its payroll and bookkeeping features were less comprehensive than QuickBooks.
Pairing QuickBooks Online with QuickBooks Workforce, which processes paychecks for 18 million U.S. workers annually, gives small businesses a fully connected ecosystem featuring:
In our software comparisons, QuickBooks Workforce made it easier than competitors to move between payroll and accounting tasks without switching systems. We also appreciated quick access to reports and team management tools, including employee self-service features. For small businesses looking for an all-in-one financial and workforce system, QuickBooks Workforce is the best online payroll software with accounting integration.
When evaluating QuickBooks Workforce, we explored its online interface, mobile apps and workforce portal. Running payroll was straightforward, but we experienced a higher learning curve compared to OnPay, Patriot Payroll or Gusto. This is due partially to the software’s comprehensiveness. It handles a broad range of HR, payroll and financial tasks.
Here’s where QuickBooks Workforce excels:
Small businesses that are seeking a streamlined solution for complex payroll tasks will appreciate QuickBooks Workforce’s capabilities. All tax and payroll processing services integrate seamlessly with Intuit’s bookkeeping software. Here are the payroll features that stood out from competitors.
With QuickBooks Workforce, there’s nothing to sync or troubleshoot when the programs suddenly stop connecting. It simply works, and that’s why QuickBooks Workforce tops our list for businesses that prioritize general ledger accounting integration.
Intuit works with more than 800 third-party apps, including e-commerce platforms and industry-specific tools for construction, hospitality and more.
Like competitors, QuickBooks allows unlimited payroll runs. You can also set up automatic payroll, which works best for companies with salaried staff on direct deposit. With Workforce Premium or Elite, the system can pull time and attendance entries from the built-in time tracking software.
After running payroll, employees receive an email letting them know their pay stubs are available to view, print or download. We were surprised that we couldn’t pay contractors in the same pay run as W-2 workers. By comparison, Patriot Payroll shows contractors after you enter employee wage information, and OnPay saves a step by putting 1099 and W-2 workers on the same page.
In QuickBooks, AI powers the conversational search function, so you can type requests in your own words, like “pay employees,” to jump to the run payroll page. Payroll and accounting plans include digital assistants. In payroll, an agent collects employee hours worked via text or the Workforce app. It also flags inconsistencies or payroll discrepancies.
In addition to payroll automation, Intuit Intelligence answers questions using data in your employee, financial and payroll records.
Like other payroll vendors we reviewed, QuickBooks Workforce calculates, files and pays state and federal taxes. However, QuickBooks Workforce Payroll plan does not pay or file local payroll taxes and businesses that file in more than one state will need to pay $12 per month for each additional state. Workforce Premium and Elite plans file local taxes and Elite also includes multistate tax filings.
QuickBooks Workforce manages your year-end tax form responsibilities. It prepares and files your W-2 forms with the IRS. You can print them, or employees can view them in the workforce portal. You can also create and e-file unlimited 1099-MISC and 1099-NEC forms and have copies sent electronically to contractors. Additional fees may apply if you choose to have tax forms mailed.
Here’s what you can do from the Payroll Tax Center:
Workforce plans offer over two dozen payroll reports for reviewing payroll tax transactions and employee or cost summaries. Workforce Premium and Elite along with QuickBooks Online Advanced come with a custom report generator. For comparison, OnPay includes this tool with its base full-service payroll plan, whereas only Gusto’s highest-priced subscription has custom reports.
Each QuickBooks Workforce plan includes tiered team management tools, with more advanced features available in the Premium and Elite subscriptions. The Workforce Payroll plan offers basic tools, like document upload and sharing, employee profiles and a company organization chart. All plans provide optional background screening through Checkr.
QuickBooks Workforce Premium subscribers gain enhanced capabilities, including:
Elite subscribers receive all of these features, plus performance management tools and access to a personal HR advisor.
Offering your staff on-demand wages and payroll cards can benefit diverse workforces.
Similar to competitors, QuickBooks Workforce allows payment via direct deposit and paper checks. Direct deposit alternatives include on-demand pay and pay cards. (Note: The payroll card feature isn’t available in Vermont.) When employees update tax forms or use time tracking tools, information syncs to payroll and HR.
Here’s how payments, self service and time tracking can help your business:
QuickBooks Workforce partners with third parties for various benefits. Allstate Health Solutions provides medical insurance, Vestwell covers 401(k) retirement plans, and Next handles workers’ compensation insurance. Availability varies by subscription and location.
Workforce automates benefit deductions when you sign up through integrated services or add benefits administration to your subscription. However, only companies with 20 or more employees are eligible for separate administration services. For comparison, OnPay administers existing or new benefits for free. Our review of OnPay breaks down HR and benefits features.
QuickBooks Workforce pricing ranges from $50 to $134 per month plus $7 to $17 per employee per month. It also offers a contractors-only payroll plan for $25 monthly for 20 1099 workers. Additional contractors cost $2 per month.
QuickBooks’ entry-tier payroll plan costs more than full-service subscriptions from Patriot Payroll, OnPay and Gusto. The pricing difference is even more noticeable for companies who pay workers in more than one state. QuickBooks Workforce adds $12 per state per month, unless you choose Elite ($134 per month plus $17 per employee monthly). For comparison, Patriot Payroll also charges $12 for additional states, while OnPay includes multi-state support with its base plan.
Here’s how QuickBooks Workforce plan pricing and features differ:
Plan | Price | Features |
|---|---|---|
Workforce Payroll | $50 monthly, plus $7 per employee per month |
|
Workforce Premium | $88 monthly, plus $13 per employee per month | Everything in Workforce Payroll, plus:
|
Workforce Elite | $134 monthly, plus $17 per employee per month | Everything in Premium, plus:
|
Contractor Payments | $25 monthly for up to 20 contractors; $2 for each additional contractor |
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If you already use QuickBooks Online, you can add payroll services to your current plan anytime. Prices for bundled accounting software and payroll are as follows:
Plan | Price |
|---|---|
Workforce Payroll and Simple Start | $88 monthly, plus $6.50 per employee per month |
Workforce Payroll and Essentials | $125 monthly, plus $6.50 per employee per month |
Workforce Premium and Plus | $203 monthly, plus $10 per employee per month |
Contractor Payments and Simple Start | $50 monthly for up to 20 contractors; $2 for each additional contractor |
QuickBooks provides a helpful outline for setting up your payroll system. It’s a self-guided process for Workforce Payroll users, and aside from entering data, we found it uncomplicated. You submit business and employee information, such as pay rates, bank account details and payroll history. QuickBooks also provides guides for importing employee and payroll data from ADP, Gusto and Paychex. You can open tutorials in Workforce to view set up instructions while completing tasks.
Existing QuickBooks users can add payroll services to their accounting platform and follow the same steps to deploy the payroll solution. If you opt for the Premium plan, an expert can review your setup. Elite users receive full support, with QuickBooks handling the entire configuration or migration process.
Because each QuickBooks Workforce version includes Intuit’s employee workforce portal, adding new team members or updating information is straightforward.
Our interactions with the QuickBooks team were mainly positive, with relatively quick response times and accurate answers to our questions. However, some users have reported long wait times, which is somewhat typical for payroll providers during peak hours.
Availability varies by product (payroll or accounting) and subscription tier. QuickBooks Workforce Payroll users can access support Monday through Friday from 6 a.m. to 6 p.m. PT. Premium and Elite offers expanded hours (Monday through Friday from 5 a.m. to 7 p.m. and Saturday and Sunday from 6 a.m. to 3 p.m.
QuickBooks customer service and support options include:
While Workforce works great for current QuickBooks Online users or companies with more complex bookkeeping workflows, small teams or international employers may prefer an alternative. We identified the following limitations:
We examined dozens of payroll solutions that help small business owners realize the benefits of paperless payroll. Our research included speaking with company sales representatives and support agents, experimenting with demos, testing software and reading user reviews.
We evaluated each platform based on usability, third-party integrations, payroll and HR features, and pricing. To choose the best payroll software for business owners who prioritize accounting integration, we focused on vendors that offer all-in-one accounting and payroll products.
We recommend QuickBooks Workforce for …
We don’t recommend QuickBooks Workforce for …
