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How to Integrate with QuickBooks Online

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If you use both Patriot Software and Intuit QuickBooks Online, you can connect your Patriot account and integrate your payroll entries from Patriot into QuickBooks Online. Each time you run a payroll in Patriot Software, a journal entry will be created and automatically sent to your QuickBooks Online account.  If you use QuickBooks Desktop, see the help article Exporting Patriot Software Payroll into QuickBooks Desktop via a QuickBooks IIF.  If you use Patriot Accounting, see Integrating Patriot Payroll with Patriot Accounting.

How to integrate Patriot Software with QuickBooks Online

Connecting Your Patriot and QuickBooks Online Accounts

  • Go to Settings > Payroll Settings > Payroll Integration Options
  • Select QuickBooks Online, and click “Connect to QuickBooks.”
  • You will be taken to the QuickBooks Online Sign In page to authorize integrating your QuickBooks account information into Patriot Software. Enter your QuickBooks Email or User ID and password.  If you have multiple QuickBooks accounts under the same login, choose the account you want to connect.
  • Once you authorize, you will come back to Patriot’s Payroll Integration Options page. From here, you can select which QuickBooks accounts will be used for Patriot’s payroll entries.
  • First, choose the journal entry type you want to send to your QuickBooks account. By default, one total summary will be sent for all employees. You can also choose to send separate check detail for each employee as a separate journal entry.

Your active chart of accounts from QuickBooks Online will be imported into the “select” dropdowns for each account. Choose the appropriate accounts or subaccount for each type of payroll entry.

If you have set up deductions or employer paid contributions, you will need to select the accounts to be used for these in payrolls.  Subaccounts will show in the drop down along with main accounts. Simply select the account you want to map your monies to.

Gross Pay – Gross pay is the total compensation you pay to your employees.

Net Pay – Net pay is the actual check amount paid to the employee, after taxes and deductions have been taken.

Employee Tax – Employee taxes are your employee’s tax obligations that you withhold from their pay and remit on their behalf.
If you are a Basic payroll customer, select the liability account to apply these entries.
If you are a Full-Service payroll customer, select the asset account these taxes will be withdrawn from.

Employer Tax (Expense) – This includes all employer taxes such as Social Security, Medicare, unemployment, and any other employer-paid taxes you may have in your state.  Both Basic and Full-Service Payroll customers should select the expense account to apply these entries.

Employer Tax (Remittance) – This represents the asset or liability account you will use to record your employer taxes expense.
If you are a Basic payroll customer, select the liability account to apply these entries.
If you are a Full-Service payroll customer, select the asset account these taxes will be withdrawn from.

Employee Deductions – This includes all employee deductions, such as 401(k) or health insurance. You will only see this if you have at least one company level deduction set up in your Patriot Software payroll account.  You will enter an account for each employee deduction.

Employer Contributions – This includes all employer-paid contributions such as employer 401(k) contributions or the company portion of health insurance premiums.  You will only see this if you have at least one company level contribution set up in your Patriot Software payroll account.  You will be required to enter both an expense and liability account for each company level contribution in your Patriot Software payroll account.

Non-Remitted Taxes – This only applies if you are a full-service payroll customer located in New York or Hawaii.  For the payroll taxes that Patriot does not remit or collect, such as New York SDI and FLI or Hawaii SDI, you will choose a liability account to apply these entries.  The exported file will show these as a separate entry in QuickBooks.

Once you connect your QBO account, for any payrolls you run going forward, a journal entry will be immediately created and automatically transmitted to your QuickBooks Online account.  Any payrolls you have run in the software prior to your QBO connect will not be sent.  You can view the status of each transmission on the QuickBooks Integration Status Report found under Reports > Payroll  Reports > QuickBooks Integration Status.  

If you make any payroll or QuickBooks Online settings changes that affect your journal entries, such as adding a new deduction or adding/deleting an account in QuickBooks Online, you will see a reminder to update your Payroll Integration Options page.  You will also see a warning when you run payroll.  If you proceed with your payroll without first updating your Payroll Integration Options, Patriot will not be able to automatically send a journal entry.  You can, however, send it manually from the report once you have updated your integration options.  For more details see QuickBooks Integration Status Report.

Disconnecting Your Account

If you decide later that you do not want your Patriot Payroll to integrate with QuickBooks Online, you can disconnect your QuickBooks Online account.  This will remove all of your QuickBooks account information from Patriot Software.  You will still be able to view previous transaction history on the QuickBooks Integration Status Report.  If you choose to integrate your payroll with “Patriot Accounting” after you have connected your QuickBooks Online account, your QuickBooks Online account will be disconnected.

QuickBooks is a registered trademark of Intuit Inc.

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