Before You Send Direct Deposit Paychecks
Make sure the following requirements are met:
Your QuickBooks Desktop Payroll subscription is active.
Direct Deposit has been activated.
Employee bank account information is correct.
Payroll tax table is updated.
QuickBooks Desktop is updated to the latest release.
Payroll processing deadlines have not passed.
Steps to Send Direct Deposit Paychecks
Follow these steps to process payroll using Direct Deposit.
Step 1: Open Payroll Center
Launch QuickBooks Desktop.
Select Employees from the top menu.
Click Payroll Center.
Step 2: Start Payroll
Under the Pay Employees tab, select the payroll schedule.
Click Start Scheduled Payroll or Start Unscheduled Payroll.
Step 3: Review Employee Information
Verify the following details for each employee:
Hours worked
Salary or wages
Bonuses or commissions
Payroll deductions
Direct Deposit checkbox enabled
Make corrections if necessary.
Step 4: Create Paychecks
After reviewing payroll information:
Click Continue.
Review the payroll summary.
Select Create Paychecks.
QuickBooks will generate Direct Deposit paychecks for all selected employees.
Step 5: Send Payroll to Intuit
Once paychecks are created:
Click Send Payroll Data.
Enter your Direct Deposit PIN.
Select Submit.
Wait for the confirmation message indicating your payroll has been successfully transmitted.
Step 6: Verify Payroll Submission
After submission:
Review the confirmation number.
Save or print the confirmation receipt.
Check payroll status in the Payroll Center.
Common Direct Deposit Errors and Fixes
Payroll Subscription Expired
Renew your QuickBooks Payroll subscription before processing payroll.
Incorrect Employee Banking Information
Verify routing and account numbers in the employee profile before sending payroll.
Invalid Direct Deposit PIN
Reset your payroll PIN through your Intuit account if you've forgotten it.
Internet Connection Problems
Ensure you have a stable internet connection while submitting payroll data.
Outdated Payroll Tax Table
Go to:
Employees > Get Payroll Updates
Download the latest payroll update before processing payroll.
Tips for Successful Direct Deposit Payroll
✔ Process payroll before the Direct Deposit cutoff time.
✔ Keep employee banking details updated.
✔ Download payroll tax table updates regularly.
✔ Back up your company file before payroll processing.
✔ Verify payroll totals before submitting.
✔ Keep QuickBooks Desktop updated.
Frequently Asked Questions
How long does Direct Deposit take in QuickBooks Desktop Payroll?
Most Direct Deposit payments are processed according to your payroll service schedule and are deposited on the employee's designated payday if submitted before the cutoff time.
Can I cancel a Direct Deposit after submitting payroll?
Once payroll has been successfully transmitted to Intuit, cancellation options are limited. Contact payroll support immediately if changes are required.
Why can't I send payroll data?
This may happen due to an expired payroll subscription, incorrect payroll PIN, internet connectivity issues, or outdated payroll updates.
Do I need to update QuickBooks before sending Direct Deposit?
Yes. Installing the latest QuickBooks Desktop and payroll updates helps prevent payroll submission errors.
Can I use Direct Deposit for all employees?
Yes, provided each employee has valid banking information and is enrolled in Direct Deposit within QuickBooks Desktop Payroll.
Conclusion
Sending Direct Deposit paychecks in QuickBooks Desktop Payroll is a fast and secure way to pay employees electronically. By ensuring your payroll subscription is active, employee banking information is accurate, and QuickBooks is fully updated, you can process payroll without delays. If you encounter Direct Deposit errors or need help submitting payroll, contact our QuickBooks Payroll specialists at 1-866-513-4656 for prompt assistance.
