FAQ about Zenefits Payroll Accounting Integrations

In order to ensure your Zenefits Payroll information is exported to your accounting software correctly, you should follow these general guidelines: 

• All Earnings (including  S Corp) & Reimbursements = Expense account
  
• All Deductions = Liability account
  
• All Garnishments = Liability account - at this time Zenefits Payroll does not make payments to Garnishors so these are deducted from employee pay and then the company is required to manually pay the appropriate agency 
  
• All Employer Taxes = Expense account
  
• All Employee Taxes (For either Checks and Direct Deposit) = need to be mapped to a Liability or for QuickBooks Online it could be mapped to "Cash" e.g. Company Payroll Account based on how your reconciliation is done. 
  
• All Employer Contributions (401( k ), Medical, Dental, Vision, etc.)  = Expense account
  - Please note the total cost for benefits will not automatically export to your accounting software. You should manually enter these amounts as you receive your invoices. 
  - Generally, it is best to enter the carrier invoice cost at the beginning of every month. Because the employer portion of benefits is not associated with any money movement in payroll, Zenefits has decided to have clients manage this outside of the accounting export from payroll processing. 

If you have selected to automatically export your payroll information into your accounting software, it may take up to 24 hours from the check date to complete an export. 

To edit your accounting sync settings, click Edit in the Organization tab of the Settings section of the Payroll app. You will see an option that looks like this: 

The automatic sync option is NOT available for QuickBooks desktop. 

After you update your accounting integration mapping, all future runs will be exported using your new set up. If you would like to update past pay runs to reflect your new mapping, you will need to manually export them.

If you are updating past runs, be sure to first delete the export file with the incorrect mapping from your accounting software. You can then go to the Payroll app on your Zenefits dashboard and click on the Pay Runs tab. Click on the pay run you need to correct and at the bottom of the payroll information on the left-hand side you will see the option to Export. This will generate a new file to be exported to your accounting software. If you have the automatic sync, it will be automatically sent. If you have the manual option a file will download for you to add to your accounting software. 

You can set up Zenefits Payroll to automatically export pay run reports to QuickBooks Online, or you can choose to manually export each run when you submit it.

1. Sync the QuickBooks account with Zenefits Payroll by following these steps.
2. When a payroll run is processed for payment, and shows up in the Completed - Paid Runs table, the run can be automatically or manually exported to QuickBooks.
3. Then you'll log in to your  QuickBooks account, and approve the transactions in the run.
4. After you approve the latest transactions, Quickbooks will take care of bank reconciliation for you.