Payroll Hub

Run payroll from any provider, then import balanced journal entries in one click.

Overview

The Payroll Hub in BizBooks Pro gives you a single place to manage your payroll workflow. Instead of locking you into one expensive embedded payroll system, BizBooks Pro works with any payroll provider you already use or want to sign up for.

The workflow is simple:

1. Click "Run Payroll" to open your provider's website in a new tab
2. Process payroll as you normally would in your provider
3. Export the payroll journal as a CSV file from your provider
4. Click "Import Journal Entry" back in BizBooks Pro
5. Upload the CSV and balanced journal entries are posted to your books automatically

Setting Up Your Payroll Provider

1. Click Payroll in the left sidebar
2. Use the "Your Payroll Provider" dropdown at the top of the hub
3. Select your provider (Gusto, ADP, Patriot, etc.) or choose "Other / Custom"
4. Your selection is saved automatically and remembered for next time

Each company in BizBooks Pro can have a different payroll provider. If you manage multiple companies, set the provider for each one individually.

Running Payroll

Once you've selected your provider:

1. Click the "Run Payroll in [Provider]" card on the hub
2. Your provider's payroll page opens in a new browser tab
3. Log in and run payroll as usual
4. When finished, download the payroll journal report or payroll summary as a CSV file
5. Return to BizBooks Pro to import the file

Importing Journal Entries

After running payroll and downloading the CSV:

1. Click "Import Journal Entry" on the Payroll Hub (or navigate to the import wizard directly)
2. Select your provider from the provider cards — this helps auto-detect columns
3. Upload your CSV file using drag-and-drop or the file browser
4. Click "Upload & Detect Columns"
5. Review the column mapping — BizBooks Pro auto-maps common column names, but you can adjust any mapping manually
6. Enter the pay period dates and payment date
7. Click "Preview Journal Entries" to see the balanced double-entry transaction
8. Review the summary (employee count, gross wages, taxes, net pay) and verify debits equal credits
9. Click "Post Journal Entries" to record the transaction in your books

Quick Re-Import

Once you've saved a template from a previous import, a "Quick Re-Import" shortcut appears on the Payroll Hub. Click it to:

• Jump straight to the file upload step
• Pre-load your last used template automatically
• Skip provider selection since it's already known

This makes biweekly or monthly payroll imports a 30-second task — upload the new file, review, and post.

Supported Providers

BizBooks Pro includes pre-built import templates for these payroll providers:

Using a different provider? No problem. Select "Other / CSV" and BizBooks Pro will auto-detect common column names. You can manually map any columns that aren't detected and save the mapping as a reusable template.

How Payroll Journal Entries Work

Every payroll import creates a balanced double-entry journal transaction. Here's what a typical payroll entry looks like:

BizBooks Pro maps your CSV columns to the correct debit and credit accounts automatically. The system verifies that debits equal credits before allowing you to post.

Managing Saved Templates

• Save a template: During import, check "Save as template" and enter a name
• Use a template: Select it from the "Saved Templates" dropdown before uploading your file
• Delete a template: Go to the import wizard and remove custom templates (default provider templates cannot be deleted)

Templates store the column-to-field mapping so you don't have to remap every pay period. Each company can have multiple templates if you use different providers or export formats.

Frequently Asked Questions

Why doesn't BizBooks Pro run payroll directly?

Payroll processing involves complex tax calculations, government filings, and compliance requirements that change constantly. Dedicated payroll providers like Gusto, ADP, and Patriot specialize in this. BizBooks Pro focuses on what it does best — accurate accounting — and connects to the payroll experts for the rest. This gives you best-in-class payroll and best-in-class accounting without compromise.

Can I use a payroll provider that isn't listed?

Yes. Any provider that exports payroll data as a CSV or Excel file works with BizBooks Pro. Select "Other / CSV" as your provider, upload the file, and map the columns manually. Save the mapping as a template for future imports.

What if my CSV columns don't match the auto-detected names?

You can manually override any column mapping in Step 2 of the import wizard. Each dropdown shows all columns from your file, and you choose which one maps to each payroll field (Gross Wages, Federal Tax, etc.). Save the mapping as a template so you only do this once.

How often should I import payroll?

Import after every pay run — typically weekly, biweekly, or monthly depending on your payroll schedule. The Quick Re-Import shortcut makes this fast once you've done it the first time.

What payroll accounts does BizBooks Pro create?

When your company is set up, BizBooks Pro automatically creates these payroll-related accounts in your chart of accounts:

• 2200 Payroll Taxes Payable (Current Liabilities) — employee tax withholdings
• 2300 Benefits Payable (Current Liabilities) — benefit deductions
• 6600 Wages Expense (Expenses) — gross wages
• 6700 Payroll Tax Expense (Expenses) — employer taxes
• 6800 Employee Benefits Expense (Expenses) — employer benefit contributions

Can different companies use different payroll providers?

Yes. The provider selection is saved per company. If you manage payroll for multiple businesses, each can have its own provider and saved templates.

Employee Document Attachments

Store HR files right on the employee record where they belong. No more hunting through folders or email threads for a missing W-4.

How to Upload

1. Go to an employee's profile and click the Documents tab
2. Pick a category from the dropdown (W-4, I-9, Offer Letter, Contract, ID/Passport, Certification, Performance Review, Disciplinary, or Other)
3. Click Upload File and select the file
4. The file is saved instantly and appears in the list

Accepted Formats

You can upload PDF, PNG, JPG, GIF, Word documents (.doc/.docx), Excel spreadsheets (.xls/.xlsx), CSV, and text files. Each file can be up to 15 MB.

Downloading and Deleting

Click the download icon next to any document to save a copy to your computer. Click the trash icon to permanently delete it. Be careful with compliance documents like W-4s and I-9s — once deleted, they cannot be recovered.

Available Categories

• W-4 / I-9 — Tax withholding and employment eligibility verification
• Offer Letter / Contract — Hiring agreements and terms of employment
• ID / Passport — Copies of government-issued identification
• Certification — Professional licenses, training records, or credentials
• Performance Review / Disciplinary — Internal performance and conduct records
• Other — Any additional document relevant to the employee