Manage Expenses With QuickBooks Employee and Payroll Reports

Get the most out of the software's features

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QuickBooks offers a collection of employee and payroll reports that provide a wealth of information about your company’s employees and payroll expenses. These reports can provide information about individual employees, or you can compile data covering all employees. All reports also can be exported to a spreadsheet easily, allowing you almost limitless options for how to use the data.

Specific reports can provide lists of current employees, employee earnings, paid-time-off balances, and much more.

Reports With Data on Employees

These reports can help you better manage your company's headcount and give you an overview of total labor hours, total wages paid, and other useful statistics.

  • Payroll Summary reports can be generated for individual employees or for all employees from a specific range of dates. It can include gross pay, net pay, taxes, and other deductions.
  • Payroll Details reports can drill down to information on individual paychecks, including pay, deductions, and more.
  • Time Activities by Employee Detail reports provide details for time activities, including hourly rates and duration for employees. 
  • Payroll Deductions and Contributions reports provide details about employee deductions and company contributions for single pay periods or for a range of dates for individual employees or for all employees. 
  • Employee Details reports list employees by name along with addresses, birth dates, hire dates, termination dates, pay rates, and tax information. Pay rate information can include salaries or hourly rates along with deductions or contributions, and tax information includes social security numbers along with federal, state, and local taxes paid.
  • Employee Directory reports can report data on contact information for each employee, including work location, phone numbers, and email address.
  • Total Pay reports provide information on each employee’s total pay by type, whether it be salary or hourly.

Reports for Employer Administrative Use

You can use some of these reports to complete your company's payroll tax filings. Others can help you cross-check financial data, such as retirement plan reports and vacation and sick leave.

  • Payroll Tax Liability reports show all payroll taxes withheld, paid, and owed for your employees. This can be broken down by what already has been paid, what needs to be paid, or everything combined. This can provide all data for the company or data only for payroll taxes owed for individual employees.
  • Payroll Tax Payments reports show all the payroll tax payments made by your business for the time period entered. 
  • Payroll Tax and Wage Summary reports show taxable wages that are subject to federal, state, and local withholding. By clicking on a particular tax, you can see the amount of taxes paid per employee or for the company as a whole. 
  • Workers Compensation reports show wages paid for each eligible employee. This is valuable information to help prepare forms for state agencies or insurance companies. Data also can be searched for specific ranges of dates. 
  • Vacation and Sick Leave reports show hours available and used year-to-date per employee. Searching for available hours that have not been used is a good way to identify whether or not there is a lot of upcoming time off that will be used. 
  • Total Payroll Cost reports show all year-to-date costs associated with payroll costs for employees and contractors. This includes gross pay, net pay, deductions, company contributions, and taxes.
  • Retirement Plan reports shows all contributions—from employees and the company—to all available retirement plans, including 401(k), 401(k) Catch-up, SIMPLE 401(k), SIMPLE 401(k) Catch-up, 403(b), 403(b) Catch-up, SARSEP, SARSEP Catch-up, SIMPLE IRA, SIMPLE IRA Catch-up, After-tax Roth 401(k), and After-tax Roth 403(b).
  • Payroll Billing Summary reports show all charges for your QuickBooks Online Payroll Full Service account if you subscribe to that feature.

Making Use of the Information

One of QuickBooks' reporting benefits is that you can export the data relatively easily into spreadsheets. This allows you to customize the data however you see fit and use it countless ways.

Reports are especially helpful for human resources and payroll employees. With a few quick and easy clicks, they can generate detailed information about individual employees or groups of employees broken down by type of pay (hourly or salary), department, location, etc. This information is vital when cutting paychecks and for verifying and tracking payroll expenses.

Data can also be customized to show only the information staff needs to see. For example, managers may need to be able to track things like overtime hours, vacation and sick days used, and contact information, but they should not have access to more sensitive information such as social security numbers.

You can customize reports to exclude certain data items through the software itself, depending on your needs, or by exporting the data and creating your own customizations in a spreadsheet.

Employees can access information relevant to themselves. For example, if an employee wants to look up how much vacation time he has available or track state or federal tax deductions, he can have access to reports that are limited to only his data.