September 24, 2024 • 57 mins
Join us for an engaging session on why keeping payroll separate from QBO can enhance your accounting setup. Valerie Heckman from OnPay will discuss how this approach improves security, flexibility, and cost-effectiveness. Discover how distinct systems can simplify troubleshooting and offer specialized payroll solutions.
Handouts and More Resources on today's episode available at: https://www.qbpowerhour.com/09-24-24-dude-where-s-my-payroll
QB Power Hour is a free, biweekly webinar series for accountants and QuickBooks professionals hosted by Michelle Long, CPA, and Dan DeLong.
Watch past webinars at https://www.qbpowerhour.com/blog and register for future ones at https://www.qbpowerhour.com/.
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Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
Dan DeLong (00:30):
Welcome everybody to another QB power hour.
Today is going to be dude,where's my payroll?
This is actually going to betalking about, we're not going
to be talking about like themoney movement, like an employee
asking about where's my payrollmoney.
We'll be talking about theadvantages and disadvantages of
separate payroll management,having payroll in your
(00:51):
QuickBooks or outside ofQuickBooks.
So a little bit of today,Michelle's not with us today.
She's finally on her vacation ofa lifetime again.
So she went to Papua New Guinea,I think a couple of years ago,
and that's where she broke herfoot and had that nasty surgery
(01:13):
and missed out on an opportunityto just snorkel in the barrier
reef.
So, leave it to Michelle not tolet that go unturned and made
that she's now making that up.
The possibility for her so sheis doing that.
So the next couple QB powerhours, she'll be off
gallivanting world traveling andenjoying her semi retirement.
(01:33):
But of course she'll be comingback after that.
My name's Dan DeLong, co hostingtoday owner at Danwidth and
School of Bookkeeping.
Worked at Intuit for nearly 18years, co hosting today, as well
as the workshop Wednesdays overat School of Bookkeeping and
doing some tech editing for theDummies series of books that
deal with QuickBooks.
(01:53):
And joining us today is anotherfellow Intuit alum, Valerie
Heckman.
As I was reaching out, I waslike, oh my goodness, all my
normal co hosts are here.
At Appicamp or on vacation, andI can't do that alone.
Valerie, help me out! And and SBhas it.
She's she's available.
Valerie, you want to explain, orIntroduce yourself, not explain
(02:16):
yourself.
Valerie Heckman (02:17):
Explain myself.
Oh no.
Hi.
Hi, Dan.
Good to see you and great to behere.
Hey, everyone.
For those who don't know me, I'mValerie Heckman.
I'm the Accountant CommunityManager at OnPay which
essentially means that I'm anadvocate for the accounting
community.
I go to events and conferences.
I do webinars and other thingslike this as well as take
feedback from accountants backto our team.
I've spent the last 13 yearsworking with accountants,
(02:39):
bookkeepers, and advisors invarious capacities.
I'm a public speaker andeducator.
And you may have seen me atScaling New Heights this year.
I did a keynote and a session.
I speak at various conferencesand events too.
And I did work at Intuit for 10years with Dan.
So good to stay connected withyou over the years, Dan.
I also when I left Intuit, Iwent to a sales tax advisory
(03:01):
startup.
So I spent some time in thatworld started my career in
payroll.
Went into QBO, went into taxsales tax.
And then I've headed back intothe world of payroll at OnPay.
So been there a year now and I'mexcited to talk to you about it
a bit today.
Dan DeLong (03:17):
And and this is what you mentioned when you're
keynoted at Scaling New Heightsand that, that's what clicked
for me where, and we had talkedabout this a little bit where
kind of OnPay has this.
Almost like Intuit has its ownbranding issues, right?
Where OnPay has this Mindset inthe community of where it fits
(03:38):
in the payroll offerings.
And then I saw you on stage andI really should double check and
then circle up, circle back withon pay, because I had that same
feeling when I had learned aboutwhat on pay was before, but talk
about your to da list your, thetakeaway of of the of the
keynote that you did.
Valerie Heckman (03:56):
Sure.
So I, I did a keynote onprioritizing enthusiasm in your
life and in your work life, andone of the things that people
took away from that, I talked alot about mindset and building
community and building newthings.
And I mentioned that you shouldconsider keeping a to do list in
addition to your to do list.
So everybody tracks to do list.
(04:18):
What they have to do and itfeels really good to cross those
things off.
But sometimes it's good to putthat to the side and focus on
what you have accomplished.
And not even just accomplished,but the things that, that you've
done that are meaningful to you.
Like it doesn't just have to be,Oh, I got a reconciliation done.
It can be, Hey, I had a, got areconciliation done, but I also
(04:41):
had a really great conversationwith a friend, or I got a walk
in today, or whatever, and justtake a few moments in your day
to reflect on the good thingsthat did take place.
So that's the to da list.
To do list is for keeping trackof those tasks.
To da list is a way ofcelebrating them.
Dan DeLong (05:00):
There we go.
It was it was a great greatkeynote.
And and I don't know, are youable to, I guess if you're a
member of Woodard, you can goback and watch the keynotes and
those types of things.
But if you are definitelysuggest checking that out.
It was a really great speech.
Valerie Heckman (05:15):
Thank you.
Thank you.
Dan DeLong (05:17):
So a little bit about do some housekeeping here.
So a little bit about the QBpower hour webinars or every
other Tuesday at noon Eastern.
Our friends at makers hub aresponsoring our CPE credit.
This 1 is not eligible for CPE.
That's only the 1st webinar ofthe month, not necessarily the
1st week of the month, but the1st webinar of the month this
being the 2nd 1.
(05:38):
It's not this 1 particularly isnot eligible for CPE credit.
But you can always go toqbpowerhour.
com slash resources if you needthe PDFs of the slides, the
recordings, the podcasts andother resources, which now has
reminded me of a few of thehousekeeping tasks that I forgot
to do because this is whereMichelle would help me out.
(05:59):
With putting slides and whatnot,so we'll make sure that we do
that once we get going here.
Other housekeeping, if you havespecific questions, especially
for Valerie at OnPay, as we talka little bit about what OnPay
does and can do, please put themin the Q& A, because especially
if we can't get to it live,we'll want to follow up with
(06:22):
that and putting it in the Q& Aas opposed to the chat.
Will be super helpful for us tofollow up with that.
If you do have any generalcomments of things things that
we're talking about or just wantto have a a chatty type of thing
please put them in the commentsin the chat.
And then so new for this year weare simulcasting on Facebook and
(06:45):
the YouTube channel.
So if you are on YouTube in thegroup watching on the group
please use the QR code to allowthe streaming platform to see
who you are so we can see seeyour comments and engage in the
conversation as well.
We do have a store.
Please check that out if youfeel so inclined.
And you too can wear a pink hatlike me on this for today.
(07:08):
So we'll talk a little bit aboutthe agenda that we're going to
be talking about here today.
We'll recap some of the QBOpayroll offerings.
So we'll review the payrolllineup.
Also remind folks that QBO canbe a a standalone payroll
offering.
And then we'll talk aboutintegrating the payroll inside
of your QuickBooks Online.
Whether you're, whether that'sgood or bad, we'll talk about
(07:30):
the, some advantages of doingthat, some disadvantages of
doing that, and then we'll throwin a horror story or two where
we can talk about the worst casescenario, and then we'll flip
things over to to Valerie on payto talk about what what else is
out there when dealing with withpayroll, and if time permits,
we'll have some Q& A.
So we'll start off first withour first polling question.
(07:52):
Do you offer payroll services toyour clients as a part of your
core offerings?
Or most clients have payrollservices when they come to you,
or maybe you got burnt bysomething and looking for other
payroll offerings, which I thinkValerie, maybe you can chime in
here.
But The task of switchingpayroll providers.
(08:15):
I think that's more of a we'vecalled it a thing.
We called it, we've called thesetypes of things as like a grudge
purchase where there's typicallyan event that happens that is
like the, this is the last strawor cause it's like switching
banks, right?
You get, Into a bank financialinstitution relationship and
(08:37):
then something happens.
There's a trigger event that islike causes you to look, most
people don't go looking for newbanks or new payroll hiders.
They have something like that.
It's like a.
Like a plumber, right?
Like you don't go looking for aplumber until you've got a leaky
faucet or a leak somewhere,right?
(08:58):
And is that what you're, what inthe payroll?
Valerie Heckman (09:01):
Yeah, I, we definitely see that.
I'd say that either people runinto something like that, right?
Where.
There's a thing that goes on andthey realize they need to
switch.
And sometimes that's not alwaysbad.
It could be that they'veexpanded what they're doing and
they need a payroll service thathas more features and
functionality.
Sometimes it can be, yeah, asupport thing or, problems that
(09:25):
have developed over time.
Sometimes it's a pricingbudgeting type situation.
And then sometimes withaccountants, we'll see people
trying to, Standardized clientsonto one solution.
That might not be the bestreason, but it is a something
that we see sometimes.
I prefer not to disrupt payrollif you don't have to, but there
can be some reasons to do thatas well.
(09:46):
Especially if if it's going tobe a good fit for your clients.
Dan DeLong (09:49):
Yeah, and I see some in the chat, I see some of those
trigger events.
That would that are bringingpeople to the webinar today at
the 100 percent price increasefor desktop for enhanced payroll
for accountant is is is atriggering event.
So definitely, um, possibilitythere.
All right, so move on here.
I added this slide.
(10:10):
I think
Valerie Heckman (10:11):
you're still
Dan DeLong (10:12):
going.
Okay.
Valerie Heckman (10:15):
I wasn't sure if that was blocking their view.
Dan DeLong (10:17):
Oh, yeah, just sharing the results with the
with almost about half the folkshere where payroll is one is
part of their core offerings.
And.
Most and then followed closelyby about a quarter where they
already have the payroll servicewhen they come to them.
I did want to recap.
We had we had Intuit on a coupleof years ago where we were
(10:38):
talking about desktop migrationbest practices, and they brought
up this slide, and I wanted to,recover, re cover this, not
recover it, but cover it again.
There we go.
Where, QuickBooks Online and theapps ecosystem where and you can
probably attest to this,Valerie, that Brad Smith
originally, laid down this wholeidea of QuickBooks being the
(11:01):
ecosystem of small business andbeing like the hub of a wheel
when you look at, QuickBooksOnline and the other, and the
workflows that businesses dowhere QuickBooks would be the
center of that.
And then the middle circle isthe QuickBooks for offerings
(11:23):
that can be connected.
Directly within with inside ofQuickBooks and then that outer
ring is the the app ecosystem ofspecialized workflows where you
see the build.
com for AP noify forconstruction, contracting, job
costing, specify, reporting atinventory management.
(11:45):
So those things that, thatQuickBooks doesn't.
Do at its core you have thoseapplications that, that you can
work with.
Now, since this slide was wascreated.
You can tell that there's,there's payments, there's
payroll there's the capital,MailChimp is in there QB time
(12:06):
but since then, Intuit has nowbrought in another core offering
or core connected service of theQB bill pay, right?
So what we see in this innercircle is a lot of a lot of
things that deal with moneymovement, movement of money
coming in, money going out.
Money going to to payroll inthis particular, the case so
(12:28):
that we have this core group ofservices.
And now I think back of likewhen QuickBooks online was,
coming into the market reallymaking some headway.
That was fact that it didn't doa lot of real world.
Money movement I think wasactually an advantage to
QuickBooks online, and now thatwe're seeing a lot of more
(12:49):
services, more core servicesthat QuickBooks is where it's
dealing specifically with money.
I think that is, it's trying tothink of the phrase or the word,
um, this is this puts QuickBooksand Intuit in more of a higher
urgency when things don't goright, right?
So, there's always going to be aproblem when it comes to a soft,
(13:11):
a software, but when it has todeal with money, the transfer of
money from one entity toanother, whether that's,
business to business or businessto, employee those types of
things where it's reallyinvolving money, it gets higher
higher level.
And I remember working it intoit and it was payday, Friday.
(13:34):
People will call in on Friday.
And there would be this, youcould hear the employees
knocking on the door, like,where's my money?
Yeah, we often say,
Valerie Heckman (13:44):
there's not a lot of emergencies necessarily
in accounting and tax, butpayroll is one, right?
It's super important to keepthose employees happy.
Even a few errors or late.
Payments can really have adetrimental ripple effect on a
lot of people's lives.
So we are definitely dealingwith human beings and their
(14:06):
livelihoods when we're workingin payroll, obviously, but that,
that creates a lot of urgency.
Dan DeLong (14:12):
And then we're, and then we're talking about these
trigger events that cause peopleto look elsewhere, right?
If you have all of your eggs inthis money movement basket
inside of your QuickBooks andsomething happens with your
payroll.
Then that could sour the wholeapple cart, so to speak, or the
(14:34):
everything else.
Do I trust them with, mereceiving money or for books
payments and there's all sortsof, things that we've talked
about, in the past couple ofweeks about, ACH delays and
those types of things with moneycoming in.
This is This is a delicatebalance, I think, for, for this
sort of thing.
And that's what kind of whatwe're going to unpack here today
(14:55):
with, the advantages anddisadvantages of having payroll
directly within your QuickBooksonline.
So we wanted to review that theQuickBooks online payroll lineup
Valerie, close your ears, we'retalking about QuickBooks, but
all about this this stuffanyway, because,
Valerie Heckman (15:13):
Yeah, and I should give a, I should give a
disclaimer that while UnPay is acompetitor we also are a partner
and we'll get into that a littlebit with how we sync and there's
enough room at the playgroundfor everyone.
But I think it's reallyimportant for accountants and
bookkeepers and advisors to beable to be a buyer's agent for
your clients and help themthrough the options that are on
(15:33):
the market and what's going tobe the best fit for them.
Hey, this is a great fit for alot of people.
But we can have options.
And that's the beauty of theopen ecosystem that you just
showed a slider app, in myopinion.
Dan DeLong (15:43):
Next, next time we'll be talking about e
commerce fundamentals.
And that, that becomes, what'sthe best way to get Shopify into
QuickBooks?
The answer is it depends, andwe'll unpack that next time.
So this is another.
Another set of core workflowsthat we're talking about.
What's the best payroll service?
It depends, right?
It depends on what you'resolving for.
(16:05):
I used an intuitism there.
What are we solving for?
So in QuickBooks online payrollthere's three flavors of
services, core, premium, and theelite.
And they all come with a avarying increased Of service
offerings or features andbenefits, right?
So they're all full service,meaning that full service in
(16:27):
QuickBooks speak is.
Once you process the payroll,the tax payments will be made
for you.
Everything else garnishments and401k health benefits, those
other types of liability,payroll liabilities, may or may
not, depending on the flavor ofservice and the connected
service that you might have tothat.
(16:47):
But they're full service in thatonce you process payroll, your
tax payments should be made.
I'm gonna use their quotesthere, be made on time.
And then going up to the elite,they actually do have a
guarantee on making thosepayments and filing the forms on
a timely basis.
And if you do get tax noticesthey will stand behind the
(17:08):
penalties for you, even if it'syour fault.
But pretty.
And the other maindifferentiator between the three
offerings is the level of setupthat's required by you.
Where Core is, it do it on yourown, you're on your own.
If you fat finger the accountnumber, I'm sorry, right?
That this, that, that's theanswer that you're going to get.
(17:30):
And then they won't necessarilystand behind you setting it up.
Premium they'll have a payrollexpert come behind your payroll
setup and validate and make surethat you've set it up properly.
Hey, you missed you missed apayment entry in here for
payroll history, that, that sortof thing.
But elite is more of where theybring out the they want to be
(17:52):
preemptive and make sure it'sset up properly because of that
guarantee that they offer it,they don't want to, um, they
don't want to be on the hook forthose tech payments if they, if
it's not set up properly.
So they want to make sure thathappens.
And then, varying degrees of thespeed of money movement, same
day direct deposit as opposed tonext day or needing to do the
(18:14):
two day and those types ofthings, those those are the two
or three flavors of that.
And one thing that I'm I want tomake sure that people are aware
of is that QBO payroll can beseparate doesn't have to be
activated within your QuickBooksOnline subscription.
You can have a separate QBOsubscription for just payroll
(18:36):
and export those.
Those payroll transactions toyour QuickBooks account, so it
can be completely separate fromthat because that will unpack
the horror story of the day.
That might be a good idea, butagain, the answer is it depends,
right?
Um, The they will come in ascheck as opposed to paycheck.
(18:58):
So running those report andthose types of things inside of
your QuickBooks when it isseparate is a different
challenge.
But, understanding that at leastyou can do that if you wanted
to.
So let's talk about some of theadvantages of adding payroll
directly within QuickBooksonline.
And this is.
(19:18):
You know where QuickBooks willhave and Intuit will have a
distinct advantage because theyown the end to end experience of
QuickBooks online, as well asthe payroll providing.
So the deep integration iswhere, the biggest advantage of
adding payroll directly withinyour QuickBooks online with
(19:39):
project costing we're finallygetting the the option of
spreading out those payrollcosts per job a little bit more
in detail than they were in thepast, because it's always been a
criticism of QuickBooks Online,doesn't do job costs, air quotes
(19:59):
there, so it does to a degreeand payroll was one of those
things, the payroll job costingallocation was one of those
things that a lot of peoplePreferred the QuickBooks desktop
route of the way things thatwere handled there, as opposed
to QuickBooks online they'vebeen talking about the the
(20:20):
allocation of that in payroll isgetting better, right?
And eventually it'll get to thepoint.
Where it does hopefully the samething that it does in desktop,
but you're going to have moredetail on reports.
And then, of course, you'regoing to have consistent
navigation.
You don't have to go intoanother outside application and
(20:41):
run payroll.
That looks and feels differentlythan it does inside a
QuickBooks.
So your QuickBooks time, yourQuickBooks payroll, your
QuickBooks, they all have thatsame familiar feel.
Once you're in that onlineecosystem, or if you're coming
from desktop, then that'sanother conversation.
But you do have that one stopshop with regards to.
(21:01):
Having your QuickBooks and yourpayroll in one place, one place
to log in, you do all yourthings in one place.
Now, the disadvantages istypically going to revolve
around user access concerns,right?
So who can see the payrollinformation?
You're going to have permissionsissues.
(21:24):
And even QuickBooks OnlineAdvanced as it's You know,
touted advanced or greatergranularity when it came to
permissions initially was Icalled it a light switch, right?
It was either on or off andthere was no dimming of the
light between the two now it'sgetting there with with the
(21:44):
greater advancements thatthey're making with the user
permissions and whatnot.
But.
You have more people in insideof your QuickBooks with your
payroll in it, you're going toneed more users.
And even though a time entryuser does not count as a
billable user someone in thereto run payroll and those types
of things, that's the only thingthat they do now, that's a
(22:06):
person that takes up a slot in,plus only gives you five people.
Is that going to make you go toQuickBooks online in advance,
just because you have.
Payroll inside of your inside ofyour QuickBooks, that is a
consideration.
Valerie Heckman (22:21):
And that I think is a common thing that we
see with people, right?
They don't need thefunctionality of a higher tier,
but they might need some, theextra user seats for one reason
or another.
And payroll is one of thosereasons.
So it's if somebody could stayon a lower version, to have
things separate, right?
Make a difference.
Maybe.
Dan DeLong (22:41):
Yeah.
Consider if users is the onlything that's driving them to a
higher version.
Obviously, there's otherfeatures and functions that
they'll have available to them.
That's quite a jump.
Go from 99 a month to, to 35just for, people to do payroll
out inside of QuickBooks.
And then there's the gripe offixing mistakes is difficult.
(23:06):
Once you do process payroll andrecord payroll inside of
QuickBooks.
Incorrect account mapping andthose types of things.
If you put the wrong bankaccount or map it in there that
once you record it, then rerecord it, you can't like edit
the transaction.
Cause normally you don't want tobe go going in and modifying a
recorded paycheck.
(23:27):
After the fact and typically theanswer from support is you got
to delete void or, recreatethat, that check after you've
made the change.
So incorrect account mapping isa challenge.
There's some of those thingsthat you're, that you get with
with QuickBooks online payrollis just, that's the, the answer
is.
That's the way it worked.
(23:49):
A lot of times there are certainpayroll deductions or
liabilities that are Not theaccount type that the accountant
and bookkeeping professionalwants, but if they're only
listed as an expense, and they,rather have it be a liability or
an asset or, employee loans orone of those things that,
people, there's differentschools of thought of where they
(24:11):
should show up on the On thegeneral ledger but they're only
offered a certain number ofaccounts that you can choose
from or a certain type and thenthe answer ends up being you're
going to need to make a journalentry.
So now you've added a task forsomething that you're You know,
would rather not right.
So making those account mappingsexactly dialed in or fine tune
(24:33):
might not be the experience thatyou want.
And then there's this nebulousthing of payroll corrections
where hope something wasrecorded wrong or I set up.
A pre tax deduction when itshould have been post taxed
after the fact I've recordedthings, and I need to make a
payroll correction, or we'resetting up payroll for the first
(24:53):
time, we forgot to put in,certain things, and we want to
make sure the W 2s are correctat the end of the year there's
this nebulous escalation calledpayroll corrections that You may
or may not hear from someone fortwo months before it actually
gets it corrected.
That is one of those thingswhere adding it directly within
(25:16):
could cause a hardship.
And then one of
Valerie Heckman (25:19):
the challenges I've seen with that, that folks
have mentioned to me over theyears is Wanting to get the
books accurate and sometimespeople don't realize that making
changes in the books doesn'tmake changes in the payroll.
It's still a one way street,even though it's embedded
within.
And so that workflow, especiallyif your clients are the types
(25:39):
that are doing some of thosechanges.
edits and journal entries andthings themselves or reconciling
their own books or whatever,that there can be a disconnect
sometimes that things thathappen in the books don't
influence the payroll and viceversa in some cases, depending
on how things are mapped andwhat the issue is.
So that, that can create somechallenges as well.
Dan DeLong (26:00):
Yeah.
And then and then there's thewhole thing of the service after
the service, resources trying tocontact somebody I hate when it
when I have to call into it.
Not that I don't want to talk tosomebody.
It's just the call routing.
Do I get to the right person?
There's typically one number foraccountants to call and then The
(26:21):
voice, they pick up a an erranddog barking and sorry, I
couldn't understand that we'llsend you to a nebulous triage
system before you actually getto somebody that you can
actually do when you're dealingwith, a specific service you're
just, you're going to be talkingto somebody.
At at that provider, right?
(26:42):
The resources and support thatyou get could be a challenge
after the fact, because,technology is great.
When it works.
But we all live in that that,that small percentage when it
doesn't.
And it's what happens when thatis you were talking Valerie
about, some of the resourcesthat, that on pay might have and
want to talk a little bit aboutthat.
Valerie Heckman (27:04):
Yeah, we can get to that in a moment.
And I'm certainly I, there'ssome amazing people into it
support teams.
I don't want us to sound likewe're totally putting that, but
one of the advantages that Isee, sometimes people start to
look at other options is whenthey they want.
A dedicated payroll team, not totalk to somebody who payrolls
(27:24):
one of one of the things thatthey're supporting.
It's the only thing that they'resupporting.
And sometimes that can make adifference depending.
And of course, that's a decisionthat everybody has to make for
themselves, but it can be adifference.
There is at on pay.
We are a payroll company.
That's not just one of thethings that you do.
It's the core of what we do.
Whereas sometimes, and not justinto it, lots of companies.
(27:47):
Falls in as just one of thethings that a given support
person is talking about all day,so it can make a difference.
Dan DeLong (27:56):
There's always that pendulum of specialization and
generalization that, that couldswing either way depending on
the time of year.
So let's talk about the horrorstory.
So I, I don't want tonecessarily say that this is
always going to happen.
Just like what Valerie wassaying, there's plenty of
opportunities and Elizabeth wassaying in the chat, she's I'm, I
don't experience any issues withcustomer support and that's
Valerie Heckman (28:18):
great that's
Dan DeLong (28:20):
great.
That's great that's happened.
But we had a post on on ourFacebook group where Robin was
converting a desktop file to, toQuickBooks online and needed
some help on a weekend.
So that was.
Part of the challenge of gettingto the right place at the right
time when help was needed andone thing led to another and
(28:44):
their converted data convertedinto the QuickBooks online
accountant, your books.
So basically she overwrote herclients data or her own data
with her clients data, whichincluded payroll, right?
So that was A terriblerealization, right?
So you log into your QBOA, yougo into your book and you see
(29:07):
all of your clients data andnone of your of your firm's
information in there when thathappens, when you have a
conversion from desktop toonline that data is overwritten,
right?
Part of the challenge that wehave is that.
In QuickBooks Online Accountant,the backup company, because you
(29:30):
do have QuickBooks online backupservice as an advanced
subscriber.
And as yearbooks, you have the.
Advanced some advancedfunctionality, however, not for
QuickBooks Online account.
So you can't set up the backupservice on QBOA, your book.
So basically the books that youhave for your firm can't be
(29:52):
backed up and subsequentlyrestored because QuickBooks
Online The QBOA backup servicedoes not back up payroll.
That was the discovery of all ofthis.
Does it back up
Valerie Heckman (30:04):
payroll when it's a client's account?
Or it doesn't back up payroll atall?
Dan DeLong (30:09):
Payroll is one of those things, right?
Because of the So the shortanswer is no, it doesn't it
doesn't back up for your clientit doesn't back, it doesn't back
up payroll, um, even rewind aswe'll talk a little bit about
them.
They can't back up payroll.
The QuickBooks online payrollservice is unable.
To be backed up, right?
(30:29):
Because there's so much PII,personally identifiable
information right there, socialsecurity numbers, there's that
API accounts that yeah that,that ship has sailed, right?
So you can't necessarily backup.
And that's one of the mainreasons that when you convert
from desktop to online or onlineback desktop, is that those
paychecks.
(30:49):
Don't get created as paycheckbecause it's virtually
impossible to have a one to onerelationship because one, the
payroll service would need to beset up exactly the way it is.
Sometimes people can get prettycreative on how they set things
up.
And it's a domino effect.
(31:09):
If one thing can't be set up,then everything that happens
after that doesn't happen.
They're typically created aschecks when they convert from
one to the other.
But with With the online backupservice with that was
chronobooks only in QuickBooksOnline Advanced, but not an
option for QBO accountants andit only provides a restore
(31:31):
point, meaning that if somethinghappens today, and I want to go
back to tomorrow, or I can't goback to tomorrow that I want to
go back to yesterday or the weekago, that will allow you to do
that.
However, anything that occurredafter that would have to be
reentered.
And the big thing about not alldata is going to be restored of
(31:52):
the payroll service.
In this case Robin ended uphaving to recreate and set up
payroll entering in.
Um, year to date to get thingsget things working again.
And, but you do have the abilityto copy your data into another
and then one other QBOsubscription provided of course,
that is also an advanced option,right?
(32:14):
Because our subscription level,so you have to go from advanced
to advanced, but.
Don't expect your payroll to bepart of that process, which then
leads to all sorts ofreconciliation nightmares.
Because if you've got yourpaycheck and you've reconciled
your paycheck and that paycheckis now not part of the copied
data you got to recreate thosetransactions and recreate those
(32:35):
reconciliations as well.
There is another outside backupservice out there called rewind.
It does work with all versionsof QBO.
It does.
Does the same thing where it'sthat restore point of all data
where you can do.
Okay, I want to go back toyesterday.
But it also does individualtransaction.
Now, payroll is not part ofthat.
(32:55):
Just bear in mind that it's notgoing to back up payroll
transactions.
But if your customer issomething of a heavy clicker and
they, If you delete a largetransaction, like an invoice
that's 26 pages long, you can gointo into Rewind and restore
just that one transaction orseveral transactions if they got
(33:16):
click happy again and decided todo that they do have a nice
accountant program.
And that can be one of yourservice offerings as a as an
accounting professional to offerthat backup service through re
want.
Can't say that.
So let's listen to our pollingquestion.
This one is actually a twoparter.
So do you use the QuickBooksonline accountant to manage your
(33:38):
firm books and as an accountant,of course, you get the elite
payroll service as part of that.
Two, two parts there.
Do you do you use the firm booksto manage your books?
And do you use the includedelite payroll service as well?
Any anything that you saw in thechat or the Q and a Valerie that
I'm, I might've Yeah, I'mlooking through it,
Valerie Heckman (33:56):
one thing I I feel terribly that this happened
to somebody and I don't thinkit's A thing that happens all
the time.
I certainly hope not, but I'mglad that, this is what got us,
us talking as if I'd ever seenanything like that.
And I hadn't, but I think it isgood to realize that it's there
and just knowing that somebodyin the chat said, this is why I
still keep paper files, keeppaper copies.
(34:19):
Even just having a drive of somereports and things after your
run payroll is probably a goodoption to have a little
insurance against some of theseproblems, if you're in this, in
the solution.
So terrible that happened.
Dan DeLong (34:34):
And the bottom line is you just want to weigh your
options and at least know what,what would happen in that worst
case scenario.
I remember, getting trained inIntuit.
And part of that process wasbefore you act on something,
make a damage control plan.
So if the worst thing, worstcase scenario would happen, you
(34:55):
have, something to fall back on.
I've done horrible things I carenot to repeat, but I remember
shutting a business down becauseI repaired their office, their
Microsoft office and theiroutlook blew up in the whole
process and didn't make thatdamage control plan and felt
terribly terrible, horribleabout the whole situation
(35:16):
because.
I basically did something thatcaused a business impact.
And so having that damagecontrol plan in place, whether
it's the backup service or atleast separating the two so that
you know that if there is, worstcase scenario where something
gets overwritten, your payrollis Allocated outside of that.
(35:37):
So I just want to end the pollhere, share the results.
It looks like a lot of peopleare using the firm books.
However they're happy with theirpayroll provider.
So now we're talking about thatgrudge purchase, right?
So long as they're happy withthat, they're not going to be
changing, which is perfectlyokay.
So let's talk a little bit abouton pay and it, just knowing what
(35:58):
else is out there is a great,knowledge is power and knowing
is half the battle, the GI Joewould say.
Valerie Heckman (36:04):
Sure.
So a little bit of, about OnPayand again, this, I think this
was something that kind of gotDan thinking, Hey let's see.
What is, what else is out there?
Let's talk to Val about OnPay alittle bit.
So that you know your options.
So we are a full service payrollsolution as well.
We're part of that QBOecosystem.
So we connect up with QuickBooksOnline.
(36:24):
We also have an export forQuickBooks Desktop.
I'll talk about that a littlebit more in a moment.
And really, What's interestingabout us, I mentioned before, we
are a payroll company that hasgreat software.
Our company was born out of ourfounder going to work for his
grandfather's old school payrollclerking company in Atlanta, saw
(36:47):
the opportunity to help thosepayroll clerks more effectively
serve clients, and then Built onpaste or letting businesses use
it themselves and the rest ishistory.
And so we have a really deep paypayroll history.
And I think that's reallycontinued forward and everything
that we do from a customerservice perspective, especially
(37:07):
that payroll service provider isa is in our DNA.
And then we have awesomesoftware as opposed to being a
software company that also doespayroll.
Which is Intuit and a bunch ofother different companies out
there.
So we give you the option to runpayroll for your clients, or you
can refer them, or you cancollaborate.
(37:29):
Together inside of on pay.
I'm going to bring up and Idon't I realize do I have the
option to share my screen here.
Yeah,
Dan DeLong (37:36):
Let me go ahead and stop sharing so that you can
share
Valerie Heckman (37:40):
a couple of things.
Get out of the slides for amoment.
Dan DeLong (37:43):
While you're sharing it.
I did see a note in the chat.
Because I mentioned that youcan't restore a transaction with
the QBO backup service.
Yes, you can use the the auditlog to see a deleted
transaction.
There is a, accountant reportfor deleted, avoided
transactions.
So you can see the transaction,you can see the prior iteration
(38:04):
of that.
But there's no E button torestore that transaction.
It had a lot of information orline items on it.
Recreating that as you will havea blueprint to do that from the
audit log.
Restoring that transaction wouldbe a manual process of
recreating that transaction fromscratch.
Valerie Heckman (38:28):
Okay.
Alrighty.
So a couple of things with onpay if you were to want to
compare it to other providers afeature functionality set, The
best thing to do is probably setup a conversation with us.
We'll jump into a demo.
We'll talk to you about yourclients.
Of course, we work withaccountants closely, so we can
(38:48):
really assess your client needsand show you a functionality in
a one on one.
So I'm just going to go througha couple of things pretty
quickly here.
We do have a couple of areas onour website that you can dive
into, of course, to learn moreabout us.
One that I like pointing out iswe have an area where you can
compare providers.
You can read our ratings andreviews and there's an option on
(39:10):
this page.
We pull in a bunch of the G2reviews, but also pick a
provider and you can see a sideby side comparison of on pay
versus QuickBooks payroll orsome of these other options.
And that'll give you a kind of aside by side breakdown and you
can collapse and expand and see.
The the different things that wehave a couple of sort of high
(39:34):
level things that I love topoint out is we we have full
service payroll with thefederal, state, and local tax
filings.
We don't charge anything extrafor multi state, so that's
included, and that tends to bean area that people rack up some
hidden fees and other, Providerslikewise, we will not have any
additional fees for offset goldpay runs.
(39:55):
So it's unlimited payrollsincluded in the subscription
price.
A couple of other things is wehave some built in HR.
And we have an in house benefitsteam, so there's some extra
services that you get includedwith Anke without having to add
on different apps.
But we also have a bunch ofintegrations and things that you
(40:16):
can connect with.
For 401k and workers' comp.
If you do need some HR help,kinda beyond the, just using the
tools inside of on Pay.
And of course we sync up withQuickBooks Online Zero and
QuickBooks Desktop.
I was gonna jump in.
I know we are coming up on timehere, but let me jump in and
just run a payroll and kind oftalk through oh, I need to enter
(40:38):
my.
Multi factor code here to getlogged in.
Dan DeLong (40:42):
I just want to talk while you're doing that.
I think that's one of the thingsthat I that it's really I don't
want to say that you'revulnerable, but being having
something on your website whereyou can where someone can go to
actually compare.
And it's not just on pay with X,it's, others together, right?
(41:02):
So you've made that as a, it's agreat resource so that people
can go and take a look andcompare these these payroll
offerings side by side andreally make that best decision
for them or their client andthat, that's a really great
great page to either, eitherbookmark and make available when
it comes time to, okay, is therea reason to change change
(41:24):
payroll providers?
Which one will be the best?
Valerie Heckman (41:27):
Absolutely.
And we can talk, feature littlecomparisons and things all day.
One of the reasons I thinkpeople switch to UnPay the most
is for our ease of use.
Our service and our greatintegrations so everyone who's
on pay will get a dedicatedpartner support channel So if
you're an accountant bookkeeperadvisor coming through you'll
(41:48):
get this dashboard that i'mlogged into now where you can
manage Your clients and yourteam members similar to what you
would do in QBOA.
And then we do full serviceonboarding including data
migration for every client thatyou have on unpay.
So they don't have to be on ahigher subscription level.
We will do the work and theexpert review for every client
(42:09):
that you have.
And that really helps us.
Set those clients up for successfrom the get go and take that
work off your plate.
And then ongoing email, chat,phone support for your clients
and for you.
We do revenue share anddiscounts.
So if you're setting up a newclient in here, it's pretty easy
to start an enrollment.
(42:29):
And if they're added through youyou really have the option of
whether you want it to be billedto the client, billed to you
directly.
Do you want to be involved inworking with us to get them up
and running, or would you preferto invite the client to work
with our team themselves?
So a lot of different ways thatyou can work with us.
Of course, if you've got aclient already on OnPay, you can
invite them in to be part ofyour team.
(42:51):
part of your firm's platformhere too.
I'm just going to launch into aclient and show you just a taste
of what our interface looks likeand point out some things.
Would of course love to do fulldemos for anybody that's
interested.
But we're brought into adashboard.
I'm going to see the same thingthat my client sees.
We show you the recent pay runsthe next scheduled runs,
(43:12):
important dates.
So we can set up multiple payschedules, even custom.
Pay schedules if we want andthen see the upcoming periods
and our deadlines.
Like I mentioned before, we havea bunch of HR functionality
built in.
So you have a whole HR toolboxreally awesome tools to hire an
employee.
Have onboarding documents, getelectronic signatures, have the
(43:35):
employees fill out their ownprofiles.
Every employee gets a portalthat they can log into for those
onboarding steps if you chooseto use them, but also to view
their paychecks view their, paystubs, view their W 2s, 1099s.
You can have employees andcontractors in here.
One kind of thing on how webuild too, is we just have one
(43:57):
subscription level 40 a month, 6per worker paid per month.
And that's who's paid, right?
So you can have as many pay runsas you need, and we just add up
the employees and contractors.
You don't have to activate anddeactivate and do that whole
dance.
If you've got like seasonalemployees or something or
restaurant workers we tend to bea good fit.
(44:17):
And then when it comes torunning payroll, just to show
you a little taste of what thisis like.
If I jump into a pay schedule,we'll pull in all of our
employee profiles superconfigurable from a company
settings perspective and on theindividual workers.
There's a lot of things in OnPaythat you can turn on and off and
that's part of what drew me tothis, is it's super configurable
(44:39):
to even some very complexbusiness needs and you can pay,
we typically say under 500employees are a good fit for
OnPay.
I'd say we.
We probably see a lot of thebusinesses that are more in the
under 100 range, since they tendto be the folks that are a good
fit for QBO and Xero.
But we can support 500 and evengo over that a little if we need
(45:01):
to.
I'm going to just check off acouple of employees here to give
you a sense of what this lookslike.
Dan DeLong (45:08):
A quick question that somebody brought up is, Do
you handle class and or locationas far as the integration into
QuickBooks, where you can splitthem by class?
Great question.
Valerie Heckman (45:17):
Yeah, so we can map up the classes, we can map
up departments.
I'll show you a little of thatin a moment.
We don't have.
A allocation by class on thepaychecks themselves.
So that gets into the more whatI would consider like advanced
type job costing.
There are some things that folksdo with setting up custom pay
(45:39):
types and adding those to thecheck and then having those flow
to the general ledger.
So there's some ways that peopleget through that with what I
would call light job costing.
I could probably talk about thatfor the rest of the time we have
together and then into theafternoon.
So I won't go deep here.
But yes the the mapping piecewill have that.
And we'll look at that in asecond.
When we're setting up a check,we of course can input hours.
(46:02):
We can bring that in from ifthey're using QuickBooks Time or
Deputy or When I Work.
If they're using some other timetracking system, we've got like
a CSV import option.
Or we can type them in as we gohere.
And then of course I've got theoption to configure the check.
It'll pull in some things I haveset up on the employee's
profile.
But if I wanted to, Add anotherpay item to this check is a one
(46:24):
time thing or something.
I can rearrange stuff.
And we can have a lot of custompay items.
I rarely see anybody run out ofspace with that.
We can, I think it's somethinglike, 50 or 60 items that you
can set up in addition to what'sbuilt in.
And then, of course, we can dosome overrides in the moment as
well.
So super, super configurable ifyou need to go through and make
(46:45):
some changes.
So I would toggle through myvarious employees here.
And then I'm brought into a pagewhere I can preview everything.
I love this because I've got theoption to review the company
costs and really drill deep andsee how the taxes and
contributions and whatever elseI've got set up played out.
(47:05):
I can download this as a PDF.
We can drill into the checkitself if we want to see how it
all broke down.
And then down along the bottom,you'll see what the total costs
are, our debit dates and debitamounts, direct deposit dates,
direct deposit amounts.
We do tax impoundings, so you'llsee a payroll sweep and a tax
sweep when you run payroll withus.
(47:27):
And we've got options for 4 daydirect deposit.
And then when I go to submit,it'll tell me if there's any
warnings maybe I've got somebodywho my pay is unusually low or
unusually high, this is a testaccount so it's probably a
little bit wonky, but you'll getsome of those warnings if things
are a miss.
(47:48):
And then I can jump into submitmy payroll and confirm that out.
When I confirm it, it'llautomatically sync to QBO or I
have the option to push thatover.
So this is our kind of our,where our app directory lives
with all the various.
integrations we have for timetracking for 401k, workers comp,
compliance all those things.
(48:10):
This is where I would set up myconnection to QBO.
I realized that this account isnot connected up, so I have some
screenshots to give you a senseof what this looks like.
Let me zoom in on these alittle.
And this, That was one of the
Dan DeLong (48:22):
things that I was investigating because it's
always down to, devil's alwaysin the details.
How does this show up in, inQuickBooks, especially when it's
outside of that.
And you do have provide theoption of detailed versus
summary.
There's still the sametransaction type of a journal
entry, but you can break it outby employee, right?
Valerie Heckman (48:43):
You can, yes, so we can sync it automatically,
or you can choose to push itover, and that's actually
another reason, we didn't eventalk about this, Dan, sometimes
people don't want payroll datato immediately show up in the
books, they've got theirreasons, we don't have to get
into all those reasons, butsometimes that's a thing, we
don't want that payroll datasitting in the books until we're
ready for it If you've gotpayroll outside of the system,
(49:05):
whether it's on pay or somethingelse, you have that option of
when it comes over.
And then, yes, in, in detailwill be the full breakdown of
each employees versus a asummary.
Then we map up our checkingaccounts, clearing accounts,
any, if you've got controlledtips, you'll have a clearing
account for that tips, payableaccounts.
And then, this is a helparticle, so it guides you
(49:25):
through some of theconfigurations, but we'll be
able to connect up our expenseaccounts, our liability accounts
departments, classes, all ofthat, our help resources also
we'll break down those summer,summary, And in detail journal
entry examples, so you can see,I know it's a little small here.
A summary one's pretty basic,straightforward journal entry.
(49:50):
And then here's the tax sweepthe detail, separate journal
entries for each employee, thetax sweep, and the direct
deposit sweep.
So you have more.
More information.
And this gives you a sense ofwhat that looks like.
One of the things I getcomplimented on is how well our
transactions match up in thebank feed.
I don't know if that's true forevery bank.
I won't make that guarantee, butI do hear that compliment a lot
(50:12):
from accountants I talk to.
So take that for what it'sworth.
And then of course we've got arobust report center.
The filings that we do on behalfof the business will show up
here.
You'll be able to see theliabilities.
I mentioned the HR settings.
Ooh, looks like you're poppingup another poll and question.
We are running out of time.
(50:32):
I want to make
Dan DeLong (50:33):
sure we get the last poll question in there before
the end of the webinar.
If you've got some time to maybestick around for a few extra
minutes, there are some
Valerie Heckman (50:41):
good
Dan DeLong (50:43):
questions.
A
Valerie Heckman (50:45):
lot of good stuff.
A lot of things that we can sayand I know payroll, one question
leads to another question leadsto another.
So we we have a dedicatedpartner team.
Like I mentioned, we have apartner program to give you
resources, to give you discountsor revenue share with us and
then also to.
Support you ongoing.
We've got dedicated support forour partners.
(51:05):
So something to keep in mind.
And thanks for inviting me onbefore we run out of time.
Let me make sure I thank you forhaving me today.
It's an interesting topic.
And and it is.
It's a good thing.
I think to have some differentoptions for clients when they
need them.
Keep us in mind.
Dan DeLong (51:21):
Always great to have more information or at least
more options than thanrealizing, Oh, all my eggs are
in one basket.
But I wanted to ask you therapid fire questions here,
Valerie.
Okay.
That I saw going through here.
Is there a PEO option?
Or or is it because youessentially have a one size fits
(51:42):
all service offering.
Is there a place to grow if theydo need PEO?
Great
Valerie Heckman (51:48):
question.
Not at this time.
Not at this time.
So we do have an in housebenefits team.
We've got licensed brokers.
They can help employers throughpicking plans, setting up plans,
doing open enrollment with theiremployees and all of that.
But no, it is not a PEO option.
We'll keep, if that's somethingpeople want, keep asking us for
it and we'll see if we have itin the future, but not at this
(52:09):
time.
Dan DeLong (52:10):
And I'm not sure if you mentioned it, but where is
OnPay based out of and is thatwhere all the employees are?
Valerie Heckman (52:16):
Yeah, I flew through that, didn't I?
I knew how much time we hadleft.
OnPay is in Atlanta.
We're headquartered there.
And then we do have someemployees throughout the
country.
The folks that are in theAtlanta office, a lot of them
are hybrids.
They work at least three days inthe office and then they spend
some time working from home aswell.
Everybody is U.
S.
based.
And we don't do any offshoringor any of that.
(52:37):
And everyone gets trained inhouse, which I think is really
wonderful.
We also give all of ouremployees the option to go
through payroll or payroll dotorg to get a certification.
So if they want to get certifiedby the.
Oh, I'm blanking on the acronymright now, but the the payroll
certification option.
It'll come to me later I thinkthat as soon as we hang up most
(52:59):
of our especially in our partnerteam most folks do and then a
lot of the the small businessteam does as well, so you tend
to Get somebody who's beentrained by payroll professionals
in house and then has also donesome continued education outside
of that
Dan DeLong (53:14):
Perfect.
And then I'm going to ask, canyou do split payroll split
payroll?
Split across
Valerie Heckman (53:19):
bank accounts?
Dan DeLong (53:20):
I'm not sure Carolyn, if you want to add in
your labor.
It's either split payrollschedules.
If you have bi weekly and thenmonthly on the same.
Oh, yeah.
Multiple schedules.
Yes, yeah.
Or can you do multiple directdeposits?
Okay.
The different bank accounts.
We'll cover both.
We can
Valerie Heckman (53:41):
do both.
So yeah, so we can set up payschedules.
This account just has thetypical, but if you wanted to
batch employees together, likemaybe you want all your
contractors on a schedule or allyour part timers on a schedule
and you configure that, youabsolutely can set up custom pay
schedules.
And then as you're runningpayroll, we can do off cycle,
(54:01):
right?
This is where we could.
Change the dates and we've gotsome like customization options
with that.
Yeah, in the company settings,and I'm realizing the poll is
still going and probablycovering the screen.
Let me go ahead and end the pollthere.
Yeah, no problem.
Oh, a number of you would liketo see it.
That's wonderful to hear.
Yeah, we can do a lot ofconfiguring in our Company
(54:22):
settings on the individualemployees and connect up our
apps and stuff from here, too.
So we can do that.
You had
Dan DeLong (54:30):
mentioned that multi state is not an additional fee
for on pay, but that brings up agreat question about if they do
venture into another state andthey have to add on all of the
account set up andconfiguration.
Is that something that, that onpay can help with as far as
getting that established in thatnew state?
Valerie Heckman (54:52):
Yeah a couple of things to unpack with that.
So yes, we include multistate.
We feel strongly, we want you tobe able to have employees
everywhere and not have thesekind of gotcha fees that we
sometimes see.
So we don't, we're not chargingfor onboarding.
We're not charging formultistate.
Really the only add on feesoutside of if you of course add
(55:12):
Benefits workers comp, that kindof stuff you'll have charges
there, but is if you want us todeliver the W2s, there's an
extra fee for that.
But if you just want to makethem available electronically,
W2s and 1099s are also includedin all the year end forms.
Sorry, I got distracted talkingabout that.
Yes.
The I'm boarding a new state, sowe'll do all the new hire
(55:33):
reporting, if we're hiring newemployees, and then we partner
with MidDesk for stateregistration.
So it's an optional add on, butMidDesk will, they work with
accounting firms directly,accountants and bookkeepers and
they will do all of thecorrespondence back and forth
with the states get those, stateIDs and rates.
Set up and then all of that willflow into on pay if you're
(55:56):
adding a state.
So a lot of our partners chooseto do that.
Or, of course, if you're doingit on behalf of your client,
you're just adding the stateinside of on pay and signing the
work site to the employees andgiving us any permissions that
we might need with the state tobe able to.
Pay the taxes and file theforms.
Dan DeLong (56:13):
All right.
We're a little bit over and wewant to make sure that we're
valuing everybody's time becausewe could sit here and chat about
all these questions as we as wego.
But on the QB power hour landingpage for today's webinar there
is a link there to to reach outand schedule schedule time with
Valerie and our team to getthese.
(56:34):
granular questions answered andtake a deeper dive into OnPay.
And Valerie, I appreciate youjoining us here today.
And I am going to, I'm going
Valerie Heckman (56:42):
to plug just in case you're, in case you're
humble about this that link thatDan has on the QB power hour.
Is a referral link from QB PowerHour, and if you sign up through
there for our partner program,you add clients I didn't mention
this before, but I should have,you do get free firm payroll
with us if you've got one activeclient, we don't make you add
(57:03):
more clients every year, it'sjust we want you to have
clients.
Have somebody on the platform togive your firm pre payroll.
But you also, if you sign upthrough that link, you'll get a
500 gift card.
If you, when you go to add aclient and they run payrolls we
wanted to give you a little bitof a bonus, check us out.
So use, use that link for sure.
Dan DeLong (57:21):
I'll post the link there.
Yeah, Jennifer's asking for itin the chat.
So I hope, hopefully everybodyhas a great week ahead.
We really appreciate you takingtime out of your day.
You join us and the dog'sbarking.
So we'll we'll sign off for now.
We'll see you next time on theQB Power Hour.
Thanks again
Valerie Heckman (57:39):
for having me, Dan.
Take care, everybody.
Bye
Welcome everybody to another QB power hour.
Today is going to be dude,where's my payroll?
This is actually going to betalking about, we're not going
to be talking about like themoney movement, like an employee
asking about where's my payrollmoney.
We'll be talking about theadvantages and disadvantages of
separate payroll management,having payroll in your
(00:51):
QuickBooks or outside ofQuickBooks.
So a little bit of today,Michelle's not with us today.
She's finally on her vacation ofa lifetime again.
So she went to Papua New Guinea,I think a couple of years ago,
and that's where she broke herfoot and had that nasty surgery
(01:13):
and missed out on an opportunityto just snorkel in the barrier
reef.
So, leave it to Michelle not tolet that go unturned and made
that she's now making that up.
The possibility for her so sheis doing that.
So the next couple QB powerhours, she'll be off
gallivanting world traveling andenjoying her semi retirement.
(01:33):
But of course she'll be comingback after that.
My name's Dan DeLong, co hostingtoday owner at Danwidth and
School of Bookkeeping.
Worked at Intuit for nearly 18years, co hosting today, as well
as the workshop Wednesdays overat School of Bookkeeping and
doing some tech editing for theDummies series of books that
deal with QuickBooks.
(01:53):
And joining us today is anotherfellow Intuit alum, Valerie
Heckman.
As I was reaching out, I waslike, oh my goodness, all my
normal co hosts are here.
At Appicamp or on vacation, andI can't do that alone.
Valerie, help me out! And and SBhas it.
She's she's available.
Valerie, you want to explain, orIntroduce yourself, not explain
(02:16):
yourself.
Valerie Heckman (02:17):
Explain myself.
Oh no.
Hi.
Hi, Dan.
Good to see you and great to behere.
Hey, everyone.
For those who don't know me, I'mValerie Heckman.
I'm the Accountant CommunityManager at OnPay which
essentially means that I'm anadvocate for the accounting
community.
I go to events and conferences.
I do webinars and other thingslike this as well as take
feedback from accountants backto our team.
I've spent the last 13 yearsworking with accountants,
(02:39):
bookkeepers, and advisors invarious capacities.
I'm a public speaker andeducator.
And you may have seen me atScaling New Heights this year.
I did a keynote and a session.
I speak at various conferencesand events too.
And I did work at Intuit for 10years with Dan.
So good to stay connected withyou over the years, Dan.
I also when I left Intuit, Iwent to a sales tax advisory
(03:01):
startup.
So I spent some time in thatworld started my career in
payroll.
Went into QBO, went into taxsales tax.
And then I've headed back intothe world of payroll at OnPay.
So been there a year now and I'mexcited to talk to you about it
a bit today.
Dan DeLong (03:17):
And and this is what you mentioned when you're
keynoted at Scaling New Heightsand that, that's what clicked
for me where, and we had talkedabout this a little bit where
kind of OnPay has this.
Almost like Intuit has its ownbranding issues, right?
Where OnPay has this Mindset inthe community of where it fits
(03:38):
in the payroll offerings.
And then I saw you on stage andI really should double check and
then circle up, circle back withon pay, because I had that same
feeling when I had learned aboutwhat on pay was before, but talk
about your to da list your, thetakeaway of of the of the
keynote that you did.
Valerie Heckman (03:56):
Sure.
So I, I did a keynote onprioritizing enthusiasm in your
life and in your work life, andone of the things that people
took away from that, I talked alot about mindset and building
community and building newthings.
And I mentioned that you shouldconsider keeping a to do list in
addition to your to do list.
So everybody tracks to do list.
(04:18):
What they have to do and itfeels really good to cross those
things off.
But sometimes it's good to putthat to the side and focus on
what you have accomplished.
And not even just accomplished,but the things that, that you've
done that are meaningful to you.
Like it doesn't just have to be,Oh, I got a reconciliation done.
It can be, Hey, I had a, got areconciliation done, but I also
(04:41):
had a really great conversationwith a friend, or I got a walk
in today, or whatever, and justtake a few moments in your day
to reflect on the good thingsthat did take place.
So that's the to da list.
To do list is for keeping trackof those tasks.
To da list is a way ofcelebrating them.
Dan DeLong (05:00):
There we go.
It was it was a great greatkeynote.
And and I don't know, are youable to, I guess if you're a
member of Woodard, you can goback and watch the keynotes and
those types of things.
But if you are definitelysuggest checking that out.
It was a really great speech.
Valerie Heckman (05:15):
Thank you.
Thank you.
Dan DeLong (05:17):
So a little bit about do some housekeeping here.
So a little bit about the QBpower hour webinars or every
other Tuesday at noon Eastern.
Our friends at makers hub aresponsoring our CPE credit.
This 1 is not eligible for CPE.
That's only the 1st webinar ofthe month, not necessarily the
1st week of the month, but the1st webinar of the month this
being the 2nd 1.
(05:38):
It's not this 1 particularly isnot eligible for CPE credit.
But you can always go toqbpowerhour.
com slash resources if you needthe PDFs of the slides, the
recordings, the podcasts andother resources, which now has
reminded me of a few of thehousekeeping tasks that I forgot
to do because this is whereMichelle would help me out.
(05:59):
With putting slides and whatnot,so we'll make sure that we do
that once we get going here.
Other housekeeping, if you havespecific questions, especially
for Valerie at OnPay, as we talka little bit about what OnPay
does and can do, please put themin the Q& A, because especially
if we can't get to it live,we'll want to follow up with
(06:22):
that and putting it in the Q& Aas opposed to the chat.
Will be super helpful for us tofollow up with that.
If you do have any generalcomments of things things that
we're talking about or just wantto have a a chatty type of thing
please put them in the commentsin the chat.
And then so new for this year weare simulcasting on Facebook and
(06:45):
the YouTube channel.
So if you are on YouTube in thegroup watching on the group
please use the QR code to allowthe streaming platform to see
who you are so we can see seeyour comments and engage in the
conversation as well.
We do have a store.
Please check that out if youfeel so inclined.
And you too can wear a pink hatlike me on this for today.
(07:08):
So we'll talk a little bit aboutthe agenda that we're going to
be talking about here today.
We'll recap some of the QBOpayroll offerings.
So we'll review the payrolllineup.
Also remind folks that QBO canbe a a standalone payroll
offering.
And then we'll talk aboutintegrating the payroll inside
of your QuickBooks Online.
Whether you're, whether that'sgood or bad, we'll talk about
(07:30):
the, some advantages of doingthat, some disadvantages of
doing that, and then we'll throwin a horror story or two where
we can talk about the worst casescenario, and then we'll flip
things over to to Valerie on payto talk about what what else is
out there when dealing with withpayroll, and if time permits,
we'll have some Q& A.
So we'll start off first withour first polling question.
(07:52):
Do you offer payroll services toyour clients as a part of your
core offerings?
Or most clients have payrollservices when they come to you,
or maybe you got burnt bysomething and looking for other
payroll offerings, which I thinkValerie, maybe you can chime in
here.
But The task of switchingpayroll providers.
(08:15):
I think that's more of a we'vecalled it a thing.
We called it, we've called thesetypes of things as like a grudge
purchase where there's typicallyan event that happens that is
like the, this is the last strawor cause it's like switching
banks, right?
You get, Into a bank financialinstitution relationship and
(08:37):
then something happens.
There's a trigger event that islike causes you to look, most
people don't go looking for newbanks or new payroll hiders.
They have something like that.
It's like a.
Like a plumber, right?
Like you don't go looking for aplumber until you've got a leaky
faucet or a leak somewhere,right?
(08:58):
And is that what you're, what inthe payroll?
Valerie Heckman (09:01):
Yeah, I, we definitely see that.
I'd say that either people runinto something like that, right?
Where.
There's a thing that goes on andthey realize they need to
switch.
And sometimes that's not alwaysbad.
It could be that they'veexpanded what they're doing and
they need a payroll service thathas more features and
functionality.
Sometimes it can be, yeah, asupport thing or, problems that
(09:25):
have developed over time.
Sometimes it's a pricingbudgeting type situation.
And then sometimes withaccountants, we'll see people
trying to, Standardized clientsonto one solution.
That might not be the bestreason, but it is a something
that we see sometimes.
I prefer not to disrupt payrollif you don't have to, but there
can be some reasons to do thatas well.
(09:46):
Especially if if it's going tobe a good fit for your clients.
Dan DeLong (09:49):
Yeah, and I see some in the chat, I see some of those
trigger events.
That would that are bringingpeople to the webinar today at
the 100 percent price increasefor desktop for enhanced payroll
for accountant is is is atriggering event.
So definitely, um, possibilitythere.
All right, so move on here.
I added this slide.
(10:10):
I think
Valerie Heckman (10:11):
you're still
Dan DeLong (10:12):
going.
Okay.
Valerie Heckman (10:15):
I wasn't sure if that was blocking their view.
Dan DeLong (10:17):
Oh, yeah, just sharing the results with the
with almost about half the folkshere where payroll is one is
part of their core offerings.
And.
Most and then followed closelyby about a quarter where they
already have the payroll servicewhen they come to them.
I did want to recap.
We had we had Intuit on a coupleof years ago where we were
(10:38):
talking about desktop migrationbest practices, and they brought
up this slide, and I wanted to,recover, re cover this, not
recover it, but cover it again.
There we go.
Where, QuickBooks Online and theapps ecosystem where and you can
probably attest to this,Valerie, that Brad Smith
originally, laid down this wholeidea of QuickBooks being the
(11:01):
ecosystem of small business andbeing like the hub of a wheel
when you look at, QuickBooksOnline and the other, and the
workflows that businesses dowhere QuickBooks would be the
center of that.
And then the middle circle isthe QuickBooks for offerings
(11:23):
that can be connected.
Directly within with inside ofQuickBooks and then that outer
ring is the the app ecosystem ofspecialized workflows where you
see the build.
com for AP noify forconstruction, contracting, job
costing, specify, reporting atinventory management.
(11:45):
So those things that, thatQuickBooks doesn't.
Do at its core you have thoseapplications that, that you can
work with.
Now, since this slide was wascreated.
You can tell that there's,there's payments, there's
payroll there's the capital,MailChimp is in there QB time
(12:06):
but since then, Intuit has nowbrought in another core offering
or core connected service of theQB bill pay, right?
So what we see in this innercircle is a lot of a lot of
things that deal with moneymovement, movement of money
coming in, money going out.
Money going to to payroll inthis particular, the case so
(12:28):
that we have this core group ofservices.
And now I think back of likewhen QuickBooks online was,
coming into the market reallymaking some headway.
That was fact that it didn't doa lot of real world.
Money movement I think wasactually an advantage to
QuickBooks online, and now thatwe're seeing a lot of more
(12:49):
services, more core servicesthat QuickBooks is where it's
dealing specifically with money.
I think that is, it's trying tothink of the phrase or the word,
um, this is this puts QuickBooksand Intuit in more of a higher
urgency when things don't goright, right?
So, there's always going to be aproblem when it comes to a soft,
(13:11):
a software, but when it has todeal with money, the transfer of
money from one entity toanother, whether that's,
business to business or businessto, employee those types of
things where it's reallyinvolving money, it gets higher
higher level.
And I remember working it intoit and it was payday, Friday.
(13:34):
People will call in on Friday.
And there would be this, youcould hear the employees
knocking on the door, like,where's my money?
Yeah, we often say,
Valerie Heckman (13:44):
there's not a lot of emergencies necessarily
in accounting and tax, butpayroll is one, right?
It's super important to keepthose employees happy.
Even a few errors or late.
Payments can really have adetrimental ripple effect on a
lot of people's lives.
So we are definitely dealingwith human beings and their
(14:06):
livelihoods when we're workingin payroll, obviously, but that,
that creates a lot of urgency.
Dan DeLong (14:12):
And then we're, and then we're talking about these
trigger events that cause peopleto look elsewhere, right?
If you have all of your eggs inthis money movement basket
inside of your QuickBooks andsomething happens with your
payroll.
Then that could sour the wholeapple cart, so to speak, or the
(14:34):
everything else.
Do I trust them with, mereceiving money or for books
payments and there's all sortsof, things that we've talked
about, in the past couple ofweeks about, ACH delays and
those types of things with moneycoming in.
This is This is a delicatebalance, I think, for, for this
sort of thing.
And that's what kind of whatwe're going to unpack here today
(14:55):
with, the advantages anddisadvantages of having payroll
directly within your QuickBooksonline.
So we wanted to review that theQuickBooks online payroll lineup
Valerie, close your ears, we'retalking about QuickBooks, but
all about this this stuffanyway, because,
Valerie Heckman (15:13):
Yeah, and I should give a, I should give a
disclaimer that while UnPay is acompetitor we also are a partner
and we'll get into that a littlebit with how we sync and there's
enough room at the playgroundfor everyone.
But I think it's reallyimportant for accountants and
bookkeepers and advisors to beable to be a buyer's agent for
your clients and help themthrough the options that are on
(15:33):
the market and what's going tobe the best fit for them.
Hey, this is a great fit for alot of people.
But we can have options.
And that's the beauty of theopen ecosystem that you just
showed a slider app, in myopinion.
Dan DeLong (15:43):
Next, next time we'll be talking about e
commerce fundamentals.
And that, that becomes, what'sthe best way to get Shopify into
QuickBooks?
The answer is it depends, andwe'll unpack that next time.
So this is another.
Another set of core workflowsthat we're talking about.
What's the best payroll service?
It depends, right?
It depends on what you'resolving for.
(16:05):
I used an intuitism there.
What are we solving for?
So in QuickBooks online payrollthere's three flavors of
services, core, premium, and theelite.
And they all come with a avarying increased Of service
offerings or features andbenefits, right?
So they're all full service,meaning that full service in
(16:27):
QuickBooks speak is.
Once you process the payroll,the tax payments will be made
for you.
Everything else garnishments and401k health benefits, those
other types of liability,payroll liabilities, may or may
not, depending on the flavor ofservice and the connected
service that you might have tothat.
(16:47):
But they're full service in thatonce you process payroll, your
tax payments should be made.
I'm gonna use their quotesthere, be made on time.
And then going up to the elite,they actually do have a
guarantee on making thosepayments and filing the forms on
a timely basis.
And if you do get tax noticesthey will stand behind the
(17:08):
penalties for you, even if it'syour fault.
But pretty.
And the other maindifferentiator between the three
offerings is the level of setupthat's required by you.
Where Core is, it do it on yourown, you're on your own.
If you fat finger the accountnumber, I'm sorry, right?
That this, that, that's theanswer that you're going to get.
(17:30):
And then they won't necessarilystand behind you setting it up.
Premium they'll have a payrollexpert come behind your payroll
setup and validate and make surethat you've set it up properly.
Hey, you missed you missed apayment entry in here for
payroll history, that, that sortof thing.
But elite is more of where theybring out the they want to be
(17:52):
preemptive and make sure it'sset up properly because of that
guarantee that they offer it,they don't want to, um, they
don't want to be on the hook forthose tech payments if they, if
it's not set up properly.
So they want to make sure thathappens.
And then, varying degrees of thespeed of money movement, same
day direct deposit as opposed tonext day or needing to do the
(18:14):
two day and those types ofthings, those those are the two
or three flavors of that.
And one thing that I'm I want tomake sure that people are aware
of is that QBO payroll can beseparate doesn't have to be
activated within your QuickBooksOnline subscription.
You can have a separate QBOsubscription for just payroll
(18:36):
and export those.
Those payroll transactions toyour QuickBooks account, so it
can be completely separate fromthat because that will unpack
the horror story of the day.
That might be a good idea, butagain, the answer is it depends,
right?
Um, The they will come in ascheck as opposed to paycheck.
(18:58):
So running those report andthose types of things inside of
your QuickBooks when it isseparate is a different
challenge.
But, understanding that at leastyou can do that if you wanted
to.
So let's talk about some of theadvantages of adding payroll
directly within QuickBooksonline.
And this is.
(19:18):
You know where QuickBooks willhave and Intuit will have a
distinct advantage because theyown the end to end experience of
QuickBooks online, as well asthe payroll providing.
So the deep integration iswhere, the biggest advantage of
adding payroll directly withinyour QuickBooks online with
(19:39):
project costing we're finallygetting the the option of
spreading out those payrollcosts per job a little bit more
in detail than they were in thepast, because it's always been a
criticism of QuickBooks Online,doesn't do job costs, air quotes
(19:59):
there, so it does to a degreeand payroll was one of those
things, the payroll job costingallocation was one of those
things that a lot of peoplePreferred the QuickBooks desktop
route of the way things thatwere handled there, as opposed
to QuickBooks online they'vebeen talking about the the
(20:20):
allocation of that in payroll isgetting better, right?
And eventually it'll get to thepoint.
Where it does hopefully the samething that it does in desktop,
but you're going to have moredetail on reports.
And then, of course, you'regoing to have consistent
navigation.
You don't have to go intoanother outside application and
(20:41):
run payroll.
That looks and feels differentlythan it does inside a
QuickBooks.
So your QuickBooks time, yourQuickBooks payroll, your
QuickBooks, they all have thatsame familiar feel.
Once you're in that onlineecosystem, or if you're coming
from desktop, then that'sanother conversation.
But you do have that one stopshop with regards to.
(21:01):
Having your QuickBooks and yourpayroll in one place, one place
to log in, you do all yourthings in one place.
Now, the disadvantages istypically going to revolve
around user access concerns,right?
So who can see the payrollinformation?
You're going to have permissionsissues.
(21:24):
And even QuickBooks OnlineAdvanced as it's You know,
touted advanced or greatergranularity when it came to
permissions initially was Icalled it a light switch, right?
It was either on or off andthere was no dimming of the
light between the two now it'sgetting there with with the
(21:44):
greater advancements thatthey're making with the user
permissions and whatnot.
But.
You have more people in insideof your QuickBooks with your
payroll in it, you're going toneed more users.
And even though a time entryuser does not count as a
billable user someone in thereto run payroll and those types
of things, that's the only thingthat they do now, that's a
(22:06):
person that takes up a slot in,plus only gives you five people.
Is that going to make you go toQuickBooks online in advance,
just because you have.
Payroll inside of your inside ofyour QuickBooks, that is a
consideration.
Valerie Heckman (22:21):
And that I think is a common thing that we
see with people, right?
They don't need thefunctionality of a higher tier,
but they might need some, theextra user seats for one reason
or another.
And payroll is one of thosereasons.
So it's if somebody could stayon a lower version, to have
things separate, right?
Make a difference.
Maybe.
Dan DeLong (22:41):
Yeah.
Consider if users is the onlything that's driving them to a
higher version.
Obviously, there's otherfeatures and functions that
they'll have available to them.
That's quite a jump.
Go from 99 a month to, to 35just for, people to do payroll
out inside of QuickBooks.
And then there's the gripe offixing mistakes is difficult.
(23:06):
Once you do process payroll andrecord payroll inside of
QuickBooks.
Incorrect account mapping andthose types of things.
If you put the wrong bankaccount or map it in there that
once you record it, then rerecord it, you can't like edit
the transaction.
Cause normally you don't want tobe go going in and modifying a
recorded paycheck.
(23:27):
After the fact and typically theanswer from support is you got
to delete void or, recreatethat, that check after you've
made the change.
So incorrect account mapping isa challenge.
There's some of those thingsthat you're, that you get with
with QuickBooks online payrollis just, that's the, the answer
is.
That's the way it worked.
(23:49):
A lot of times there are certainpayroll deductions or
liabilities that are Not theaccount type that the accountant
and bookkeeping professionalwants, but if they're only
listed as an expense, and they,rather have it be a liability or
an asset or, employee loans orone of those things that,
people, there's differentschools of thought of where they
(24:11):
should show up on the On thegeneral ledger but they're only
offered a certain number ofaccounts that you can choose
from or a certain type and thenthe answer ends up being you're
going to need to make a journalentry.
So now you've added a task forsomething that you're You know,
would rather not right.
So making those account mappingsexactly dialed in or fine tune
(24:33):
might not be the experience thatyou want.
And then there's this nebulousthing of payroll corrections
where hope something wasrecorded wrong or I set up.
A pre tax deduction when itshould have been post taxed
after the fact I've recordedthings, and I need to make a
payroll correction, or we'resetting up payroll for the first
(24:53):
time, we forgot to put in,certain things, and we want to
make sure the W 2s are correctat the end of the year there's
this nebulous escalation calledpayroll corrections that You may
or may not hear from someone fortwo months before it actually
gets it corrected.
That is one of those thingswhere adding it directly within
(25:16):
could cause a hardship.
And then one of
Valerie Heckman (25:19):
the challenges I've seen with that, that folks
have mentioned to me over theyears is Wanting to get the
books accurate and sometimespeople don't realize that making
changes in the books doesn'tmake changes in the payroll.
It's still a one way street,even though it's embedded
within.
And so that workflow, especiallyif your clients are the types
(25:39):
that are doing some of thosechanges.
edits and journal entries andthings themselves or reconciling
their own books or whatever,that there can be a disconnect
sometimes that things thathappen in the books don't
influence the payroll and viceversa in some cases, depending
on how things are mapped andwhat the issue is.
So that, that can create somechallenges as well.
Dan DeLong (26:00):
Yeah.
And then and then there's thewhole thing of the service after
the service, resources trying tocontact somebody I hate when it
when I have to call into it.
Not that I don't want to talk tosomebody.
It's just the call routing.
Do I get to the right person?
There's typically one number foraccountants to call and then The
(26:21):
voice, they pick up a an erranddog barking and sorry, I
couldn't understand that we'llsend you to a nebulous triage
system before you actually getto somebody that you can
actually do when you're dealingwith, a specific service you're
just, you're going to be talkingto somebody.
At at that provider, right?
(26:42):
The resources and support thatyou get could be a challenge
after the fact, because,technology is great.
When it works.
But we all live in that that,that small percentage when it
doesn't.
And it's what happens when thatis you were talking Valerie
about, some of the resourcesthat, that on pay might have and
want to talk a little bit aboutthat.
Valerie Heckman (27:04):
Yeah, we can get to that in a moment.
And I'm certainly I, there'ssome amazing people into it
support teams.
I don't want us to sound likewe're totally putting that, but
one of the advantages that Isee, sometimes people start to
look at other options is whenthey they want.
A dedicated payroll team, not totalk to somebody who payrolls
(27:24):
one of one of the things thatthey're supporting.
It's the only thing that they'resupporting.
And sometimes that can make adifference depending.
And of course, that's a decisionthat everybody has to make for
themselves, but it can be adifference.
There is at on pay.
We are a payroll company.
That's not just one of thethings that you do.
It's the core of what we do.
Whereas sometimes, and not justinto it, lots of companies.
(27:47):
Falls in as just one of thethings that a given support
person is talking about all day,so it can make a difference.
Dan DeLong (27:56):
There's always that pendulum of specialization and
generalization that, that couldswing either way depending on
the time of year.
So let's talk about the horrorstory.
So I, I don't want tonecessarily say that this is
always going to happen.
Just like what Valerie wassaying, there's plenty of
opportunities and Elizabeth wassaying in the chat, she's I'm, I
don't experience any issues withcustomer support and that's
Valerie Heckman (28:18):
great that's
Dan DeLong (28:20):
great.
That's great that's happened.
But we had a post on on ourFacebook group where Robin was
converting a desktop file to, toQuickBooks online and needed
some help on a weekend.
So that was.
Part of the challenge of gettingto the right place at the right
time when help was needed andone thing led to another and
(28:44):
their converted data convertedinto the QuickBooks online
accountant, your books.
So basically she overwrote herclients data or her own data
with her clients data, whichincluded payroll, right?
So that was A terriblerealization, right?
So you log into your QBOA, yougo into your book and you see
(29:07):
all of your clients data andnone of your of your firm's
information in there when thathappens, when you have a
conversion from desktop toonline that data is overwritten,
right?
Part of the challenge that wehave is that.
In QuickBooks Online Accountant,the backup company, because you
(29:30):
do have QuickBooks online backupservice as an advanced
subscriber.
And as yearbooks, you have the.
Advanced some advancedfunctionality, however, not for
QuickBooks Online account.
So you can't set up the backupservice on QBOA, your book.
So basically the books that youhave for your firm can't be
(29:52):
backed up and subsequentlyrestored because QuickBooks
Online The QBOA backup servicedoes not back up payroll.
That was the discovery of all ofthis.
Does it back up
Valerie Heckman (30:04):
payroll when it's a client's account?
Or it doesn't back up payroll atall?
Dan DeLong (30:09):
Payroll is one of those things, right?
Because of the So the shortanswer is no, it doesn't it
doesn't back up for your clientit doesn't back, it doesn't back
up payroll, um, even rewind aswe'll talk a little bit about
them.
They can't back up payroll.
The QuickBooks online payrollservice is unable.
To be backed up, right?
(30:29):
Because there's so much PII,personally identifiable
information right there, socialsecurity numbers, there's that
API accounts that yeah that,that ship has sailed, right?
So you can't necessarily backup.
And that's one of the mainreasons that when you convert
from desktop to online or onlineback desktop, is that those
paychecks.
(30:49):
Don't get created as paycheckbecause it's virtually
impossible to have a one to onerelationship because one, the
payroll service would need to beset up exactly the way it is.
Sometimes people can get prettycreative on how they set things
up.
And it's a domino effect.
(31:09):
If one thing can't be set up,then everything that happens
after that doesn't happen.
They're typically created aschecks when they convert from
one to the other.
But with With the online backupservice with that was
chronobooks only in QuickBooksOnline Advanced, but not an
option for QBO accountants andit only provides a restore
(31:31):
point, meaning that if somethinghappens today, and I want to go
back to tomorrow, or I can't goback to tomorrow that I want to
go back to yesterday or the weekago, that will allow you to do
that.
However, anything that occurredafter that would have to be
reentered.
And the big thing about not alldata is going to be restored of
(31:52):
the payroll service.
In this case Robin ended uphaving to recreate and set up
payroll entering in.
Um, year to date to get thingsget things working again.
And, but you do have the abilityto copy your data into another
and then one other QBOsubscription provided of course,
that is also an advanced option,right?
(32:14):
Because our subscription level,so you have to go from advanced
to advanced, but.
Don't expect your payroll to bepart of that process, which then
leads to all sorts ofreconciliation nightmares.
Because if you've got yourpaycheck and you've reconciled
your paycheck and that paycheckis now not part of the copied
data you got to recreate thosetransactions and recreate those
(32:35):
reconciliations as well.
There is another outside backupservice out there called rewind.
It does work with all versionsof QBO.
It does.
Does the same thing where it'sthat restore point of all data
where you can do.
Okay, I want to go back toyesterday.
But it also does individualtransaction.
Now, payroll is not part ofthat.
(32:55):
Just bear in mind that it's notgoing to back up payroll
transactions.
But if your customer issomething of a heavy clicker and
they, If you delete a largetransaction, like an invoice
that's 26 pages long, you can gointo into Rewind and restore
just that one transaction orseveral transactions if they got
(33:16):
click happy again and decided todo that they do have a nice
accountant program.
And that can be one of yourservice offerings as a as an
accounting professional to offerthat backup service through re
want.
Can't say that.
So let's listen to our pollingquestion.
This one is actually a twoparter.
So do you use the QuickBooksonline accountant to manage your
(33:38):
firm books and as an accountant,of course, you get the elite
payroll service as part of that.
Two, two parts there.
Do you do you use the firm booksto manage your books?
And do you use the includedelite payroll service as well?
Any anything that you saw in thechat or the Q and a Valerie that
I'm, I might've Yeah, I'mlooking through it,
Valerie Heckman (33:56):
one thing I I feel terribly that this happened
to somebody and I don't thinkit's A thing that happens all
the time.
I certainly hope not, but I'mglad that, this is what got us,
us talking as if I'd ever seenanything like that.
And I hadn't, but I think it isgood to realize that it's there
and just knowing that somebodyin the chat said, this is why I
still keep paper files, keeppaper copies.
(34:19):
Even just having a drive of somereports and things after your
run payroll is probably a goodoption to have a little
insurance against some of theseproblems, if you're in this, in
the solution.
So terrible that happened.
Dan DeLong (34:34):
And the bottom line is you just want to weigh your
options and at least know what,what would happen in that worst
case scenario.
I remember, getting trained inIntuit.
And part of that process wasbefore you act on something,
make a damage control plan.
So if the worst thing, worstcase scenario would happen, you
(34:55):
have, something to fall back on.
I've done horrible things I carenot to repeat, but I remember
shutting a business down becauseI repaired their office, their
Microsoft office and theiroutlook blew up in the whole
process and didn't make thatdamage control plan and felt
terribly terrible, horribleabout the whole situation
(35:16):
because.
I basically did something thatcaused a business impact.
And so having that damagecontrol plan in place, whether
it's the backup service or atleast separating the two so that
you know that if there is, worstcase scenario where something
gets overwritten, your payrollis Allocated outside of that.
(35:37):
So I just want to end the pollhere, share the results.
It looks like a lot of peopleare using the firm books.
However they're happy with theirpayroll provider.
So now we're talking about thatgrudge purchase, right?
So long as they're happy withthat, they're not going to be
changing, which is perfectlyokay.
So let's talk a little bit abouton pay and it, just knowing what
(35:58):
else is out there is a great,knowledge is power and knowing
is half the battle, the GI Joewould say.
Valerie Heckman (36:04):
Sure.
So a little bit of, about OnPayand again, this, I think this
was something that kind of gotDan thinking, Hey let's see.
What is, what else is out there?
Let's talk to Val about OnPay alittle bit.
So that you know your options.
So we are a full service payrollsolution as well.
We're part of that QBOecosystem.
So we connect up with QuickBooksOnline.
(36:24):
We also have an export forQuickBooks Desktop.
I'll talk about that a littlebit more in a moment.
And really, What's interestingabout us, I mentioned before, we
are a payroll company that hasgreat software.
Our company was born out of ourfounder going to work for his
grandfather's old school payrollclerking company in Atlanta, saw
(36:47):
the opportunity to help thosepayroll clerks more effectively
serve clients, and then Built onpaste or letting businesses use
it themselves and the rest ishistory.
And so we have a really deep paypayroll history.
And I think that's reallycontinued forward and everything
that we do from a customerservice perspective, especially
(37:07):
that payroll service provider isa is in our DNA.
And then we have awesomesoftware as opposed to being a
software company that also doespayroll.
Which is Intuit and a bunch ofother different companies out
there.
So we give you the option to runpayroll for your clients, or you
can refer them, or you cancollaborate.
(37:29):
Together inside of on pay.
I'm going to bring up and Idon't I realize do I have the
option to share my screen here.
Yeah,
Dan DeLong (37:36):
Let me go ahead and stop sharing so that you can
share
Valerie Heckman (37:40):
a couple of things.
Get out of the slides for amoment.
Dan DeLong (37:43):
While you're sharing it.
I did see a note in the chat.
Because I mentioned that youcan't restore a transaction with
the QBO backup service.
Yes, you can use the the auditlog to see a deleted
transaction.
There is a, accountant reportfor deleted, avoided
transactions.
So you can see the transaction,you can see the prior iteration
(38:04):
of that.
But there's no E button torestore that transaction.
It had a lot of information orline items on it.
Recreating that as you will havea blueprint to do that from the
audit log.
Restoring that transaction wouldbe a manual process of
recreating that transaction fromscratch.
Valerie Heckman (38:28):
Okay.
Alrighty.
So a couple of things with onpay if you were to want to
compare it to other providers afeature functionality set, The
best thing to do is probably setup a conversation with us.
We'll jump into a demo.
We'll talk to you about yourclients.
Of course, we work withaccountants closely, so we can
(38:48):
really assess your client needsand show you a functionality in
a one on one.
So I'm just going to go througha couple of things pretty
quickly here.
We do have a couple of areas onour website that you can dive
into, of course, to learn moreabout us.
One that I like pointing out iswe have an area where you can
compare providers.
You can read our ratings andreviews and there's an option on
(39:10):
this page.
We pull in a bunch of the G2reviews, but also pick a
provider and you can see a sideby side comparison of on pay
versus QuickBooks payroll orsome of these other options.
And that'll give you a kind of aside by side breakdown and you
can collapse and expand and see.
The the different things that wehave a couple of sort of high
(39:34):
level things that I love topoint out is we we have full
service payroll with thefederal, state, and local tax
filings.
We don't charge anything extrafor multi state, so that's
included, and that tends to bean area that people rack up some
hidden fees and other, Providerslikewise, we will not have any
additional fees for offset goldpay runs.
(39:55):
So it's unlimited payrollsincluded in the subscription
price.
A couple of other things is wehave some built in HR.
And we have an in house benefitsteam, so there's some extra
services that you get includedwith Anke without having to add
on different apps.
But we also have a bunch ofintegrations and things that you
(40:16):
can connect with.
For 401k and workers' comp.
If you do need some HR help,kinda beyond the, just using the
tools inside of on Pay.
And of course we sync up withQuickBooks Online Zero and
QuickBooks Desktop.
I was gonna jump in.
I know we are coming up on timehere, but let me jump in and
just run a payroll and kind oftalk through oh, I need to enter
(40:38):
my.
Multi factor code here to getlogged in.
Dan DeLong (40:42):
I just want to talk while you're doing that.
I think that's one of the thingsthat I that it's really I don't
want to say that you'revulnerable, but being having
something on your website whereyou can where someone can go to
actually compare.
And it's not just on pay with X,it's, others together, right?
(41:02):
So you've made that as a, it's agreat resource so that people
can go and take a look andcompare these these payroll
offerings side by side andreally make that best decision
for them or their client andthat, that's a really great
great page to either, eitherbookmark and make available when
it comes time to, okay, is therea reason to change change
(41:24):
payroll providers?
Which one will be the best?
Valerie Heckman (41:27):
Absolutely.
And we can talk, feature littlecomparisons and things all day.
One of the reasons I thinkpeople switch to UnPay the most
is for our ease of use.
Our service and our greatintegrations so everyone who's
on pay will get a dedicatedpartner support channel So if
you're an accountant bookkeeperadvisor coming through you'll
(41:48):
get this dashboard that i'mlogged into now where you can
manage Your clients and yourteam members similar to what you
would do in QBOA.
And then we do full serviceonboarding including data
migration for every client thatyou have on unpay.
So they don't have to be on ahigher subscription level.
We will do the work and theexpert review for every client
(42:09):
that you have.
And that really helps us.
Set those clients up for successfrom the get go and take that
work off your plate.
And then ongoing email, chat,phone support for your clients
and for you.
We do revenue share anddiscounts.
So if you're setting up a newclient in here, it's pretty easy
to start an enrollment.
(42:29):
And if they're added through youyou really have the option of
whether you want it to be billedto the client, billed to you
directly.
Do you want to be involved inworking with us to get them up
and running, or would you preferto invite the client to work
with our team themselves?
So a lot of different ways thatyou can work with us.
Of course, if you've got aclient already on OnPay, you can
invite them in to be part ofyour team.
(42:51):
part of your firm's platformhere too.
I'm just going to launch into aclient and show you just a taste
of what our interface looks likeand point out some things.
Would of course love to do fulldemos for anybody that's
interested.
But we're brought into adashboard.
I'm going to see the same thingthat my client sees.
We show you the recent pay runsthe next scheduled runs,
(43:12):
important dates.
So we can set up multiple payschedules, even custom.
Pay schedules if we want andthen see the upcoming periods
and our deadlines.
Like I mentioned before, we havea bunch of HR functionality
built in.
So you have a whole HR toolboxreally awesome tools to hire an
employee.
Have onboarding documents, getelectronic signatures, have the
(43:35):
employees fill out their ownprofiles.
Every employee gets a portalthat they can log into for those
onboarding steps if you chooseto use them, but also to view
their paychecks view their, paystubs, view their W 2s, 1099s.
You can have employees andcontractors in here.
One kind of thing on how webuild too, is we just have one
(43:57):
subscription level 40 a month, 6per worker paid per month.
And that's who's paid, right?
So you can have as many pay runsas you need, and we just add up
the employees and contractors.
You don't have to activate anddeactivate and do that whole
dance.
If you've got like seasonalemployees or something or
restaurant workers we tend to bea good fit.
(44:17):
And then when it comes torunning payroll, just to show
you a little taste of what thisis like.
If I jump into a pay schedule,we'll pull in all of our
employee profiles superconfigurable from a company
settings perspective and on theindividual workers.
There's a lot of things in OnPaythat you can turn on and off and
that's part of what drew me tothis, is it's super configurable
(44:39):
to even some very complexbusiness needs and you can pay,
we typically say under 500employees are a good fit for
OnPay.
I'd say we.
We probably see a lot of thebusinesses that are more in the
under 100 range, since they tendto be the folks that are a good
fit for QBO and Xero.
But we can support 500 and evengo over that a little if we need
(45:01):
to.
I'm going to just check off acouple of employees here to give
you a sense of what this lookslike.
Dan DeLong (45:08):
A quick question that somebody brought up is, Do
you handle class and or locationas far as the integration into
QuickBooks, where you can splitthem by class?
Great question.
Valerie Heckman (45:17):
Yeah, so we can map up the classes, we can map
up departments.
I'll show you a little of thatin a moment.
We don't have.
A allocation by class on thepaychecks themselves.
So that gets into the more whatI would consider like advanced
type job costing.
There are some things that folksdo with setting up custom pay
(45:39):
types and adding those to thecheck and then having those flow
to the general ledger.
So there's some ways that peopleget through that with what I
would call light job costing.
I could probably talk about thatfor the rest of the time we have
together and then into theafternoon.
So I won't go deep here.
But yes the the mapping piecewill have that.
And we'll look at that in asecond.
When we're setting up a check,we of course can input hours.
(46:02):
We can bring that in from ifthey're using QuickBooks Time or
Deputy or When I Work.
If they're using some other timetracking system, we've got like
a CSV import option.
Or we can type them in as we gohere.
And then of course I've got theoption to configure the check.
It'll pull in some things I haveset up on the employee's
profile.
But if I wanted to, Add anotherpay item to this check is a one
(46:24):
time thing or something.
I can rearrange stuff.
And we can have a lot of custompay items.
I rarely see anybody run out ofspace with that.
We can, I think it's somethinglike, 50 or 60 items that you
can set up in addition to what'sbuilt in.
And then, of course, we can dosome overrides in the moment as
well.
So super, super configurable ifyou need to go through and make
(46:45):
some changes.
So I would toggle through myvarious employees here.
And then I'm brought into a pagewhere I can preview everything.
I love this because I've got theoption to review the company
costs and really drill deep andsee how the taxes and
contributions and whatever elseI've got set up played out.
(47:05):
I can download this as a PDF.
We can drill into the checkitself if we want to see how it
all broke down.
And then down along the bottom,you'll see what the total costs
are, our debit dates and debitamounts, direct deposit dates,
direct deposit amounts.
We do tax impoundings, so you'llsee a payroll sweep and a tax
sweep when you run payroll withus.
(47:27):
And we've got options for 4 daydirect deposit.
And then when I go to submit,it'll tell me if there's any
warnings maybe I've got somebodywho my pay is unusually low or
unusually high, this is a testaccount so it's probably a
little bit wonky, but you'll getsome of those warnings if things
are a miss.
(47:48):
And then I can jump into submitmy payroll and confirm that out.
When I confirm it, it'llautomatically sync to QBO or I
have the option to push thatover.
So this is our kind of our,where our app directory lives
with all the various.
integrations we have for timetracking for 401k, workers comp,
compliance all those things.
(48:10):
This is where I would set up myconnection to QBO.
I realized that this account isnot connected up, so I have some
screenshots to give you a senseof what this looks like.
Let me zoom in on these alittle.
And this, That was one of the
Dan DeLong (48:22):
things that I was investigating because it's
always down to, devil's alwaysin the details.
How does this show up in, inQuickBooks, especially when it's
outside of that.
And you do have provide theoption of detailed versus
summary.
There's still the sametransaction type of a journal
entry, but you can break it outby employee, right?
Valerie Heckman (48:43):
You can, yes, so we can sync it automatically,
or you can choose to push itover, and that's actually
another reason, we didn't eventalk about this, Dan, sometimes
people don't want payroll datato immediately show up in the
books, they've got theirreasons, we don't have to get
into all those reasons, butsometimes that's a thing, we
don't want that payroll datasitting in the books until we're
ready for it If you've gotpayroll outside of the system,
(49:05):
whether it's on pay or somethingelse, you have that option of
when it comes over.
And then, yes, in, in detailwill be the full breakdown of
each employees versus a asummary.
Then we map up our checkingaccounts, clearing accounts,
any, if you've got controlledtips, you'll have a clearing
account for that tips, payableaccounts.
And then, this is a helparticle, so it guides you
(49:25):
through some of theconfigurations, but we'll be
able to connect up our expenseaccounts, our liability accounts
departments, classes, all ofthat, our help resources also
we'll break down those summer,summary, And in detail journal
entry examples, so you can see,I know it's a little small here.
A summary one's pretty basic,straightforward journal entry.
(49:50):
And then here's the tax sweepthe detail, separate journal
entries for each employee, thetax sweep, and the direct
deposit sweep.
So you have more.
More information.
And this gives you a sense ofwhat that looks like.
One of the things I getcomplimented on is how well our
transactions match up in thebank feed.
I don't know if that's true forevery bank.
I won't make that guarantee, butI do hear that compliment a lot
(50:12):
from accountants I talk to.
So take that for what it'sworth.
And then of course we've got arobust report center.
The filings that we do on behalfof the business will show up
here.
You'll be able to see theliabilities.
I mentioned the HR settings.
Ooh, looks like you're poppingup another poll and question.
We are running out of time.
(50:32):
I want to make
Dan DeLong (50:33):
sure we get the last poll question in there before
the end of the webinar.
If you've got some time to maybestick around for a few extra
minutes, there are some
Valerie Heckman (50:41):
good
Dan DeLong (50:43):
questions.
A
Valerie Heckman (50:45):
lot of good stuff.
A lot of things that we can sayand I know payroll, one question
leads to another question leadsto another.
So we we have a dedicatedpartner team.
Like I mentioned, we have apartner program to give you
resources, to give you discountsor revenue share with us and
then also to.
Support you ongoing.
We've got dedicated support forour partners.
(51:05):
So something to keep in mind.
And thanks for inviting me onbefore we run out of time.
Let me make sure I thank you forhaving me today.
It's an interesting topic.
And and it is.
It's a good thing.
I think to have some differentoptions for clients when they
need them.
Keep us in mind.
Dan DeLong (51:21):
Always great to have more information or at least
more options than thanrealizing, Oh, all my eggs are
in one basket.
But I wanted to ask you therapid fire questions here,
Valerie.
Okay.
That I saw going through here.
Is there a PEO option?
Or or is it because youessentially have a one size fits
(51:42):
all service offering.
Is there a place to grow if theydo need PEO?
Great
Valerie Heckman (51:48):
question.
Not at this time.
Not at this time.
So we do have an in housebenefits team.
We've got licensed brokers.
They can help employers throughpicking plans, setting up plans,
doing open enrollment with theiremployees and all of that.
But no, it is not a PEO option.
We'll keep, if that's somethingpeople want, keep asking us for
it and we'll see if we have itin the future, but not at this
(52:09):
time.
Dan DeLong (52:10):
And I'm not sure if you mentioned it, but where is
OnPay based out of and is thatwhere all the employees are?
Valerie Heckman (52:16):
Yeah, I flew through that, didn't I?
I knew how much time we hadleft.
OnPay is in Atlanta.
We're headquartered there.
And then we do have someemployees throughout the
country.
The folks that are in theAtlanta office, a lot of them
are hybrids.
They work at least three days inthe office and then they spend
some time working from home aswell.
Everybody is U.
S.
based.
And we don't do any offshoringor any of that.
(52:37):
And everyone gets trained inhouse, which I think is really
wonderful.
We also give all of ouremployees the option to go
through payroll or payroll dotorg to get a certification.
So if they want to get certifiedby the.
Oh, I'm blanking on the acronymright now, but the the payroll
certification option.
It'll come to me later I thinkthat as soon as we hang up most
(52:59):
of our especially in our partnerteam most folks do and then a
lot of the the small businessteam does as well, so you tend
to Get somebody who's beentrained by payroll professionals
in house and then has also donesome continued education outside
of that
Dan DeLong (53:14):
Perfect.
And then I'm going to ask, canyou do split payroll split
payroll?
Split across
Valerie Heckman (53:19):
bank accounts?
Dan DeLong (53:20):
I'm not sure Carolyn, if you want to add in
your labor.
It's either split payrollschedules.
If you have bi weekly and thenmonthly on the same.
Oh, yeah.
Multiple schedules.
Yes, yeah.
Or can you do multiple directdeposits?
Okay.
The different bank accounts.
We'll cover both.
We can
Valerie Heckman (53:41):
do both.
So yeah, so we can set up payschedules.
This account just has thetypical, but if you wanted to
batch employees together, likemaybe you want all your
contractors on a schedule or allyour part timers on a schedule
and you configure that, youabsolutely can set up custom pay
schedules.
And then as you're runningpayroll, we can do off cycle,
(54:01):
right?
This is where we could.
Change the dates and we've gotsome like customization options
with that.
Yeah, in the company settings,and I'm realizing the poll is
still going and probablycovering the screen.
Let me go ahead and end the pollthere.
Yeah, no problem.
Oh, a number of you would liketo see it.
That's wonderful to hear.
Yeah, we can do a lot ofconfiguring in our Company
(54:22):
settings on the individualemployees and connect up our
apps and stuff from here, too.
So we can do that.
You had
Dan DeLong (54:30):
mentioned that multi state is not an additional fee
for on pay, but that brings up agreat question about if they do
venture into another state andthey have to add on all of the
account set up andconfiguration.
Is that something that, that onpay can help with as far as
getting that established in thatnew state?
Valerie Heckman (54:52):
Yeah a couple of things to unpack with that.
So yes, we include multistate.
We feel strongly, we want you tobe able to have employees
everywhere and not have thesekind of gotcha fees that we
sometimes see.
So we don't, we're not chargingfor onboarding.
We're not charging formultistate.
Really the only add on feesoutside of if you of course add
(55:12):
Benefits workers comp, that kindof stuff you'll have charges
there, but is if you want us todeliver the W2s, there's an
extra fee for that.
But if you just want to makethem available electronically,
W2s and 1099s are also includedin all the year end forms.
Sorry, I got distracted talkingabout that.
Yes.
The I'm boarding a new state, sowe'll do all the new hire
(55:33):
reporting, if we're hiring newemployees, and then we partner
with MidDesk for stateregistration.
So it's an optional add on, butMidDesk will, they work with
accounting firms directly,accountants and bookkeepers and
they will do all of thecorrespondence back and forth
with the states get those, stateIDs and rates.
Set up and then all of that willflow into on pay if you're
(55:56):
adding a state.
So a lot of our partners chooseto do that.
Or, of course, if you're doingit on behalf of your client,
you're just adding the stateinside of on pay and signing the
work site to the employees andgiving us any permissions that
we might need with the state tobe able to.
Pay the taxes and file theforms.
Dan DeLong (56:13):
All right.
We're a little bit over and wewant to make sure that we're
valuing everybody's time becausewe could sit here and chat about
all these questions as we as wego.
But on the QB power hour landingpage for today's webinar there
is a link there to to reach outand schedule schedule time with
Valerie and our team to getthese.
(56:34):
granular questions answered andtake a deeper dive into OnPay.
And Valerie, I appreciate youjoining us here today.
And I am going to, I'm going
Valerie Heckman (56:42):
to plug just in case you're, in case you're
humble about this that link thatDan has on the QB power hour.
Is a referral link from QB PowerHour, and if you sign up through
there for our partner program,you add clients I didn't mention
this before, but I should have,you do get free firm payroll
with us if you've got one activeclient, we don't make you add
(57:03):
more clients every year, it'sjust we want you to have
clients.
Have somebody on the platform togive your firm pre payroll.
But you also, if you sign upthrough that link, you'll get a
500 gift card.
If you, when you go to add aclient and they run payrolls we
wanted to give you a little bitof a bonus, check us out.
So use, use that link for sure.
Dan DeLong (57:21):
I'll post the link there.
Yeah, Jennifer's asking for itin the chat.
So I hope, hopefully everybodyhas a great week ahead.
We really appreciate you takingtime out of your day.
You join us and the dog'sbarking.
So we'll we'll sign off for now.
We'll see you next time on theQB Power Hour.
Thanks again
Valerie Heckman (57:39):
for having me, Dan.
Take care, everybody.
Bye
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