View Tax Filings - Review tax filings and payroll-related documents for your business
Check off the box(es) next to any form, select Bulk Actions, then select Download PDF to download copies anytime
Payroll Settings
Work Locations - If needed, add additional business and work locations
Bank Checking Account - If needed, update your bank account and verify your deposits
State Tax Details - If needed, review, edit, and submit tax requirements for each state
Payroll Setup Documents - If needed, review signed documents or sign outstanding documents as requested
Run Payroll - Run a payroll cycle for your team
Payroll History - Each Payroll Run is listed with its Pay Period, Pay Date, Total Payroll, Type and Status
Year - Select the dropdown to switch years, up to 6 years maximum
Pay Period Details - Select any Payroll Period to review the details of the payroll, including pay stubs
Business Pays - Select any employee under Business Pays to download that employee’s pay stub
Payroll Receipt - While reviewing a Pay Period, select the Payroll Receipt button to view a summary of the payroll run, and use your browser’s print dialog to save as a PDF if needed
Payroll Statuses
Submitted - The payroll run has been submitted to Gusto, business bank debits have not been initiated yet
Processing - The payroll run is currently being processed, business bank debits have been initiated
Paid - The payroll run has completed and employee direct deposit payments have been initiated
Update Payroll Settings
If you need to edit yours or your employees’ work locations, update your bank checking account, or your state tax details, use the below steps:
Select the Payroll section on the left
Then select the More Actions button in the top right corner
Select Payroll Settings. From here, you can select either Work Locations, Bank Checking Account, State Tax Details, or Payroll Setup Documents to modify details as needed.
Run Payroll
Run a regular payroll based on your business’ pay schedule. The deadline to submit payroll runs is 4 business days prior to payout, by3:30 pm PT on business days. Use the below steps to run a payroll:
Select the Payroll section
Then select the Run Payroll button
In the Pay Period section, choose an available period in the dropdown
Then select Continue
In the Hours and Earnings section, review your employees’ information
If needed, select an employee to edit their Hours, Additional Earnings, Reimbursements, and Payment Method, then select Confirm
Next, select Save and Continue
In the Review and Submit section, review the Business Pays and Debits, as well as Employee Take Home sections as needed
Select Submit Payroll to start processing your payroll, and your payroll run will appear in the Payroll History list.
If needed, under Payroll History, select the payroll run to review the Pay Period information. You can also select either:
Cancel - If you need to cancel the payroll while it’s in the Submitted status
Payroll Receipt - View a summary of the payroll run
When the payroll run is successfully marked as Paid, your employees will receive their direct deposit payments and their pay stubs by email.
State Tax Information
FreshBooks Payroll powered by Gusto uses Gusto’s tax payment system to ensure your state and municipal payroll taxes are paid on time. This requires having your state tax account numbers and appropriate third-party authorization during your FreshBooks Payroll setup.
New York State Disability Insurance (SDI) and State Family Leave Insurance (SFLI)
FreshBooks Payroll will be unable to pay your insurance provider or the New York State Insurance Fund (NYSIF) on your behalf
The costs will still be calculated and reflected in your Payroll Journal report, but your business will need to pay for these policies outside of FreshBooks
If there are any payroll taxes that your business is not required to pay, reach out to our support team directly with the following information to have this applied to your FreshBooks Payroll account:
The specific name of the tax
The effective date for the tax exemption
The reason provided by the relevant tax authority for the exemption
State Unemployment Tax
If you have not registered for State Unemployment Tax with your state’s tax agencies, FreshBooks Payroll can still deduct an estimated amount based on the New Employer Rate for your listed state. Once you receive your state tax account number, update your State Tax Details in your Payroll Settings. The updated rate will be used when filing and paying state taxes, and a Reconciliation Payroll will be completed automatically to debit or credit your bank account based on the finalized amount of the tax liability.
If this information is not entered prior to your tax deadline dates, there may be penalties and interest for late payments. In some cases, state taxes will have to be paid by your business outside of FreshBooks.
Other Tax Related Information - Use the below links to review Gusto’s other tax-related information:
The option to cancel payroll is only available while the payroll is in Submitted status. While in the Submitted status, payroll must be canceled before the payroll deadline of 3:30 pm PT on business days.
How do I add more team members to my FreshBooks Payroll?
If you’ve hired new team members after you’ve already completed setting up FreshBooks Payroll, you can add new team members and then input their payroll information using the below steps:
Once the team member’s payroll profile is set up, you can assign the team member a role and invite them to FreshBooks using Invite Team Members steps here.
Why didn’t my payroll run?
If you received an error trying to submit your payroll where Payroll information is required, this can be due to any of the below:
Information is missing, incorrect, or a new signature is required
Bank information is incorrect
Employee with new state requires new documents to be signed
To adjust your information, select More Actions, then select Payroll Settings.
How can I run an off-cycle payroll run?
If you need to run an off-cycle payroll outside of your regular pay schedule, please reach out to our support team to run an off-cycle payroll for you. Include specific information like employee names, work periods, payment dates, any deductions and contributions, and payment details in your request.
How do I switch from using FreshBooks Payroll to the Gusto app instead?
If you need additional functionality outside of what FreshBooks Payroll can offer, you can use the Gusto app instead. To migrate your FreshBooks Payroll account to Gusto app directly, please reach out to our support team to send in a request from your FreshBooks account. This will also transfer your billing subscription for the FreshBooks Payroll add-on to Gusto instead.
