How to Change your Payroll Bank Account in QuickBooks

Worried about handling payroll-related tasks of your business? QuickBooks Payroll introduced by Intuit to effectively perform your payroll related operations. If you are willing to collect other information about payroll like how to change your payroll bank information in QuickBooks stay tuned with us. At first, prefer to read our article till the end but if any issue comes to you while working with QuickBooks(all other payroll editions), don’t hesitate while contacting our Wizxpert ProAdvisors through 24/7 technical error support toll-free number +1-855-441-4417.  

This article is about how to change your payroll bank account in QuickBooks Desktop Payroll. From here you will learn the simple and easy steps to change the bank account from where you withdraw your direct deposit and payroll taxes.

Points to be Noted:

  • Funds can only be withdrawn from one United States bank account by you
  • Ensure that you make the switch in a very little period for your next payroll so that you are not interrupted at least a minimum of 2-3 business days. 

Steps to Change your Payroll Bank Account in QuickBooks

Depending on your payroll service you have to choose the below steps to change your payroll bank account in QuickBooks. Your payroll service can either QuickBooks Online Payroll, QuickBooks Desktop Payroll, and Intuit Online Payroll. So, in the below section we will discuss it separately.

How to Choose your Payroll Product

If you don’t know which payroll service you are working on, don’t worry just check out by referring to our articles. In case, you don’t choose any payroll service yet then move to choose the right payroll product and select it now.

Product 1: QuickBooks Online Payroll

Note: If you want immediate changes in your existing bank account due to any distrustful activity like unauthorized access etc or you stop using your bank account, at that moment contact Intuit to get help with expediting your changes in your bank account.

Step 1: Collect your Bank Account Information and Principal Officer Address

  • Collecting the bank information might help you and make you capable of using your online banking user Id and Password, or either you can use your routing number or account number on a check. We highly advised avoiding your routing number using deposit slips.
  • You might ask to know your principal officer’s physical address. This will never be your P.O box. Similar to other licensed money transmitters, Intuit payments must have to follow legal requirements, applicable law, other legal rules, and regulations.

Step 2: Set up your Bank account in your Chart of Accounts

Here in this step, Intuit will add your bank account in your charts of accounts for you. This is mandatory so your payroll transactions will be posted to the correct register in QuickBooks.

  • In the starting step, Choose Settings ⚙, then click on the Chart of Accounts
  • Select Bank inside the Account Type ▼ dropdown menu 
  • Now choose the type of your bank account inside the Detail Type ▼ dropdown menu.
  • Provide a relevant name to your new account. You can use the information under the detail type to add a fitting name
  • Adding a description is just optional, it is up to you whether you want to fill or not
  • If you want to add the sub-account then choose Is sub-account and then enter the parent account. If you need further help related to this, must refer to the blog
  • Now you have to choose a period Inside the When you want to start tracking your finances from this account in the QuickBooks ▼ dropdown menu or you can either choose to learn more about opening balances. 
  1. Choose the Today option only if the account you are tracking is brand new in today’s time. Inside the Account Balance Field manually enter the amount in the account as according to today.
  2. If the account was started on another day then you have to click on the Other. Now pick a date from the calendar you want to track transactions in QuickBooks inside the Select a date field. After that, you have to enter the balance of the account for the date you have chosen, go for it under the Account Balance field.
  • Once everything has been done, Choose the Save and Close option to finish it

Step 3: Check for unpaid tax payments and payroll transactions(including direct deposits or paychecks)

In this step, you must verify that there are no pending tax payments or payroll transactions. You need to have complete information on your bank account if there are any changes made in it and the payroll funds withdraw from the right account. 

Pending Tax Payments
  • From the left menu, choose the Taxes then click on the Payroll Tax
  1. If any of your payments are dated for today’s date or earlier, they will be taken from the current bank account.
  2. If any of the dates of your payment are after today’s date, contact Intuit for further assistance along with a guide handling these payments.
Pending payroll transactions 

Choose Workers(or Payroll) and then choose Employees by clicking on it. Now choose the Paycheck List below the Run Payroll Button from the left menu.

  • If any of your paychecks are dated on one business day or sooner from today’s date, then, from the current bank account, the funds will be taken. 
  • If any of your paychecks are dated on two business days or later and it starts before 6:00 PM i.e. Pacific Standard Time then you might delete them. Choose the box next for a particular paycheck and then choose Delete above the paychecks. At the end of step 6, you can add them back later.

Step 4: Change your bank account with QuickBooks Online Payroll service

Here in this step, you will have to change your bank account with the payroll service. Following the below steps make it easier for you to do it.

  • To start, choose Settings ⚙ and then click on the Payroll Settings
  • Now seeking the section named Bank Accounts. If you visit this section and will see it then move to step 3. If you are not, then contact Intuit, they will help you in changing your bank accounts properly
  • In the same section named Bank Accounts, click on the Edit ✎ option
  • Click on the Update option
  • Now choose Add New bank account by clicking on it
  • If you are dealing with one of the 8 banks listed there, just choose the bank and enter your online banking details including user ID and password. Otherwise, you have to go browsing your bank name or choosing the Enter bank information manually. Now enter routing and account number and then click on the Save option
  • In the end, click on the Submit option

Step 5: Verify your bank account

Here in this step, In case of having an existing bank account several times, you must verify your bank account to determine that your account has authorized access. Within a period of 2 to 3 business days, Intuit verifies your new bank account with the help of a test transaction. Before you get started, you must consider a few things straight out down:

  • Once you have changed your bank account information, test transaction will appear in your bank statements in 2-3 business days
  • The amount involved in this should be credit or debit of less than $1.00 from Intuit Payroll Service
  • To verify your amount, it is up to you, either check out your bank transactions online or might call your bank executive
  • Ensure that the test transaction will be cleared(it doesn’t show the pending status) on your bank statements if you paid already, otherwise, the bank transaction will fail at the same time

How to Verify your New Bank Account

To verify the new bank account, you need to go through the below steps:

  • Once you have seen your test transaction has been cleared in your bank statement, open QuickBooks Online and then sign in

Note: If you don’t have an account yet, then at first, use the Sign Up function to create a new account. But if you sign up already but are facing issues while login to QuickBooks Online, you don’t need to worry just refer to the blog.

  • Choose Workers(or Payroll) and then click on the Overview from the left menu
  • Inside the TO-DO list, browse and interrogate Check your bank account and then click on the Edit
  • Now you have to click on the Verify Amount
  • Now mention the amount of the test transaction and enter it(no decimals) in the Debit amount field and re-enter it in the Confirm debit amount field to confirm once again
  • In the end, click on the Verify to verify the new bank account

Step 6: Change your Bank Account in your Accounting Preferences

Once your bank account is verified successfully then you will be ready to use payroll service, the last step of changing your payroll bank account is to change your bank account in your accounting preferences. This is the step that makes sure your payroll transactions and tax payments have been posted to the correct account in your books.

  • To begin, Open QuickBooks and visit their Settings ⚙ and then click on the Payroll settings
  • In the section named Accounting, visit the section scrolling at the bottom of the page, and then choose the Edit (✎)
  • In the section named Paycheck and payroll tax payments, choose the Edit (✎) option. From the Bank account ▼ dropdown, click on the account you set up in Step 2: Set up your bank account in your chart of accounts.
  • Now click on Continue and then hit Done and click on Done once again

After you update the bank account successfully, you can recreate any paychecks you might have deleted in Step 3.

Product 2: Intuit Online Payroll

Note: If you want changes instantly in your existing bank account due to any distrustful activity that lacks your account security like unauthorized access etc or you stop using your bank account, at that moment contact Intuit to get help with expediting your changes in your bank account.

  • If you use Intuit Online Payroll full service: Using this service but facing several issues in it, feel free to contact us or to chat with us. We are glad to help you with your bank account changes
  • If you use Intuit Online Payroll(it’s not a full-service version): For this, you need to go through the steps straight out below:

Step 1: Collect your bank account and principal officer information

  • Getting the Banking information, it also considers your bank name, routing number, and account number on a check. Although you are not eligible to use the routing number from deposit slips(advised to avoid it).
  • Might ask for your principal officer’s physical address to you, but it will never be a P.O box. Similar to other licensed money transmitters, Intuit payments must have to follow legal requirements, applicable law, other legal rules, and regulations.

Step 2: Check for unpaid tax payments and payroll transactions(including direct deposits or paychecks)

In this step, you need to verify that all the tax payments and payroll transactions have been paid, nothing is left now. It is mandatory to make sure that all the changes you have made in your bank are successfully processed and the payroll funds also withdraw from the right account.

Pending Tax Payments
  • Choose View Tax Payments you have made. Now seeking for any unpaid or pending tax payments from the Taxes and Forms tab.
  • If you are authorized to do so, just delete the unpaid and pending tax payment. If there is no option left to delete/remove the tax payment, contact Intuit to get to know further options. 
Pending payroll transactions

Choose Paycheck List from the Payday tab:

  • If any of the paychecks are dated one business day or it is before today’s date then all the funds will be taken from the current existing bank account
  • If any of the paychecks are dated two business days or it is later before 6:00 PM Pacific Standard Time then you are able to delete them. Now choose the box next to particular and then click on the Delete upside the paychecks. It is up to you to add them later at the end of Step 4.

Step 3: Change your Bank Account with Intuit Online Payroll service

Here in this step, you have to make some changes or change your bank account with your payroll service.

  • First of all, click on the Direct Deposit from the Setup tab
  • Click on the Edit option and then  enter new bank account information and the Principal Officer’s physical home address
  • Choose Continue and then click on the Confirm option

Step 4: Verify your Bank Account

Here in this step, Intuit will verify your new bank account with a test transaction within a period of 2-3 business days. Before you get started, you must know about fewer things about test transactions that are straight out below. Willing to know then look at the below right now:

  • Once you have changed your bank account information, a test transaction will appear in your bank statement within a period of 2-3 business days
  • The amount involved in this either comes to debit or credit of less than $1.00 from Intuit Payroll service
  • To verify your amount, it is up to you to either, check out your bank transactions online or might call your bank executive
  • You have to ensure that the test transaction has been cleared, nothing is pending or unpaid right now, on your bank statement before you processed, otherwise the bank statements will fail at the same time
  1. Once you will see all the test transactions have been cleared in your bank statements, it is up to you, either sign in to your Intuit Online Payroll or Intuit Online Payroll Full Service account.

Note: If you don’t have created an account yet, just create it now by clicking on Sign up functionality and then fill out the required details for a successful signup. If you face any issues while performing it, just contact us.

  1. Choose the Confirm Your Test Deposit from the To-Do tab
  2. Now mention the amount of the test transaction and enter it(no decimals) in the Debit amount field and re-enter it in the Confirm debit amount field to confirm once again
  3. In the end, you have to click on the OK button

After you update the bank account successfully, you can recreate any paychecks you might have deleted in Step 3.

Product 3: QuickBooks Desktop Payroll

Note: If you want changes instantly in your existing bank account due to any distrustful or malicious activity that lacks your account security like unauthorized access etc or you stop using your bank account, at that moment contact Intuit to get help with expediting your changes in your bank account.

  • For QuickBooks Desktop Payroll Basic, Standard, Enhanced, you have to download the Direct Deposit Bank Account Change form or you can either send an email it to sbpfcsoperations@intuit.com
  • For QuickBooks Desktop Payroll Assisted:
  1. You will have to complete the QuickBooks Assisted Bank Change form

Note: This form will only be opened in Adobe Reader, you need to ensure that you have to complete the entire form and have the primary principal or payroll admin sign it

  1. You have to upload your completed bank account change form. The cut-off of bank account change is 3:00 Pacific time. Any requests that are sent are processed after the next business day

Step 1: Collect your Bank Account Information, principal office address, and Payroll PIN

  • Getting the Banking information, it also considers your bank name, routing number, and account number on a check. Although we are highly advised to avoid using the routing number from deposit slips.
  • Might ask for your principal officer’s physical address to you, but it will never be a P.O box. Similar to other licensed money transmitters, Intuit payments must have to follow legal requirements, applicable law, other legal rules, and regulations.
  • Need to know your payroll PIN use to send the payroll from Intuit

Step 2: Set up your Bank Account in your chart of accounts

Here in this step, Intuit will add your bank account in your charts of accounts for you. This is mandatory so your payroll transactions will be posted to the right register in QuickBooks.

  • Choose Lists and then click on the Charts of Accounts
  • Choose Accounts and then click on the New option
  • Choose Bank and then click on the Continue
  • Now you have to enter bank account information
  • Choose Save and Changes to save all the changes you have made

Step 3: Check for unpaid tax payments and payroll transactions(including direct deposits or paychecks)

Here in this step, you have to verify that you don’t have any unpaid or pending tax payments or payroll transactions. Now you have to make sure that your bank account change is successful and also the payroll funds withdraw from the right amount. 

Unpaid/Pending tax payments (QuickBooks Desktop Payroll Enhanced only)
  • Choose Employees and then click on the Payroll Center and then choose the Pay Liabilities tab
  • Choose the E-Payments tab for viewing any pending or unpaid tax payments
Pending payroll transactions
  • Choose Employees and then click on the Payroll Center
  • Choose the Payroll tab for viewing any pending or unpaid payroll transactions

Step 4: Change your Bank Account with QuickBooks Desktop Payroll service

Check out whether you have set up your bank account or not and be able to track it on QuickBooks Desktop. This is the right time to update the information in QuickBooks Payroll Account Management Portal.

QuickBooks Desktop Payroll Basic, Standard, Enhanced
  • In the starting step, choose Employees, then My Payroll Service, and then click on the Accounts/Billing Information
  • Now you have to sign in to your Intuit Account login
  • Visit the Payroll Info section, Inside the Direct Deposit Bank Account, and then click on Edit ✎
  • Now enter your payroll PIN and then hit the Continue option
  • You have to enter new bank account info, then click on the Update. Once you will receive the confirmation message from your bank just hit the Close button
QuickBooks Desktop Payroll Assisted
  • To start, choose Employees, then My Payroll Service, and then click on the Accounts/Billing Information to access the Payroll Service Account Maintenance pages
  • Inside the Bank Account Information, you have to click on the  Edit ✎ next to the bank account
  • Now enter your payroll PIN and then hit the Continue option
  • You have to enter new bank account info, then click on the Update. Once you will receive the confirmation message from your bank just hit the Close button

Step 5: Verify your Bank Account

In this step, Intuit will verify your new account along with your two test transactions within a period of 2-3 business days. Before we get started, you have to know fewer things about test transactions discussed below:

  • Once you have changed your bank account information, two test transaction will appear in your bank statements within a period of 2-3 business days
  • The amount involved in this should be less than $1.00 from Intuit Payroll Service
  • To verify your amount, it is up to you, either check out your bank transactions online or might call your bank executive
  • You will get a refund to your accounts for these amounts within 3-5 business days
QuickBooks Desktop Basic, Standard, Enhanced Payroll
  • First of all, Open your QuickBooks Desktop
  • After that, choose Employees, then My Payroll Service, and then click on the Accounts/Billing Information
  • Now you have to Sign in similar to your Intuit Account login.
  • Reach the Payroll Info section. Inside the Direct Deposit Bank Account, you have to click on the Verify.
  • It’s time to manually enter and confirmation of your payroll PIN
  • At last, click on Submit. Once you received the message from your bank specifying ‘your bank account has been verified’. Choose Return to QuickBooks option

Step 6: Change your Default Bank Account in your Preferences

Once your bank is verified and you are ready to use it with your payroll service, that’s the track defining what’s left now is to change your existing bank account in your default accounting and payroll preferences. It makes sure about your payroll transaction and tax payments posted to the right account in your accounting books. 

  • At first, choose Employees and then click on the Send Payroll data
  • Now you have to choose Preferences on the Send/Receive Data window
  • Choose the Bank account from the drop-down menu ▼(look at this way on your screen) inside the Account Preferences
  • Hit the OK key to save all the changes you have made
  • It’s time to choose Close on the Send/Receive Data window

Follow the steps listed down to change the default bank account for your QuickBooks Payroll service liability check successfully. These steps are:

  • First of all, open QuickBooks and then choose Employees, then click on the Send Payroll Data
  • For opening the Payroll Service Accounts window you need to choose Preferences and choose your new bank account from the Pay Payroll Liabilities dropdown menu(with ▼)
  • Hit the OK key to save all the changes you have made
  • In the end, choose to Send and manually enter your Payroll PIN

The Endmost Note

By going through this article with reading to the complete end, there are high chances and possibilities that this issue can easily troubleshoot by following our experts’ steps defined here. But if the query is still going on and you are unable to implement the steps on your own or you want to fix this issue remotely. That’s the way what we do for you is to offer a 24/7 technical error support helpline number +1-855-441-4417 of our QuickBooks Support professionals ready to help those ones who need help or looking for help. 

So stop wasting your precious time, if you have any QuickBooks issue just come to us right now and get solutions from us. For the same issue, our intuit certified professionals team has further solutions, to get to know, you need to contact us.

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