---
title: Payroll GL Import
description: Turn QuickBooks Payroll totals into proper G/L entries.
url: "https://theasst.com/docs/payroll-gl-import/"
updated: "2026-09-27"
category: Setup / Data Import
---

# Payroll GL Import

Payroll GL Import is for companies whose payroll runs through QuickBooks' own Payroll feature -- QuickBooks doesn't let TBA pull the underlying paycheck numbers automatically, so this turns your payroll totals into a proper [General Ledger](https://theasst.com/docs/general-ledger/) entry, one per pay period.

![Payroll GL Import form with wage/tax/benefits account selectors and a period date/amounts table](https://theasst.com/wp-content/uploads/2026/09/payrollglimport.webp)

This assumes every period you enter has already been fully paid and settled (normal for historical data) -- it does not track any payroll tax liability still owed.

## Getting the Numbers from QuickBooks

1. In QuickBooks, go to **Reports → Employees & Payroll → Payroll Summary**.
2. Set the date range to one pay period (or one month) at a time, and run the report.
3. Find **Total Gross Pay** (sometimes just "Gross Pay") -- use this for **Gross Wages**. Do *not* use Net Pay, which would make the entry unbalanced.
4. Find **Total Employer Taxes and Contributions** -- only the taxes *your business* pays, not what's withheld from employee paychecks (already included in Gross Wages).
5. If your payroll includes costs you pay on employees' behalf (401(k) match, employer health insurance share, etc.), total those for **Benefits**. Leave at $0 if not applicable.

## Entering the Data

Choose **Enter amounts by hand** or **Upload an Excel file for each period**. Select your Wage Expense, Employer Payroll Tax Expense, and (optionally) Benefits/Other Expense accounts, then add a row per pay period with its date, gross wages, employer taxes, and which bank account it was paid from. Click **Post Payroll Entries** when ready.