Streamline Payroll Processes with OnPay and QuickBooks Online Integration

Imagine having your payroll app seamlessly connected with your accounting software. Every paycheck processed through OnPay would automatically sync with QuickBooks Online, eliminating manual data entry and reducing errors. This integration benefits both your HR and accounting teams by streamlining workflows and ensuring accurate financial records.

Real-World Scenario Example of OnPay and QuickBooks Integration

Meet John, a small business owner who struggled with managing payroll and accounting separately. Each pay period, he would process paychecks using OnPay but then had to manually enter the data into QuickBooks Online. This double entry took hours and often led to discrepancies between the two systems.

When John discovered the OnPay and QuickBooks Online integration, his life became much easier. Now, as soon as he runs payroll in OnPay, the data automatically syncs with QuickBooks Online. He no longer has to worry about manual entry or reconciling errors.

To further enhance his workflow, John also integrated:

Challenges that QuickBooks Online and OnPay Integrations Solved

  • Eliminated manual data entry of payroll information into QuickBooks Online
  • Reduced errors caused by double entry and data inconsistencies
  • Saved time spent on reconciling payroll data between the two systems
  • Improved accuracy of financial reports and payroll tax filings
  • Streamlined workflow for HR and accounting teams

Benefits of OnPay and QuickBooks Online Integration

The OnPay and QuickBooks Online integration offers several benefits for businesses:

  1. Real-Time Data Sync: Payroll data from OnPay is automatically synced with QuickBooks Online, ensuring that your accounting records are always up to date.

  2. Accurate Financial Reporting: With payroll data flowing seamlessly into QuickBooks Online, you can generate accurate financial reports that reflect your true labor costs.

  3. Time Savings: By eliminating manual data entry, the integration saves your HR and accounting teams valuable time that can be focused on more strategic tasks.

  4. Reduced Errors: Automated data sync reduces the risk of errors caused by manual entry or data inconsistencies between the two systems.

  5. Streamlined Payroll Tax Filing: OnPay automatically calculates and files payroll taxes, and the integration ensures that this data is accurately reflected in QuickBooks Online for easy tax reporting.

Integration Options

There are several ways to integrate OnPay with QuickBooks Online:

  1. Native Integration: OnPay offers a native integration with QuickBooks Online, which allows for seamless data sync without the need for any third-party apps or custom development.

  2. Third-Party Apps: There are several third-party apps, such as Zapier, that can facilitate the integration between OnPay and QuickBooks Online. These apps offer more flexibility and customization options but may require additional setup and costs.

  3. Custom Development: For businesses with unique needs, custom development can be an option to build a tailored integration between OnPay and QuickBooks Online. This requires more technical resources and can be more expensive than other options.

Integration OptionEase of UseCostFeaturesSupportSecurity
Native IntegrationHighLowBasicHighHigh
Third-Party AppsMediumMediumAdvancedMediumMedium
Custom DevelopmentLowHighTailoredLowHigh

Integration Guide


  1. Ensure that you have active accounts with both OnPay and QuickBooks Online.
  2. Back up your existing data in both systems before initiating the integration.
  3. Review and set up user permissions in both OnPay and QuickBooks Online to control access to sensitive data.


  1. Choose the native integration option in OnPay to connect with QuickBooks Online.
  2. Configure the integration settings, such as mapping payroll items to the appropriate accounts in QuickBooks Online.
  3. Test the integration with a small dataset to ensure that data is syncing correctly between the two systems.
Permission LevelOnPayQuickBooks Online

API Integration Steps

  1. Obtain API credentials from both OnPay and QuickBooks Online.
  2. Use the OnPay API to retrieve payroll data:
Headers: Authorization: Bearer {access_token}
  1. Map the payroll data to the appropriate fields in QuickBooks Online.
  2. Use the QuickBooks Online API to create or update employee and payroll entries:
Headers: Authorization: Bearer {access_token}
Content-Type: application/json

  "GivenName": "John",
  "FamilyName": "Doe",
  "PrimaryPhone": {
    "FreeFormNumber": "555-555-5555"
  "PrimaryEmailAddr": {
    "Address": "[email protected]"
  1. Repeat the process for each payroll run to keep the data in sync between OnPay and QuickBooks Online.

Testing and Validation

  1. Run a complete payroll cycle in OnPay and verify that the data is accurately synced to QuickBooks Online.
  2. Check for any discrepancies or errors in the synced data and resolve them as needed.
  3. Validate that the payroll data in QuickBooks Online matches the source data in OnPay.

Alternative Integrations

In addition to OnPay, there are several other payroll apps that integrate with QuickBooks Online:

  1. Gusto: Gusto offers full-service payroll, benefits, and HR features that integrate seamlessly with QuickBooks Online.
  2. SurePayroll: SurePayroll provides online payroll services for small businesses and integrates with QuickBooks Online for easy accounting.
  3. Wagepoint: Wagepoint is a cloud-based payroll software that offers integration with QuickBooks Online for seamless data sync.
  4. Rippling: Rippling is an all-in-one HR and payroll platform that integrates with QuickBooks Online to streamline financial management.

And if you’re interested in productivity, check out our post on tips to get speed up QuickBooks Online workflow.

IntegrationEase of UseCostFeaturesSupport


Integrating OnPay with QuickBooks Online offers numerous benefits for businesses, including real-time data sync, accurate financial reporting, time savings, reduced errors, and streamlined payroll tax filing. By following the integration guide and considering alternative options, businesses can choose the best solution for their needs and enjoy seamless payroll and accounting processes.


Q: How often does data sync between OnPay and QuickBooks Online?
A: Data is synced automatically after each payroll run in OnPay. This ensures that your QuickBooks Online account always has the most up-to-date payroll information.

Q: Can I customize the data that is synced between OnPay and QuickBooks Online?
A: Yes, you can choose which payroll items and accounts are mapped between the two systems to ensure that data is synced according to your specific needs.

Q: What happens if there are errors during the data sync process?
A: OnPay provides error logging and notifications to alert you of any issues during the sync process. You can then investigate and resolve the errors to ensure accurate data sync.

Q: Is my data secure during the integration process?
A: Yes, both OnPay and QuickBooks Online employ industry-standard security measures to protect your data during the integration process. Additionally, you can control user permissions to ensure that only authorized personnel have access to sensitive information.

Q: Can I integrate OnPay with multiple QuickBooks Online accounts?
A: Yes, you can integrate OnPay with multiple QuickBooks Online accounts if needed. This is useful for businesses that have separate entities or divisions with their own accounting needs.

For more information on integrating OnPay with QuickBooks Online, or to explore other integration options, contact our team for a free consultation. We’ll be happy to guide you through the process and ensure a seamless experience.

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