How do you enter an employees pay rate in QBO if not utilizing payroll?

Welcome back to the QuickBooks Community, asmith1126. Let me discuss how payroll data works from another provider into QuickBooks. Then, to ensure you'll be routed to the right support team to assist you further on this matter and provide details about the pay rate that has been entered.

When you're using a 3rd party payroll service to manage your employees, the downloaded data in QuickBooks Online depends on what your 3rd party shares with us. With this, I recommend contacting them to verify why all employees who had a pay rate entered no longer show on their profile.

Then, in case the ability to add a pay rate is longer available in your 3rd party, you have the option to manually enter payroll paychecks in QuickBooks Online. To start with, you'll have to create manual tracking accounts in your Chart of Accounts to track your payroll liabilities and expenses.

Make sure to create those expense accounts below. Then, choose Expense as the account type:

• Payroll Expenses: Wages
• Payroll Expenses: Taxes

Then, create these liability accounts below and select Liabilities as the account type:

• Payroll Liabilities: Federal Taxes (941/944)
• Payroll Liabilities: Federal Unemployment (940)
• Payroll Liabilities: [State] SUI/ETT
• Payroll Liabilities: [State] PIT/SDI

After that, enter the payroll paychecks into QuickBooks as a journal entry.

Here's how:

1. Get your employees' payroll pay stubs or a payroll report from your payroll service.
2. Click the + New button.
3. Choose Journal Entry.
4. Under the Journal date, enter the paycheck date.
5. If you want to track the paycheck number, enter it in the Journal no. field.

You can open this article to see further details: Manually enter payroll paychecks in QuickBooks Online.

Additionally, you also have the option to subscribe to our QuickBooks Online Payroll to help you handle your payroll data.

Lastly, you may refer to this article to see various details on how you can manage your payroll accounting settings to track your payroll transactions: Change your accounting preferences in QuickBooks Online Payroll.

Please know that I'm just a post away if you have any questions about entering pay rates in QuickBooks. I'm always here to help, asmith1126. Have a great day!