This guide covers: connect QuickBooks / Xero / NetSuite, map GL accounts, verify the first journal entry, and disconnect.
Connect QuickBooks / Xero / NetSuite
What it does: Authorizes Payrollix to push payroll journal entries into your accounting system via OAuth — no passwords are exchanged.
Where: Accountant dashboard → Integrations (/clients/[clientId]/integrations).
Steps:
- Find the card for the system you want (QuickBooks, Xero, FreshBooks, Wave, Sage, NetSuite). Each card shows: name · description · Features tags · status.
- Click Connect on the card. A popup opens to the provider's OAuth consent screen.
- Sign in to the accounting system and authorize Payrollix when prompted.
- The popup closes itself. The card flips to Connected with the green CheckCircle and shows the Connected company name underneath.
Who: Accountant or SMB owner with admin rights to the accounting system.
Notes: Connect is per-client. If you manage multiple clients, repeat the flow on each client's Integrations page. The information banner at the bottom of the page recaps: connect via OAuth → map accounts → sync JEs → contractors sync as vendors for 1099 tracking.
Map GL accounts
What it does: Tells Payrollix which line in your chart of accounts to debit or credit for each payroll component.
Where: Accountant dashboard → Integrations → click Configure on the connected card (/clients/[clientId]/integrations/[type]).
Steps:
- Click Configure on the connected card. The settings page lists every payroll account, grouped by JE side.
- Map each row by selecting the matching account from the chart-of-accounts dropdown. The groups are:
- Expenses (debits) — Gross Wages Expense · Employer Social Security · Employer Medicare · Employer FUTA · Employer SUTA · Other Employer State Tax.
- Withholding payables (credits) — Federal Income Tax W/H Payable · State Income Tax W/H Payable · Local Income Tax W/H Payable.
- FICA payables (credits) — Social Security Payable · Medicare Payable.
- Unemployment payables (credits) — FUTA Payable · SUTA Payable · Other State Tax Payable.
- Deduction payables (credits) — Pre-tax Deductions Payable · Post-tax Deductions Payable · Garnishments Payable.
- Cash (credit on net pay) — Bank / Direct-Deposit Clearing.
- Click Save Mapping at the top-right.
Who: Accountant or SMB owner with chart-of-accounts knowledge.
Notes: Want a less-granular GL? Point multiple rows at the same account — the journal entry aggregates same-account lines into one at post time. Rows marked optional can be left blank; the JE skips them. If the dropdown is empty, click Test Connection to refresh the chart of accounts.
Verify the first journal entry
What it does: Confirms a real payroll posted correctly to the accounting system before you trust the automatic feed.
Where: Accountant dashboard → Integrations → Configure → sync logs.
Steps:
- Run a real payroll (or pick an already-processed one).
- Open
/clients/[clientId]/integrations/[type]and scroll to the sync history. - Confirm the sync log entry is
successwith a non-zero entries-synced count. - Open the journal entry in QuickBooks / Xero / NetSuite and tie each line back to the payroll Cash Requirements report.
Who: Accountant or SMB owner.
Notes: Contractors sync as vendors so 1099 tracking on the accounting side stays in step with Payrollix. If a sync fails, the card surfaces the last_sync_error in a red banner and the sync log shows the row that failed.
Disconnect
What it does: Revokes OAuth access and stops further sync.
Where: Accountant dashboard → Integrations (/clients/[clientId]/integrations).
Steps:
- Find the connected card.
- Click Disconnect in the footer of the card.
- Confirm the prompt: "Are you sure you want to disconnect this integration?"
- The card flips back to Not Connected and the Connect button reappears.
Who: Accountant or SMB owner.
Notes: Disconnecting does not remove already-posted journal entries from the accounting system. Reconnecting later opens OAuth again — the existing account mapping is preserved.
Related: Other integrations · Standard payroll reports.