• QuickBooks Online payroll reports give you insight into your company’s employees and payroll data.
  • QuickBooks Online offers 17 unique payroll reports.
  • It is easy to export payroll reports to Excel, which is a plus for small businesses.
  • This article is for small business owners and accountants who want to create payroll reports in QuickBooks Online.

Creating and running QuickBooks Online payroll reports is simple and easy. The software is capable of generating 17 different types of payroll reports and allows you to customize the type of report you want to run. This flexible report is part of the reason we chose QuickBooks Online as the best payroll software for small businesses.

If you are a small business owner or accountant, you might want to generate payroll reports for the following reasons:

  • Track total labor costs
  • Verification of tax debts
  • Reconciliation of financial data
  • Calculation of employer contributions
  • Recording of rates of pay, hours worked, overtime and taxes withheld
  • Maintain earned leave and other benefits balances

What are payroll reports?

A payroll report is a document with payroll information data that is created using your business details and records. Many payroll reports are limited to a specific time period, such as the first pay period of the month, quarterly payroll, or total pay for the entire fiscal year.

Sometimes these reports contain too much information, so you or your accountant may want to customize or limit the information reported. QuickBooks Online gives you this capability by allowing you to generate reports with only the data you want to report. Read our Quickbooks Payroll Review for more information on this payroll solution.

Types of reports

The following 17 reports can be generated, exported, saved, and printed in QuickBooks Online:

  • Detailed employee reports include information such as wages and salaries, tax deductions and withholdings.
  • Employee contact list reports include contact information for your employees, such as addresses, emails and phone numbers.
  • FFCRA CARES law reports include information regarding credits related to COVID-19 compensation.
  • Multiple site reports depend on the state in which you carry out your activities, but they include information relating to the completion of several projects.
  • Paycheck History Reports allow you to see past paychecks, past payment methods, and the status of past paychecks.
  • Payroll Billing Summaries give a history of all social charges billed to your business.
  • Payroll Deductions / Contributions Reports total all deductions and employee contributions.
  • Payroll Details Reports provide details such as past paycheck amounts, taxes and deductions.
  • Pay summaries are similar to the Payroll Details report, but also include wages and salaries.
  • Payroll tax liability reports show how much payroll taxes you paid for previous salaries, as well as how much payroll taxes you have to pay for future salaries.
  • Social security payment reports show how much payroll taxes you paid.
  • Payroll taxes and payroll summaries describe the wages taxable at the federal and state level (if applicable).
  • Pension plans reports include information on employee and company contributions to the pension plan.
  • Total payroll reports Summarize the total salary of an employee and the type of salary, such as hourly salary, salary or commission.
  • Total salary cost reports summarize the total expenses associated with payroll.
  • Vacation and sick leave reports track accumulated and used vacation and sick leave, as well as other customizable elements of the benefit package.
  • Workers’ Compensation Reports view pay classifications and bonuses.

FOR YOUR INFORMATION: Many of these reports can be customized to fit your data reports.

How to create QuickBooks Online reports

Creating and running the above 17 reports in QuickBooks Online is just as easy as many other functions. As long as you’ve processed payroll in QuickBooks at least once, you’ll be able to create and run payroll reports. Below, we will detail the step-by-step process of accessing and running the Employee Contact List Report.

Did you know?Did you know? QuickBooks is the # 1 online payroll provider for small businesses. Find out how their software and offerings, like pay-on-demand, are helping small businesses.

To run the Employee Contact List Payroll Report in QuickBooks Online, follow these steps:

1. On the QuickBooks Online dashboard, click Reports and select the Employee Contact List report. Once you click on Reports, scroll down to the Payroll section.

You’ll see all the reports QuickBooks Online can generate for your business. For example, if your company does not have multiple sites, you will not see the report on multiple sites. QuickBooks Online filters and automates your business information so you don’t get unnecessary reports.

If you have run payroll in the past, all payroll type reports should be populated here, along with employee type reports.

If you have created custom reports in the past, you will be able to access them alongside the standard reports. If there is a report that you plan to run often, you can bookmark it by clicking on the star to the right of the listed report.

To select Employee contact list in this section to continue.

2. Select the report you want to create and run it. Once you have selected the employee contact list report, it is time to create and run it. QuickBooks Online generates the information in a detailed report.

Below is what your employee contact list will filter to display. The employee’s name, phone number, email address and address will appear on the report below.

You can edit the above report as you add more employee information to QuickBooks Online. When you initially entered your employee, you probably included some of the following information:

  • Last name
  • Phone number
  • E-mail address
  • Home Address
  • Hiring date
  • Social Security number
  • Date of Birth
  • Employee ID
  • Genre
  • Created by
  • Create an appointment
  • Employee notes, if applicable

To edit your report, click the Settings tool and verify the features that you want to include when you run the employee contact list report. Once you have selected the features you want, click Save customization.

Here are some of your options for filtering your reports:

Almost every payroll report you run will ask you to filter the date range. You can use specific calendar dates, months, quarters, years, or pay schedules. For employee contact list report, you can filter by employee created date in QBO, hire date, last modified date, etc.

Here are other filters to limit the data in your specific report:

  • Employees: Some reports allow you to filter by certain employees, whether they are active or inactive.
  • Workplace: If you have employees in more than one location, some reports allow you to explore specific locations.

3. Click Run Report, then click Export Report. Most business owners prefer to export QuickBooks Online reports. Usually, the 17 reports found in the Payroll section of QuickBooks Online will be exported as an XLS file, which means it is synced with Microsoft Excel.

Below is the employee contact list exported to Microsoft Excel. From there, you can format and organize your report.

4. Save the report. It’s easy to save and print your reports if you want.

QuickBooks Online allows you to generate many standard and custom payroll reports. The ability to reduce total reported payroll data and consolidate it in a way that makes sense for your business is another reason QuickBooks is the preferred accounting software for small business owners and accountants.