Post payroll to QuickBooks the day you run it, no manual journal entry

What the QuickBooks integration does

Payroll journal posting

Each payroll run posts a balanced journal entry to QuickBooks with gross salary, deductions, and net pay against the ledgers you choose.

Statutory splits mapped to ledgers

PF at 12%, ESI at 0.75% employee and 3.25% employer, state PT, TDS under 24Q, and gratuity at 4.81% each post to their own accounts, not a single lump sum.

Two-way employee sync

Add or deactivate an employee in Indian HRM and the matching vendor or employee record updates in QuickBooks, with reverse changes flowing back on the next sync.

Reimbursements and expense claims

Approved travel, food, and mobile reimbursements move across as expense entries tagged to the employee and cost head.

Chart of accounts mapping

Map every HRM pay component to a specific QuickBooks account once, and the integration remembers it for every future run.

Reconciliation and error alerts

If an entry fails to post or an account is missing, you get a flagged item with the exact reason instead of a silent gap in your books.

Setup in four steps

1. Connect your QuickBooks account — Sign in through QuickBooks and authorise Indian HRM using OAuth, so no password ever gets stored on our side.
2. Map pay components to accounts — Match salary, PF, ESI, PT, TDS, and reimbursements to your QuickBooks ledgers using the guided mapping screen.
3. Choose sync direction and timing — Decide whether employee records sync one way or both ways, and set payroll to post automatically after approval or on a fixed date.
4. Run a test post — Push a single sample journal entry, check it in QuickBooks, and adjust any mapping before you go live.
5. Turn on auto-sync — Switch the connection to live so every approved payroll run posts on its own from then on.

Why customers use this integration

• Month-end close moves faster because payroll numbers are already in QuickBooks and reconciled, not sitting in a PDF waiting to be typed.
• Statutory liabilities for PF, ESI, PT, and TDS sit in separate ledgers, so your CA can pull exact figures for filings without hunting through payslips.
• Manual entry errors drop to zero, which matters most on the deductions where a wrong digit shows up in a compliance return.
• Your accountant and HR stop reconciling two versions of the same salary figure, since both tools read from one source.
• New joiners and exits reflect in your books the same week they happen, keeping vendor and employee lists clean for audit.

QuickBooks integration FAQs

Which direction does data sync, HRM to QuickBooks or both ways?

Payroll journals and reimbursements always flow from Indian HRM into QuickBooks. Employee records can be one-way (HRM to QuickBooks) or two-way, which you choose during setup. Your books stay the source of truth for accounting, and HRM stays the source of truth for payroll.

How often does the sync run?

Employee changes sync every few minutes. Payroll journals post either automatically the moment a run is approved, or on a fixed date you set, for example the 1st of each month. You can also trigger a manual sync any time from the integration screen.

Do PF, ESI, PT, and TDS post to separate accounts?

Yes. Each statutory component maps to its own QuickBooks ledger during setup, so employer PF, employee PF, ESI, professional tax by state, and TDS all land in distinct accounts. This keeps your liability tracking clean for filings and audit.

What happens if an entry fails to post?

The integration flags the exact entry with the reason, usually a missing or mismatched account. Nothing posts partially, so you never end up with an unbalanced journal. Fix the mapping and re-run that entry without touching the rest of the batch.

Is my QuickBooks login safe with Indian HRM?

We connect through QuickBooks OAuth, so you sign in on Intuit's own screen and grant access there. Indian HRM never sees or stores your QuickBooks password, and you can revoke the connection from either side at any time.