In every plan at launch
QuickBooks
QuickBooks Online receives the journal entry directly. QuickBooks Desktop imports a balanced IIF file. Both use the same mapping and the same figures.
What posts where
QuickBooks Online: journal entry
Dated on the pay date and numbered PR-{run}-v{n}, with the payroll summary attached after launch. Posting looks up the earlier entry first, so nothing duplicates.
QuickBooks Online: corrections
In an open period the entry updates in place, so a re-post replaces it. In a closed period the old entry is reversed and the new one posted.
QuickBooks Online: settlement
Dr Net Pay Payable, Cr the bank account you choose, one line per payment file, ready for bank review.
QuickBooks Online: reconciliation
The posted entry is re-read and compared with the run by account. A tick means they agree.
QuickBooks Desktop: IIF file
A general journal file for Pro, Premier or Enterprise, using your full account names and classes. A small balanced test file lets you check the import first. Web Connector sync comes later.
Classes and locations
Plus planDepartments, cost centres and projects post as classes and locations on each line.
Statutory bills
Plus planOne bill per authority per run. Kenya: KRA, NSSF, SHA, NITA, HELB and SACCOs. Tanzania: TRA, NSSF, WCF and HESLB.
A sample journal
Three employees in a Kenyan August 2026 run, paid 50,000, 30,000 and 50,000. Net pay is what you transfer, and everything above it is what you owe the authorities.
| Account | Debit (KES) | Credit (KES) |
|---|---|---|
| Salaries & Wages | 130,000.00 | |
| Employer NSSF Expense | 7,800.00 | |
| Employer Housing Levy Expense | 1,950.00 | |
| NITA Levy Expense | 150.00 | |
| PAYE Payable | 12,422.95 | |
| NSSF Payable (employee + employer) | 15,600.00 | |
| SHIF Payable | 3,575.00 | |
| Housing Levy Payable (employee + employer) | 3,900.00 | |
| NITA Payable | 150.00 | |
| Net Pay Payable | 104,252.05 | |
| Total | 139,900.00 | 139,900.00 |
What you need
- QuickBooks Online with an admin who can authorise the app, or QuickBooks Desktop Pro, Premier or Enterprise
- Class tracking switched on if you want dimensions
- Home currency in KES or TZS, or multicurrency enabled
Do we need QuickBooks Online Advanced?
No. Class and location tracking need a QuickBooks Online plan that includes them, but the journal, settlement and reconciliation work without them.
Can QuickBooks Desktop sync automatically?
At launch it's a file import. Web Connector sync is planned for a later release.