Managing payroll accurately is one of the most important responsibilities for any business. Whether you pay employees weekly, biweekly, semi-monthly, or monthly, your payroll schedule must align with your business operations and compliance requirements. If your pay frequency changes or you need to correct a payroll setup, knowing how to change the pay period in QuickBooks Online Payroll and QuickBooks Desktop Payroll can save time and prevent costly errors.
This in-depth guide explains how to create, update, assign, and remove payroll schedules in both QuickBooks Online and QuickBooks Desktop. It also highlights key differences between the two platforms and shares best practices for payroll management.
If you need help setting up or managing your payroll schedules in QuickBooks, get expert assistance to ensure everything runs smoothly and on time – simply contact the support team at 1-888-820-7278 for reliable, step-by-step guidance.
Understanding Payroll Schedules in QuickBooks
A payroll schedule defines how often you pay your employees and determines pay period dates, paydays, and check dates. QuickBooks allows you to create multiple payroll schedules so you can pay different groups of employees on different cycles.
Common pay frequencies include:
- Weekly
- Biweekly
- Semi-monthly
- Monthly
QuickBooks Online Payroll and QuickBooks Desktop Payroll handle payroll schedules differently, so it’s essential to follow the correct steps based on your payroll service.
How to Change Pay Period in QuickBooks Online Payroll?
QuickBooks Online Payroll lets you create and manage payroll schedules directly within the payroll settings. Once you add a payroll schedule, you cannot delete it, but you can update or reassign it as needed.
Set Up a New Pay Schedule in QuickBooks Online Payroll
If your business introduces a new pay frequency or hires employees with different payroll needs, creating a new pay schedule is the best solution.
- Open QuickBooks Online and go to Payroll Settings.
- Select Edit payroll items.
- Click New payroll item, then choose Pay schedule.
- Select the pay frequency, next payday, and the end date of the next pay period.
- Click Save to confirm the schedule.
Once created, the pay schedule becomes available for employee assignment.
Important note: QuickBooks Online does not allow you to remove a payroll schedule after creation. Plan your schedules carefully to avoid confusion later.
Update an Existing Pay Schedule in QuickBooks Online Payroll
If your company changes payroll timing or needs to correct pay period dates, you can update an existing payroll schedule.
- Go to Payroll Settings and select Edit payroll items.
- Choose Pay schedules from the list.
- Select the payroll schedule you want to edit.
- Make the necessary changes to the frequency or dates.
- Click Save to apply the updates.
The updated schedule applies to future payroll runs associated with that schedule.
Assign a Pay Schedule to an Employee in QuickBooks Online Payroll
After creating or updating a pay schedule, you must assign it to the correct employees.
- Open Payroll and select the team member’s profile.
- Under Employment details, click Edit.
- Choose the appropriate pay schedule from the dropdown list.
- Select Save to finalize the assignment.
This ensures that the employee receives paychecks based on the correct pay period and frequency.
How to Change Pay Period in QuickBooks Desktop Payroll?
QuickBooks Desktop Payroll offers more flexibility when it comes to payroll schedules. You can create, edit, assign, deactivate, or even delete schedules. Desktop versions allow up to 200 payroll schedules, making them ideal for complex payroll structures.
Set Up a New Payroll Schedule in QuickBooks Desktop
Creating a new payroll schedule helps you manage different employee groups efficiently.
- Go to the Employees menu and select Payroll Center.
- Open the Payroll Schedule dropdown and choose New.
- Enter a name for the schedule.
- Select how often employees will be paid.
- Complete the remaining fields, including pay period dates.
- Click OK to save the schedule.
- Choose Yes or No when asked whether to assign the schedule to all employees.
This process allows you to instantly apply the schedule to multiple employees if needed.
Update a Pay Schedule in QuickBooks Desktop Payroll
Changing dates during payroll creation only affects the current pay run. To permanently update a payroll schedule, you must edit the schedule itself.
- Go to Employees and select Payroll Center.
- Under the Create Paychecks section, select the payroll schedule you want to modify.
- Open the Payroll Schedules dropdown and click Edit Schedule.
- Make the necessary changes in the Edit Payroll Schedule window.
- Select OK to save your updates.
Note: If you use Direct Deposit or QuickBooks Desktop Payroll Assisted, QuickBooks automatically adjusts process and check dates to account for bank lead times and federal holidays.
Assign a Pay Schedule to an Employee in QuickBooks Desktop
Once the payroll schedule is ready, assign it to individual employees.
- Go to Employees and open Employee Center.
- Double-click the employee’s name.
- Select the Payroll Info tab.
- Choose a payroll schedule from the dropdown menu.
- Click OK to save.
This ensures accurate payroll calculations for each employee.
Remove or Deactivate a Payroll Schedule in QuickBooks Desktop
When you no longer need a payroll schedule, you can deactivate or delete it.
Deactivate a Payroll Schedule
Deactivating a schedule allows you to reuse it later if needed.
- Go to Employees and select Employee Center.
- Remove all employees from the payroll schedule.
- Open the Payroll Schedules dropdown and select Edit Schedule.
- Check Schedule is inactive.
- Click OK to confirm.
Delete a Payroll Schedule Permanently
If you want to remove a schedule completely, you can delete it.
Important: Deleted payroll schedules cannot be reactivated.
To delete a schedule, open Edit Schedule and select Delete schedule.
Best Practices for Managing Payroll Schedules in QuickBooks
- Review payroll schedules regularly to ensure accuracy.
- Avoid creating unnecessary schedules in QuickBooks Online since they cannot be removed.
- Always double-check pay period dates before running payroll.
- Communicate payroll changes clearly to employees to prevent confusion.
- Consider upgrading to QuickBooks Online Payroll Premium or Elite if you want expert payroll setup and support.
Final Thoughts
Changing the pay period in QuickBooks Online Payroll and QuickBooks Desktop Payroll is straightforward when you follow the correct steps. QuickBooks Online focuses on simplicity and structured payroll schedules, while QuickBooks Desktop provides greater flexibility and control. By setting up, updating, and assigning payroll schedules correctly, you can ensure accurate payroll processing, stay compliant, and keep your employees paid on time.
With the right payroll setup in QuickBooks, you can focus less on administrative tasks and more on growing your business.
Frequently Asked Questions
In QuickBooks Online, you cannot change the payment date after payroll has been processed. However, before running payroll, you can select a different pay date while creating paychecks. If payroll is already submitted, you may need to void or delete the payroll (if allowed) and reprocess it with the correct payment date.
QuickBooks Online does not allow true backdated payroll once a paycheck is finalized. You can, however, enter a paycheck with past pay period dates as long as the payroll has not been submitted yet. If payroll was already processed, corrections must be handled through payroll adjustments or by contacting QuickBooks Payroll Support at 1-888-820-7278.
To update payroll settings in QuickBooks Desktop:
1. Go to the Edit menu.
2. Select Preferences.
3. Choose Payroll & Employees.
4. Click the Company Preferences tab.
5. Make the required changes and select OK to save.
The correct method depends on the type of error:
1. Before payroll is submitted: Delete or void the paycheck and reprocess it correctly.
2. After payroll is submitted: Use a payroll adjustment, create a correcting paycheck, or contact QuickBooks Payroll Support to ensure tax filings remain accurate.
Pressing F2 in QuickBooks opens the Product Information window. This window displays important details such as the QuickBooks version, license number, payroll status, file location, and subscription information.
You can change the direct deposit date only before submitting payroll. When running payroll, select a new pay date that meets direct deposit lead-time requirements. Once payroll is processed, the direct deposit date cannot be changed.
If payroll has not been submitted, edit the pay period dates while running payroll. If payroll is already processed, you must either void and recreate the paycheck (if allowed) or use payroll corrections to fix the issue.
In QuickBooks Online Payroll, unscheduled payroll cannot be assigned to employee groups. Only scheduled payrolls (weekly, biweekly, semi-monthly, or monthly) can be assigned to employees.
In QuickBooks Online Payroll, tips are recorded as taxable wages. They are included in gross pay and subject to applicable payroll taxes but are typically paid directly to employees outside of payroll.
To turn off Auto Payroll:
1. Go to Payroll Settings.
2. Select Auto Payroll.
3. Toggle the feature Off.
4. Save your changes.
This stops QuickBooks from automatically running payroll for salaried employees.
To edit an employee’s payroll schedule:
1. Go to Payroll and select Employees.
2. Click the employee’s name.
3. Under Employment details, select Edit.
4. Update the pay schedule and click Save.
