--- title: "Payroll Reconciliation with QuickBooks Desktop" slug: "payroll-reconciliation-with-quickbooks-desktop" tags: ["Language - English", "Area - Payroll", "Area - Integrations", "Industry - Landscaping", "Type - Task (How-To)", "Role - Accountant (AR)", "Skill Level - 2 (Intermediate)", "Skill Level - 3 (Advanced)"] updated: 2025-10-28T21:11:46Z published: 2025-10-28T21:11:46Z canonical: "guide.youraspire.com/payroll-reconciliation-with-quickbooks-desktop" --- > ## Documentation Index > Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt > Use this file to discover all available pages before exploring further. # Payroll Reconciliation with QuickBooks Desktop ## **Purpose** This article discusses how to compare your Aspire weekly or bi-weekly payroll gross earnings amount with gross earnings in QuickBooks Desktop for all direct labor employees that are listed as your employees in Aspire. ## **Check Before Reconciliation** If you are reading this article, you should have already: 1. 📑 Read *Payroll Setup for QuickBooks Desktop* [here](https://guide.youraspire.com/docs/payroll-setup-for-quickbooks-desktop). 2. 📑 Read *Syncing Aspire to QuickBooks Desktop* [here](https://guide.youraspire.com/docs/syncing-aspire-to-quickbooks-desktop). 3. 📑 Read *Exporting Payroll Hours from Aspire to QuickBooks Desktop* [here](https://guide.youraspire.com/docs/exporting-payroll-hours-from-aspire-to-quickbooks-desktop). ## **Record Hours From Weekly Time Review** You will need to first get total hours and total OT hours from Weekly Time Review to reconcile *Regular Hours, OT Hours,* and *Hours* in the Hours Pivot Table you will create later. Let's start by identifying the *Payroll* period and recording hour amounts within Weekly Time Review. - From *Scheduling*, click *Weekly Time Review*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-9izgefwq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Adjust the date at the top to the first day of the payroll period you need to reconcile. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-t40i6em7.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D)](https://downloads.intercomcdn.com/i/o/713744145/8a69955c6cef4e3fb8127f1e/c91ffd79-826e-4ecf-9f83-91ff91bfc2ae?expires=1757962800&signature=d94e6db0fb9912a1be884645354faa926c97fac0ca5e71f2444cf39a5dbf4d8a&req=cyEkEc16nIVaFb4f3HP0gIK9oOmNa1UhmFeZgs1Xi9m%2Fo9Z4zQWyDkX90NNC%0AMjI%3D%0A) - Group your list by *Contact FullName*. - If you don't have the *Advanced Group Header* available, you can turn this on in your User Settings. - To reconcile, record the following values: - *Total* Hours in *Weekly Time Review* - *OT* hours in *Weekly Time Review* - *Subtract* *Total* Hours - *OT* hours in *Weekly Time Review. Record this value. This should equal* - This is because *Total* Hours - *OT* Hours = *Regular* Hours! #### **Field Mapping for Weekly Time Review Reconciliation** | Weekly Time Review Field | Hours Pivot Report for Payroll Reconciliation Field | | --- | --- | | *Total* Hours | *Hours* | | *OT* Hours | *OT Hours* | | (*Total* Hours - *OT* Hours) | Regular Hours | #### **Weekly Hours Example** | Pay Period: 4/13/20 - 4/19/20 | *Total* hours: | 180 | OT hours: | 15 | | --- | --- | --- | --- | --- | Total Hours - OT Hours = Regular Hours 180 - 15 = 165 Regular Hours #### **Bi-Weekly Hours Example** If you process payroll bi-weekly, repeat and record the above process to get the second week's totals. Add these together. Then, subtract the summed totals to get your bi-weekly regular hours. | First Week: 4/13/20 - 4/19/20 | *Total* hours: | 180 | OT hours: | 15 | | --- | --- | --- | --- | --- | | Second Week: 4/20/20 - 4/26/20 | *Total* hours: | 193 | OT hours: | 13 | | --- | --- | --- | --- | --- | | Summed Totals of Both Weeks | Sum of *Total* Hours: | 373 | Sum of *OT* Hours: | 28 | | --- | --- | --- | --- | --- | Total Hours - OT Hours = Regular Hours 373 - 28 = 345 Regular Hours ## **Record Labor Dollars From the End of Month Report** We will need the *Total Gross Earnings,* which in Aspire is the sum of *Base Labor Cost* and the *Overtime Labor Cost* available in the End of Month Report. - Click on *Reports* in the blue side menu, and then click on the *End of Month* Report. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-3h6yba1r.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Select the *Labor* tab and change the date range to *Custom – Between* and adjust the date range to match the pay period you are reconciling. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-oe1qay5j.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Scroll to the bottom of the report and record the totals for *Base Labor Cost* and *Overtime Labor Cost*. [![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-r1fqg7oo.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D)](https://downloads.intercomcdn.com/i/o/713744144/1c111d09a74e3ecd7d0a6cdd/6194e765-ce60-4478-8a71-43fe68e0fcce?expires=1757962800&signature=ca36b753fddd8d62852fe27570e668b8fb15aac07399c067224e711e12802918&req=cyEkEc16nIVbFb4f3HP0gMn4WUi4ZuCWIX89K1MK8LjgtqcpN52lptjNRCMN%0Azr0%3D%0A) To reconcile, record from the End of Month Report: - *Total* *Base Labor Cost* in the *End of Month Report* - *Total Overtime Labor Cost* in the *End of Month Report* - *Add these values together. This value will be you Total Labor Cost No Burden*within your Hours Pivot Report for Payroll reconciliation report. - This is because *Total Base Labor Cost* + *Total Overtime Labor Cost* = *Total Labor Cost No Burden* (which is also considered the *Total Gross Cost)* #### **Field Mapping for End of Month Report** | End of Month Report Field | Hours Pivot Report for Payroll Reconciliation Field | | --- | --- | | *Total* Hours | *Base Cost* | | Total Overtime Labor Cost | *OT Premium* | | *Total Base Labor Cost* + *Total Overtime Labor Cost* (This value is your *Total Gross Cost*) | *Total Labor Cost No Burden* | #### **Total Gross Cost Example** Base Labor Cost: $11,207.00 Overtime Labor Cost: $2,392.00 +_____________________________________ Total Gross Cost: $13,599.00 ## **Create an Hours Pivot Report for Payroll Reconciliation** To create a report that includes payroll dates, hours, and gross pay in an exportable format, you'll create an Hours Pivot Report called Hours Pivot Report for Payroll Reconciliation. These values will be reconciled with the values you have recorded in Weekly Time Review and the End of Month Report. 📌 Note: You will only need to create this Hours Pivot Report for Payroll Reconciliation *your first time reconciling.* You will be able to save it and use it in future reconciliations. Just make sure your filters are accurate! The data is combined into a exportable pivot report so you can reconcile your Gross Payroll with QuickBooks Desktop. To start creating the Hours Pivot Report for Payroll Reconciliation: - Click on *Reports* in the blue side menu. Then, *Standard Reports*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-87za3fnu.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Select *Hours Pivot Table*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-9w291ps0.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - A separate tab will appear. It's now time to create the *Hours Pivot Report for Payroll Reconciliation* from the *Default View*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-l5sfn4ma.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) Add the filter fields to build your pivot report: - *Work Date Year* - Select the year for your pay period. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-ew0z76fp.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - *Work Date Month* - Select the month or months for your pay period. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-eldh11vj.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - *Work Date* - Select *only* the days that are included in your pay period. Make sure that all the days are checked in the list and keep dates unchecked that should not be included in the total. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-0nvnsmeb.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - *Status* - Add the *Status* of the hours and select the *Exported* checkbox. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-e035g1rx.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - *Pay Schedule* - You may need to use this filter to exclude certain pay schedules. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-uag621kb.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Add the following fields to your *Data Header Column*: *Regular Hours, OT Hours, Hours, Base Cost, OT Premium, Total Labor Cost No Burden.* *![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-qosndvfm.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D)* - Set your *Row Display Headers* to include *Employee (Last, First), Division, Service Name, Base Rate,* and *Pay Code*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-ce4j4hmk.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - When your filters are set, this is what the report will look like. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-fqr0f5xe.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - We'll now review these values shown on the Hours Pivot Report for Payroll Reconciliation and compare them to our recorded values from the *Weekly Time Review* and *End of Report*. (See mapping below) ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-l9j0omwt.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) ⚠️ Before saving or exporting the pivot report, you can filter out employees (like salaried employees) that have gross pay will *not* be entered into your *Accrued Payroll Holding account* in your accounting system. - You would filter out these employees if you choose to enter their gross pay as a direct or an indirect expense to a division. - If this is the case, remember when closing the month, you cannot use the *Labor* tab on the *End of Month Report* for the labor journal entry into your accounting system. If you need to get payroll journal entry numbers from Aspire, instead of using your payroll service reports, you will need to create a pivot report in Aspire and exclude these same employees or payroll schedule to determine the value of the journal entry. ### **Field Mapping for Reconciliation** | Weekly Time Review Field | Hours Pivot Report for Payroll Reconciliation Field | | --- | --- | | *Total* Hours | *Hours* | | *OT* Hours | *OT Hours* | | (*Total* Hours - *OT* Hours) | Regular Hours | | End of Month Report Field | Hours Pivot Report for Payroll Reconciliation Field | | *Total* Hours | *Base Cost* | | Total Overtime Labor Cost | *OT Premium* | | *Total Base Labor Cost* + *Total Overtime Labor Cost* (This value is your *Total Gross Cost*) | *Total Labor Cost No Burden* | ### **Saving the Hours Pivot Report for Payroll Reconciliation** If you have created this report for the first time, use the *Save As* option so you can use this report and its filters again the next time you reconcile. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-85lklj1y.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) ## **Creating the Reconciliation Spreadsheet** To create the reconciliation spreadsheet to reconcile QuickBooks Desktop values, you will export the Hours Pivot Report for Payroll Reconciliation report saved above. - Select the Hours Pivot Report for Payroll Reconciliation report you saved. - Export the Hours Pivot Report for Payroll Reconciliation report to Excel by hovering over the *Save* icon and select *Export to Excel*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-t9mgimgg.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Open the exported file. This is the *Reconciliation Spreadsheet* that you will use to compare Aspire to your *QuickBooks Payroll Summary*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-169tj12t.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - You can now edit the exported Hours Pivot Table Excel report to reconcile amounts with QuickBooks Desktop. In this section, we will verify all employee hours from the Aspire pay codes tie to the *QuickBooks Payroll Summary*. To start, - On the spreadsheet, insert 2 columns, which are highlighted in yellow. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-0zp8eq1q.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Enter the heading *QuickBooks Total* *Gross Earnings* to the right of the Total Labor Cost No Burden column (In this example, Column L). - Enter the heading *Difference* to the right of QuickBooks Total Gross Pay (In this example, Column M). - Enter a formula in *the range of cells within the Difference column* to calculate the difference between *Total Labor Cost No Burden and QuickBooks Total Gross Pay* (In this example, =K7-L7. We'll then auto-fill the formula in the rest of the needed cells.) ## **Review the Accrued Payroll Holding Account in QuickBooks Desktop and Reconcile** In order to add the *Total Labor Cost* from QuickBooks to the *Reconciliation Spreadsheet*, we will have to get the *Gross Total* for each employee from the QuickBooks *Payroll Summary*. - Go into QuickBooks, open the reports section and select the Employees & Payroll, Payroll Summary. - Adjust the date to the pay date for the payroll period. - Verify all employee hours related to Aspire pay codes are tied to the *QuickBooks Payroll Summary*. See example below with the *A-Hourly*pay code. - (The *Pay Codes* for QuickBooks Desktop could include *A-Hourly, A-Overtime, A-Holiday,* or *A-PTO*) ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-57bk9d8p.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Record the total gross earnings within the specific Aspire pay codes. You will add those totals into your *Reconciliation Spreadsheet*. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-mgxa0q91.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - On the Reconciliation Spreadsheet, enter the QuickBooks *Gross Earnings* by employee on each line (Column L in this example) ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-ql6cobzh.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - Review and reconcile any differences. 📌 Note: During this step, you need to use the *Balance Sheet Standard* *Report* to view the transactions in the *Accrued Payroll Holding* account in QuickBooks Desktop. Do not use the *Chart of Accounts Report* because it will not total the employee gross earnings correctly. Once payroll has been processed in QuickBooks Desktop, the *Accrued Payroll Holding* will show the paycheck gross earnings for each employee. ⚠️ If you choose not to accrue payroll, these costs would appear in your *COGS (Cost of Goods Sold) Labor* expense accounts. ![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/payroll-reconciliation-with-quickbooks-desktop-image-h7ud3l4h.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A37%3A29Z&se=2026-11-15T02%3A37%3A29Z&sr=c&sp=r&sig=g2QMC3GWSrO1pq5X1g924HjC7WgR1Mip%2BWdZ%2FY5PN1A%3D) - The *End of Month Labor* journal entry for the pay period you're reviewing will zero out the *Accrued Payroll Holding* account and move it to the *COGS Labor* account by division (or class). *Accrued Payroll Holding* has a $0.00 balance after the journal entry is completed for the check issue date. The next step in the reconciliation process would be to create your journal entry. Click below to read the article about expensing payroll for QuickBooks Desktop. [Read the Expensing Payroll Article Here](https://guide.youraspire.com/docs/expensing-payroll-for-quickbooks-desktop).