Certified payroll reporting is now built into QuickBooks Workforce

One of your clients calls to say they've landed a government contract. Maybe it's a federally funded road project or something through a state agency drawing federal dollars. This is a great opportunity for your client, but they may not realize the complexities of these types of jobs, especially when it comes to accounting.

You and your client need a way to handle certified payroll reporting. Most businesses rely on spreadsheets or a pricey third-party tool, both of which require rework and data exports.

As an accounting pro, it’s your job to make your clients’ finances easier. With QuickBooks Workforce Elite, you can now generate the WH-347 certified payroll report directly from your client’s existing payroll data. This compliance step, which was previously outside QuickBooks Online, is now built into the workflow your clients already use.

What certified payroll reporting is and why it matters for your construction clients

Certified payroll reports: Watch this feature in action

If your client hasn’t worked on government projects before, the WH-347 form adds a new administrative task to every payroll cycle. Each week during the project, they must report employee details, hours, wage rates, deductions, and fringe benefits. After that, they need to submit the form manually to the right government agency.

The WH-347 is a federal compliance document, so accuracy matters. Errors or late submissions can lead to contract funds being withheld or even disqualification from future government work. For a contractor new to wage projects, the reporting requirements can feel unfamiliar, which is exactly why having the data pre-populated from payroll records they have already reviewed is a meaningful safeguard.

How QuickBooks Workforce Elite generates the report

Once payroll is complete, go to the Reports section in QuickBooks Workforce Elite. Choose the payroll date and project name, then generate an Excel spreadsheet that matches the federal WH-347 form. 

The fringe benefit calculation on Page 2 of the report pulls automatically from all in-product benefit plans that carry an employer contribution, including vacation, sick, and PTO accruals. Your client can submit the report themselves, but it’s a good idea to review it with them the first time. Double-check all calculations, especially if they have any non-standard benefit structures. 

While QuickBooks Workforce streamlines most of the Certified Payroll process, some fields still need to be entered manually, including project ID, wage determination number, project week number, apprentice-level details, signature, and any notes. Your client completes those fields and submits the form directly to the relevant government agency. Keep in mind that QuickBooks generates the report, but it does not submit it on their behalf.

What this costs, and what it replaces

If your client is currently paying for a separate Certified Payroll tool, this QuickBooks Workforce feature removes a line item from their budget. Not only does it trim costs, but it also saves your client hours of time every week that they’ve been spending to generate this report. 

Some clients may be concerned about switching because of migration challenges. Certified Payroll reporting has been available in QuickBooks Desktop for years, and now it’s also in QuickBooks Online. If you have construction clients on Desktop who haven’t switched for this reason, they can now find everything they need in one place.

How certified payroll fits into your client's existing QuickBooks workflow

QuickBooks Workforce uses time tracking and project records already in QuickBooks Online to fill in the certified payroll data. This means the weekly report isn’t a separate task. The compliance step is now part of the regular workflow, so each week your client just needs to review the report instead of starting from scratch.

For construction clients handling several government projects at once, saving time and reducing stress is invaluable. They can stop using spreadsheets and separate tools and instead move to a simple review process.

Streamline certified payroll for government and construction clients by adding QuickBooks Workforce to Intuit Accountant Suite.

FAQs for QuickBooks Workforce

Which QuickBooks plan includes certified payroll reporting?

Certified payroll reporting is available exclusively in QuickBooks Workforce Elite. It is not available in Workforce Payroll or Workforce Premium.

Does QuickBooks submit the WH-347 on my client's behalf?

No. QuickBooks Workforce Elite generates a downloadable Excel-formatted WH-347 report. Your client completes the remaining manual fields for project ID, wage determination number, project week number, apprentice-level details, and signature. From there, they submit the completed form directly to the appropriate government agency.

What information does the certified payroll report pre-populate automatically?

The report pre-populates employee information, hours worked, wage rates, deductions, and fringe benefit calculations from the payroll, time, and project data already in QuickBooks. Fringe benefits are calculated from all in-product benefit plans with an employer contribution. Review these with your client before submission, particularly for non-standard benefit structures.

My client is still on QuickBooks Desktop because of certified payroll. Can they migrate now?

Yes. The absence of certified payroll reporting in QuickBooks Online was a key reason many construction clients stayed on Desktop. This feature closes that gap. 

Only QuickBooks Workforce Elite users who have completed expert review of their payroll tax setup and enrolled in e-services for automated tax payments and filings are eligible to receive the tax penalty protection up to $25,000 per year. Additional terms apply.

This information is intended to outline our general product direction, but represents no obligation and should not be relied on in making a purchasing decision. Additional terms, conditions and fees may apply. Eligibility criteria may apply. Product offers, features, and functionality are subject to change without notice.