Quickbook Integeration

Keka’s QuickBooks Online (QBO) integration allows Payroll Admins to seamlessly export payroll journal vouchers (JVs) into QuickBooks—eliminating the need for manual journal entry each month. Once set up, you can connect your QuickBooks account, map payroll categories to your Chart of Accounts (COA), and export JVs directly as draft journal entries.

This integration works only for finalized payroll cycles, including off-cycle runs, and supports double-entry accounting based on mapped payroll categories.

Steps

Connect QuickBooks Online

1. Go to Payroll → Accounting (or Accounting/Integrations, depending on your setup).

2. Open the QuickBooks Online integration.

3. Click Connect to QuickBooks Online.

   

4. A new browser tab opens—sign in to your QuickBooks account and authorize the connection.

   

5. In QuickBooks, select the organization you want to link.

Select Legal Entity and Pay Schedules

1. In the Accounting screen, open the Legal Entity dropdown.

2. Select a Legal Entity—only entities with US Payroll enabled will appear.

   

3. You’ll see all associated pay schedules and employee/contractor counts.

Generate a Journal Voucher (JV)

1. Go to Payroll → Accounting → Journal Vouchers.

   

2. Keka lists only finalized payroll cycles (latest to oldest). Off-cycle runs show an Off-Cycle tag.

3. For a pay period:

   • Click Create if no JV exists.

   • If a JV exists, you’ll see a link and Generated On date. Click the link to view JV.

4. Review the JV to ensure debit and credit lines are accurate.

Note:
JVs are only generated for finalized payrolls. If a cycle is reverted to Pending/Current, it disappears from the JV list. Finalize again to regenerate.

Export JV to QuickBooks

1. Open the JV for the finalized pay period.

2. Confirm that debits = credits.

3. Click Export to QuickBooks.

   

In QuickBooks:

• The JV appears as a Draft Journal Entry (not published).

• You cannot delete the JV from QuickBooks via Keka after export.

Regenerate a JV (When Payroll Changes)

If payroll was rolled back or updated, you’ll need to regenerate the JV to reflect changes.

1. Go to the JV listing for that pay period.

2. Click Regenerate.

3. Keka replaces the previous JV with the updated version

Download Past JVs from Archive

1. Go to the Archive tab on the Journal Vouchers page.

2. Use the Year filter to find JVs (defaults to current year).

3. Download JVs in Excel format.