Intuit has released Intuit Snap Payroll, and iPhone (and to a degree iPad) app that a small business can use to process payroll for employees, for free! Let’s take a look at what it can do.
I’m running this on an iPad, but the program is set up only for the iPhone form factor. As I went through this the first time on my iPad I was a bit put out that we only had the iPhone sized screen. And, in that format, the app didn’t always handle screen rotation properly. Looks small on an iPad! OOPS – after I took all the screen shots I noticed the “2x” button in the lower corner. That expands it to full size. I’m still a bit grumpy as it just blows up the screen, so they show in low res.
Intuit is aiming this at the very small (or new) business that is trying to calculate payroll taxes via spreadsheet or using printed tax tables. This really is the minimum system, not a lot of sophistication here. But, hey, if you are doing it by hand now, this might help you. And it is free.
I’ll flip through this quickly – this isn’t a “tutorial” on how to use it. Quite frankly, you don’t need a tutorial. Intuit made the program very easy to use, with a lot of helpful tips at every step of the process.
Start by selecting your State. Note the “sticky note” help, which appears at every new step (and then disappears when you have moved on).
In addition to the sticky notes there are help topics at the bottom of many screens.
You WILL have to accept Intuit’s terms of agreement. No surprise there. Keep in mind that this is Intuit, so you are giving them permission to use your information as a part of the “aggregated data” that the mine from us at every possible step (see my earlier rant on this topic).
So, let’s start using it. First step, add your employees.
Intuit Snap Payroll can send you an email that has the forms that you need to provide to your employee. Select the email option here.
You’ll get an email with a PDF attachment.
The PDF includes the W4 and state forms that you need, with some helpful information.
You’ll enter the deduction information for each employee (note that I’m skipping a few of the screens that lead you through the process).
Now that your employees are entered you can set up the information for the pay period.
When entering the pay period you have a calendar, and the app suggests the pay period to work with.
Click the Calculate button for the employee, and Intuit Snap Payroll does your calculations. No tables to look up, no spreadsheets. Simple!
You can see the details for the paycheck.
There is a History option on the main screen that will let you look back at any paycheck in the past (I don’t know how long they’ll keep your information). You can also click the Pay Taxes button to see information about making your payments. At the bottom of the screen is an Email Payroll Tax Info button.
This sends you an email with helpful information, and a CSV file as an attachment.
I wish that they split the to-from dates into two columns, as a two-date column like this is hard to work with. But that is a minor point.
Does this work? Yes, as far as it goes. If you are on a budget, this might be the way to start. Does it cover all of the bases? Certainly not, if you have anything more than a very basic situation. Then, it isn’t intended to be something for everyone. And, note, there isn’t any integration here with QuickBooks. This is a stand-alone product. At this point however I’m not endorsing it – too many unanswered questions.
You can see some information about Intuit Snap Payroll at http://snappayroll.intuit.com/, but at this time the information there is VERY limited. Download it for from from the iTunes store. It currently supports employers in Alaska, California, Florida, Illinois, Nevada, New Hampshire, New York, South Dakota, Tennessee, Texas, Washington and Wyoming, with more states to come in the following months
What About QuickBooks Integration?
Intuit Snap Payroll is a stand-alone program. It doesn’t (at this time?) integrate with QuickBooks. However, you can take that Excel check listing and use the Transaction Pro Importer to import these as checks into QuickBooks. I asked John Magno of Baystate Consulting to take a look at this, and here is what he came up with.
Using Transaction Pro Importer (TPI) 5.0 look in Optionsand select the Advanced tab. Check the box as shown below.
Specify that the fields are CSV delimited, and select the Check import type.
Edit the Excel file (you can do this in TPI) to delete the summary row that Intuit places at the end.
Map the columns of the Excel file to the TPI check import. John provided this TPI map file that you can use. I’m showing the mapping below, but note that the Expenses Memo in this screen shot isn’t showing the complete formula (you can see it in the map file). The memo is set up to include the hours and pay rate.
Here’s the check as it would appear in QuickBooks, using the same data that I used in my screen shots earlier in this post.
Note that this is a regular check, not a payroll check. That is due to the restrictions in QuickBooks – they don’t provide a way to import payroll checks. Also note that since there is no check number from Intuit Snap Payroll that you need to update that field – this mapping put the check date there. John notes that it is important that the employee be set up in the QuickBooks file before the import, otherwise the program will create a new vendor record.
Another example of Lego Mastery and connecting the pieces!