Payroll Bookkeeping Support

Sunstone Ledger supports payroll bookkeeping so payroll activity is recorded correctly in QuickBooks and payroll-related accounts stay clean.
The goal is simple: accurate payroll entries, consistent month-end close, and reports you can rely on.

This service focuses on the bookkeeping side of payroll (how payroll hits the books). Payroll processing itself can stay with your payroll provider.

Who this is for

  1. Businesses running W-2 payroll that need clean accounting records
  2. Owners using a payroll provider (Gusto, ADP, QuickBooks Payroll, etc.)
  3. Teams seeing payroll-related accounts “drift” over time
  4. Businesses that want payroll aligned with monthly bookkeeping and reporting

What’s included

  1. Payroll bookkeeping workflow aligned to your provider (how entries are recorded)
  2. Recording payroll activity correctly (gross pay, taxes, deductions, net pay)
  3. Review and organization of payroll-related accounts in QuickBooks
  4. Basic checks for common payroll posting issues (duplicates, miscoding, mapping)
  5. Month-end alignment: payroll entries included in monthly close and reporting
  6. Simple checklist of what we need each pay period/month (reports, exports, etc.)

What’s not included (typical)

  1. Running payroll as your payroll provider (payroll processing)
  2. HR services, hiring documentation, or employee onboarding
  3. Tax filing and IRS representation (separate service)
  4. Legal advice or employment law compliance review

How it works

  1. Intake: confirm payroll provider, pay schedule, and QuickBooks setup
  2. Mapping: align payroll items/accounts so posting is consistent
  3. Posting: record payroll correctly (journal entry or provider sync workflow)
  4. Reconcile: keep payroll-related accounts accurate over time
  5. Close & report: include payroll cleanly in monthly financial reporting

What you get each month

  1. Payroll entries recorded consistently and accurately
  2. Cleaner payroll-related accounts (less “drift” and fewer surprises)
  3. Monthly reports that reflect payroll correctly
  4. Action items when something needs attention (missing report, mismatch, duplicates)

What we need from you

  1. QuickBooks Online access (admin if possible)
  2. Name of payroll provider and pay schedule (weekly/biweekly/monthly)
  3. Payroll reports/export each pay period or month (provider standard reports)
  4. Notes on benefits/deductions if applicable (health, retirement, etc.)

FAQ

Do you run payroll for clients?
We focus on payroll bookkeeping (how payroll is recorded in QuickBooks). Payroll processing can remain with your payroll provider.
Can you work with any payroll provider?
Yes. We align the bookkeeping workflow to your provider (QuickBooks Payroll, Gusto, ADP, Paychex, etc.) and confirm the right reports/exports.
Why do payroll accounts get messy?
The most common causes are incorrect mapping, duplicates, missing entries, and not reconciling payroll-related accounts consistently.
Is payroll bookkeeping included in monthly bookkeeping?
It can be included depending on your scope. Many clients add payroll bookkeeping support to their monthly close and reporting workflow.
What do you need from me each pay period?
Typically payroll reports/export from your provider and confirmation of any changes (new hires, benefits, deductions, bonuses).

Email us: your payroll provider, pay schedule, and number of employees — we’ll recommend the best workflow and scope.