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User guide: How to add Payroll items to Minute7 and make a Default Payroll for a User

This guide explains how to enable payroll items in Minute7, grant permissions to employees, and assign a default payroll item for time entries. It also covers the QuickBooks Desktop setting required for payroll integration.

Step 1: Log in to Minute7

  1. Go to the Minute7 login page.
  2. Enter your email and password.
  3. Click Log In.
  4. Make sure you are logged in as an Account Manager.

Step 2: Enable Payroll Items

  1. Navigate to Settings → Company Settings.
  2. Scroll down to the Enable Features section.
  3. Find the option “Show payroll items for time entries.”
  4. Set this option to Yes.
  5. Click Save Settings.

Step 3: Grant Payroll Permissions to Users

  1. Go to Settings → Account Settings.
  2. Scroll down to Users.
  3. Click the shield icon next to the employee you want to edit.
  4. Scroll to Account Permissions.
  5. Find the option “Edit payroll: Allow this user to assign payroll items to time entries.”
  6. Set this option to Yes.
  7. Click Save Settings.

Step 4: Assign a Default Payroll Item

  1. Return to the Users section.
  2. Click the pencil icon next to the employee’s name.
  3. Scroll down to Payroll Settings.
  4. Select the payroll item you want to be the default for that user.
  5. Click Save Settings.
  6. Repeat or reverse this process to add or remove payroll item permissions for other employees.

Step 5: Configure QuickBooks Desktop

  1. Open QuickBooks Desktop.
  2. Go to Employees → Employee Center.
  3. Select the employee you want to edit.
  4. Open the Payroll Info tab.
  5. Check the box for “Use time data to create paychecks.”
  6. Save changes.
  7. Run a sync with Minute7 to update settings.

Best Practices

  • Enable payroll items first in Company Settings before assigning defaults.
  • Grant permissions selectively — only give payroll editing rights to employees who need them.
  • Keep QuickBooks updated — always sync after making changes in QuickBooks Desktop.
  • Review defaults regularly if employee roles or pay structures change.

Troubleshooting

  • Payroll item missing? Confirm it exists in QuickBooks and re‑sync with Minute7.
  • Default not applying? Double‑check the user’s settings under Users and Groups.
  • Sync errors? Ensure QuickBooks is open and connected during the sync process.

Key Takeaway

To use payroll items in Minute7, you must enable them in Company Settings, grant permissions to employees, assign default payroll items, and ensure QuickBooks Desktop is configured to use time data for paychecks. Once complete, payroll items will sync seamlessly between Minute7 and QuickBooks.

For step‑by‑step screenshots and detailed instructions, you can view the official Minute7 guide here:
👉 Payroll Setup PDF Guide