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QuickBooks direct deposit

  • Optimize QuickBooks Direct Deposit

    As you may have read in our blog, last week Wellspring Software attended the Sleeter Group Solutions13 Conference in Las Vegas as a vendor.  We had the opportunity to talk with a bunch of CPAs and QuickBooks ProAdvisors about their businesses and about how PrintBoss could help them and their clients.  QuickBooks direct deposit was on a lot of peoples’ minds.  While the majority of people print checks (which we love to hear), we also heard a lot of attendees say that they use the QuickBooks direct deposit feature for payroll.  This was music to our ears, because PrintBoss makes processing QuickBooks direct deposit easier.

    PrintBoss can print checks and direct deposit statements in the same check run.  We understand that not all of your employees are the same.  Some prefer checks they can deposit by hand for security reasons or because they haven’t gotten payroll the paperwork to move to direct deposit,  while others don’t want the hassle of paper checks and so have signed up for direct deposit.  So instead of making you process paper checks in one run and direct deposit statements in another run, PrintBoss allows you to do both simultaneously.  It does this by knowing which employees want checks and which want QuickBooks direct deposit statements.  All you have to do is click print.

    What’s more, PrintBoss can create and send electronic direct deposit statements.  PrintBoss will create PDF copies of the statements and email them to your employees.  It will even password protect the PDF statements so only your employee can view his or her QuickBooks direct deposit statement.

    PrintBoss is designed to save you time and money throughout your accounts payable process.  PrintBoss optimizes QuickBooks direct deposit by making it run seamlessly beside your other accounts payable processes like check printing.  This is just one of the many ways PrintBoss helps businesses.

    Try our 30-day FREE TRIAL to experience how PrintBoss can optimize your QuickBooks direct deposit process.

  • QuickBooks Electronic Payment Software

    We are all searching for the best way to manage and pay our payables.  We want it to be secure, intuitive, easy, low cost, and fast.  The issue is that what is secure, intuitive, easy, low cost, and fast to you is not necessarily to your vendors.  Even more so, what is optimal for one vendor might not be for another vendor.  The point is, how can we find the “best” solution when it most likely varies by company?

    The one thing that many can agree on is that payables are moving toward electronic solutions, toward electronic payment software.  But even electronic payment software differs.  Some solutions require sharing banking information, while others require payees to accept certain terms of payment conditions including fees associated with the solution.  Other electronic payment software can only handle smaller payables, while still others are only beneficial with payables over $500,000.  The point is, how do we define the “best” electronic payment software?

    At Wellspring Software, we believe that the answer to this question lies in flexibility.  The best electronic payment software is one that enables you to pay however you want to pay.  Pay certain vendors through ACH, while paying others through products like the globalVCard Paysystems, while handling employee payables through direct deposit.  It is for this reason that we have designed PrintBoss to enable all types of payments.  What’s even better is that with PrintBoss you can automate these different payment types.  By stipulating in each vendor or employee account settings the type of payment they require/desire, you can process your payables in one run and PrintBoss will produce the correct payment for each payable.

    For example, if you have a supplier that wants to be paid with an ACH payment, another large vendor that requests payment through the globalVCard Paysystems, and then your office building landlord requires payment with a printed check, PrintBoss can handle all of these.  Once all of the above parties’ requirements have been indicated in the PrintBoss settings, then in QuickBooks (or any other accounting system integrated with PrintBoss) simply process a check run.  With no additional clicks, the information will be passed from QuickBooks to PrintBoss and given the settings for each payee, PrintBoss will produce the requisite payment file or check.  So for the supplier requesting ACH payment, an ACH file will be generated.  The same goes for the large vendor signed up to receive globalVCard payments.  For your landlord, a physical check will be printed from your designated printer.  The beauty, again, is that all of this happens automatically, with no extra clicks.

    Payable processing is constantly changing, why not have an electronic payment software that allows you to change with it.  PrintBoss allows you to process both checks and electronic payments in the same payable run, with no extra clicks.  Try the PrintBoss 30 day free trial to see how an electronic payment software can work for you.

  • PrintBoss Makes QuickBooks Direct Deposit Easy

    It has become common practice today to process payroll using the QuickBooks direct deposit feature.  Using this method, an ACH file is created and the funds are transferred to the payee.  Prior to transfer, authorization must first be given by the receiver or payee to accept payment in this fashion.  The ACH file created then in QuickBooks contains certain information requisite to process the transaction.  This information includes the account and routing numbers, the payee name, amount, etc.  The benefit of paying by QuickBooks direct deposit is no check is printed and required to be taken to the bank for cashing.

    Although no hard check is given to the payee, a paystub still needs to be given to the employee for his records.  QuickBooks direct deposit cannot send the paystub electronically.  A paystub must be either printed and mailed, or manually emailed to each individual payee.  This is where PrintBoss can help.  PrintBoss can send paystubs for electronic payments via email by automatically creating PDF files of the paystubs, attaching them to emails and sending them either through SMTP servers or directly from your outlook.  By grabbing the payee email address from an authorized field in QuickBooks, PrintBoss knows how and where to create and send the email.

    Given the security requirements of emailing a paystub, PrintBoss will even password protect each PDF in case the incorrect email address is entered in QuickBooks.  By using the last four digits of the payee’s social security number, PrintBoss will create a password only the payee will know.

    With no extra keystrokes, PrintBoss will complete your QuickBooks direct deposit transaction.  If any of your vendors or employees request not to be paid via QuickBooks direct deposit, PrintBoss will automatically print a live check in the check run.  Again, no extra keystrokes are required.  Just another way how PrintBoss saves you time, money and increases security.

    Try our 30-day free trial to experience how PrintBoss can improve your payroll process today.

  • QuickBooks Direct Deposit: How to Make it Secure and Easy

    With PrintBoss, QuickBooks direct deposits are easy and secure.  It is easy because there are no additional installation steps required to create direct deposits from QuickBooks and it is secure because of the features PrintBoss provides.

    Set-Up is Easy

    First, setup your company bank account in PrintBoss and create a list of your employees' E-mail addresses.  The list of E-mail addresses in PrintBoss or Payee List is used to automatically send a password protected direct deposit advice form to each employee on the list.

    Next, create the payroll checks as you normally would do.  Click on ‘Print’ and PrintBoss takes over formatting and processing your direct deposits from information provided by QuickBooks.  With one click you can create checks with secure encrypted signatures for those employees that prefer checks; create a Positive Pay file for security; create an ACH file formatted to the National Automated Clearing House Association (NACHA) specifications; and create a PDF file copy for archives.

    Positive Pay Files

    Today it is easy for anyone to scan a check for automatic deposit.  Intentionally or not, this can lead to depositing a check twice: once by scanning and again at the bank.  How can a business protect itself?

    An increasing number of banking institutions are offering a Positive Pay service for check fraud protection.  This is a formatted text or csv file listing all valid checks written on a bank account.  The file is transmitted to the bank and only checks identified in this file are cashed by the bank.  If the bank receives checks that are slightly different, or a duplicate, the bank will not accept the checks.

    PrintBoss generates a Positive Pay file for each check in the batch.  The structure of the Positive Pay file is designed to match individual bank requirements.

    NACHA ACH Transfer Files

    ACH transfer file creation is automatic with PrintBoss.  It begins the process of depositing your employees' pay directly into their accounts even if you're away from the office on payday or if they work remotely.

    Email an advice statement

    PrintBoss will also automatically send an E-mail to each employee on the Payee List.  The E-mail will have a message from you and a PDF copy of their paystub.  This E-mail can also include additional attachments.  For example, say you have a new HR benefit you want to announce.  A PDF explaining the benefit can be attached along with the QuickBooks direct deposit advice.

    PDF File Copies

    As part of the process, PrintBoss can also create a PDF file copy to archive by employee, date, or location--- whatever makes sense for your organization.  Some clients are saving these PDF copies to CRM systems to interface with HR systems.

    With PrintBoss, QuickBooks direct deposits are easy and secure.

  • How To Email QuickBooks Direct Deposit Statements

    We are often asked, “What are the differences between PrintBoss Select and PrintBoss Enterprise?”  There are several, but a really big one is e-mailing, in particular emailing QuickBooks direct deposit statements.  With the Enterprise Edition, you can e-mail documents such as direct deposit or EFT statements without any additional keystrokes.   With an upgrade of software, and a little setup you can save time and money by emailing important, but routine documents using PrintBoss.

    There are only three steps to setup:

    1. Create a PrintBoss Payee List.
    2. Modify the PrintBoss form.
    3. Enable the PrintBoss E-mail function.

    The PrintBoss Payee List can be especially useful for e-mailing QuickBooks direct deposit statements as the QuickBooks software does not print a payee or vendor e-mail address on their statements.

    There is, however, a place in QuickBooks to associate an e-mail address with a vendor or employee. By exporting the field contents to a .csv file and then importing it into the PrintBoss Payee List, you have created the PrintBoss Payee List. Easy, right?

    What about maintaining the list as changes occur? PrintBoss can automatically make additions to the list when it encounters a new payee name. Or PrintBoss can present you with the option to add or ignore any new payee names during processing.

    In order for PrintBoss to process the Payee List the PrintBoss check form requires a few edits to add processing instructions and variable assignments.  We provide instructions, or Tech Support can answer questions about this or any of the steps involved.

    The last step is to enable the PrintBoss e-mail function.  PrintBoss sends QuickBooks direct deposit or EFT statements as PDF attachments.  PrintBoss converts an image of the document to an Adobe PDF file and attaches that PDF to the e-mail.  The Adobe Reader for PDF files is free to download from, but it is often installed with the operating system on most computers.

    There are several variables that can be used to enhance the e-mailed statements only available with the Enterprise Edition.  These include the ability to password protect the opening of the PDF, disallow printing of the PDF, and restrict editing of the PDF.  Also you can automatically attach additional PDFs to the e-mail.  For example, you may want to add a brochure which explains a new employee benefit.  This can be done with PrintBoss.

    If you are thinking of e-mailing QuickBooks direct deposit or EFT statements, think PrintBoss Enterprise.

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