How to Change the Pay Period in QuickBooks Online?

Businesses often need to change the pay period in QuickBooks Online when they switch payroll frequencies, update company payroll policies, hire employees with different pay schedules, or improve payroll processing efficiency. If you do not update the pay period correctly, employees may receive incorrect paychecks, payroll taxes may be calculated incorrectly, and payroll records may become difficult to reconcile.

While updating a QuickBooks payroll schedule, QuickBooks may prevent changes if payroll has already been processed or submitted for direct deposit.

These messages usually indicate that an active or processed payroll is preventing the change. Furthermore, changing the pay period correctly helps you maintain accurate payroll calculations, consistent employee pay dates, proper tax reporting, and smoother payroll management. In this guide, we’ll discuss how to change a pay period in QuickBooks Online, when you can change them, how to update payroll schedules step by step, how to update a Pay Period in QuickBooks Online for existing employees, how to correct a processed payroll, common limitations, and best practices to avoid payroll errors.

What Are Pay Periods in QuickBooks Online?

A pay period in QuickBooks Online is the payroll cycle your business uses to calculate employee earnings before issuing paychecks. It defines how often employees are paid and allows QuickBooks Online Payroll to calculate regular wages, overtime, deductions, benefits, payroll taxes, and direct deposits accurately. QuickBooks Online supports these standard pay period options:

• Weekly

Employees receive a paycheck every week, for a total of 52 payrolls each year. This schedule is common for hourly workforces. 

• Biweekly

Employees are paid once every two weeks, resulting in 26 payrolls annually. Most businesses process payroll on the same weekday every other week. It is common for salaried employees.

• Semi-monthly

Employees are paid twice each month on predetermined dates, such as the 15th and the last day of the month, making 24 payrolls per year. 

• Monthly

Employees receive one paycheck each month, for a total of 12 payrolls annually. Businesses with simpler payroll requirements often use this schedule.

Can You Change the Pay Period in QuickBooks Online?

Yes, you can change a pay period in QuickBooks Online Payroll, but only if your current payroll status allows it. QuickBooks lets you create or assign a new pay schedule for future payrolls, while restricting changes to payrolls that have already been processed, submitted, or scheduled for direct deposit.

Essential Preparation Steps Before Changing the Pay Period in QuickBooks Online

Before you change a pay period in QuickBooks Online, verify that your QuickBooks payroll schedule is ready for the update. Completing a few pre-change checks helps prevent payroll processing errors, incorrect employee payments, direct deposit issues, and payroll tax reporting discrepancies.

Parameter	Details
Complete Pending Payroll	Process and submit all outstanding payroll runs under the current pay schedule before making any changes.
Resolve Payroll Errors	Fix failed payrolls, pending paychecks, or payroll alerts to prevent issues when the new pay schedule takes effect.
Review Employee Hours	If you track employee time, approve all timesheets for the current pay period before processing the final payroll.
Select the New Pay Frequency	Choose the appropriate payroll schedule, such as weekly, biweekly, semi-monthly, or monthly, based on your business requirements.
Define the New Payroll Calendar	Set the new pay period start date, end date, and payday to ensure every workday is included in the payroll cycle.
Prevent Payroll Gaps or Overlaps	Verify that the transition does not duplicate or omit any workdays, which could result in incorrect employee payments.
Review Employee Assignments	Confirm that employees are assigned to the correct pay schedule after the change, especially if your business uses multiple payroll frequencies.
Verify Payroll Settings	Review direct deposit, deductions, benefits, and recurring payroll items to ensure they remain accurate under the new schedule.
Notify Employees	Communicate the updated pay schedule and future payday dates before implementing the change to avoid confusion.
Review Payroll Tax Compliance	Ensure the new pay schedule aligns with payroll tax filing requirements. If you change payroll frequency during the tax year, consult a payroll professional or accountant before processing the next payroll.

How to Change the Pay Period in QuickBooks Online Payroll: Step-by-Step Instructions

QuickBooks Online Payroll does not allow you to change the pay period for payroll that has already been processed. To update future payrolls, you must assign an existing pay schedule, create a new one, or edit a shared pay schedule if your QuickBooks version supports it. Here are the proven methods to change a pay schedule in QuickBooks Online Payroll.

Method 1: Assign an Existing Pay Schedule to an Employee

Use this method when the employee should follow an existing payroll schedule. Follow these steps to assign an existing pay schedule:

1. Sign in to QuickBooks Online Payroll. 
2. Go to Payroll and select Employees. 
3. Select the employee whose pay schedule you want to update. 
4. Under Employment Details, click Edit. 
5. Open the Pay Schedule drop-down menu and choose the appropriate pay schedule. 
6. Click Save to apply the changes. 

Note: The updated pay schedule applies only to future payrolls. QuickBooks does not modify payrolls that have already been processed.

Method 2: Create a New Pay Schedule

Create a new pay schedule when the required payroll frequency is unavailable or when only specific employees need a different payroll schedule. Here are the steps to create a new pay schedule:

1. Sign in to QuickBooks Online Payroll. 
2. Go to Payroll and select Employees. 
3. Select the employee who requires a new pay schedule. 
4. Under Employment Details, click Edit. 
5. Open the Pay Schedule menu and select + Add Pay Schedule. 
6. Enter the required payroll information:
   • Pay Frequency: Select Weekly, Biweekly, Semimonthly, or Monthly. 
   • Next Payday: Choose the employee’s next paycheck date. 
   • Pay Period End Date: Enter the end date for the upcoming pay period, if QuickBooks prompts you. 
   • Pay Schedule Name: Provide a name only if your QuickBooks version requires one. 
7. (Optional) Select Use this pay schedule for employees you add after this one to make it the default schedule for future employees. 
8. Click Save, then select Done. 

Note: Creating a new pay schedule lets you assign a different payroll frequency without affecting employees assigned to other pay schedules.

Method 3: Edit a Shared Pay Schedule (If Available)

Some versions of QuickBooks Online Payroll allow you to edit an existing pay schedule. If your version does not provide this option, create a new pay schedule and assign employees to it instead. Follow these steps to change a pay schedule in QuickBooks Online:

1. Sign in to QuickBooks Online Payroll. 
2. Select the Gear icon and choose Payroll Settings. 
3. Under Payroll, select Pay Schedules. 
4. Locate the pay schedule you want to update. 
5. If Edit is available, update the applicable fields, such as:
   • Pay Frequency 
   • Next Payday 
   • Pay Period End Date 
6. Click Save to apply the changes. 

Note: Editing a shared pay schedule updates future payrolls for every employee assigned to that schedule. Previously processed payrolls remain unchanged. If only one employee requires a different payroll frequency, assign that employee to a separate pay schedule instead.

How to Find and Manage Pay Schedules in QuickBooks Online Payroll?

You can find and manage pay schedules in QuickBooks Online Payroll through your payroll settings or employee profiles, depending on your subscription. From there, you can review payroll frequencies, verify upcoming pay dates, assign employees to pay schedules, and create or update schedules for future payrolls. Follow these steps to find and manage pay schedules in QuickBooks Online Payroll:

1. Sign in to QuickBooks Online Payroll. 
2. Select the Gear icon and open Payroll Settings. Depending on your QuickBooks Online Payroll version, payroll settings can also be available under Account and Settings. 
3. Open the Pay Schedules section, if available. If your version does not include this option, access pay schedules through an employee’s Employment Details. 
4. Review the available pay schedules and verify the payroll frequency, next payday, and pay period dates. 
5. If your QuickBooks Online Payroll version supports it, update/edit a pay Schedule in QuickBooks Online. Otherwise, create a new pay schedule and assign employees to it. 
6. To assign or change a pay schedule for an employee, go to Payroll > Employees, open the employee profile, select Employment Details, and choose an existing pay schedule or select + Add Pay Schedule to create a new one. 
7. Review the updated payroll dates and save your changes.

How to Update a Pay Period in QuickBooks Online for Existing Employees?

To update the pay period for an existing employee in QuickBooks Online Payroll, assign the employee to a different pay schedule or create a new one. Before saving the change, verify the payroll frequency, next payday, and pay period dates to ensure the update applies correctly to future payrolls without affecting existing payroll records. Follow these steps to update a pay period in QuickBooks Online for an existing employee:

1. Sign in to QuickBooks Online Payroll. 
2. Select Payroll from the left navigation menu and click Employees. 
3. Choose the employee whose pay schedule you want to update. 
4. In the Employment Details section, click Edit (pencil icon). 
5. Open the Pay Schedule drop-down menu. 
6. Select an existing pay schedule or choose + Add Pay Schedule if you need to create a new payroll schedule. 
7. Review the payroll frequency, next payday, and pay period end date before assigning the schedule. 
8. Confirm that the selected pay schedule is assigned to the correct employee. 
9. Click Save to apply the changes.

Note: Updating an employee’s pay schedule affects only future payrolls. Previously processed payrolls, payroll history, tax calculations, and payroll filings remain unchanged. If multiple employees require the same payroll frequency, assign them to a shared pay schedule to simplify payroll administration.

How to Correct the Pay Period After Payroll Has Already Been Processed?

You can’t change the pay period for a processed payroll in QuickBooks Online Payroll. Instead, the appropriate correction depends on the payroll status. You need to void and recreate the payroll, record a payroll correction, or update the employee’s pay schedule to ensure future payrolls use the correct pay period. 

Method 1: Void or Delete the Payroll (If Permitted)

Use this method if QuickBooks Online Payroll allows you to void or delete the incorrect paycheck before the payroll becomes final. Follow these steps to remove the incorrect payroll and recreate it with the correct pay period:

1. Sign in to QuickBooks Online Payroll. 
2. Go to Payroll and select Employees. 
3. Open the employee’s profile and locate the incorrect paycheck in the payroll history. 
4. Open the paycheck and select Void or Delete, if the option is available. 
5. Confirm the action to remove the paycheck. 
6. Return to Payroll and select Run Payroll. 
7. Select the correct Pay Schedule. 
8. Verify the Pay Period, Pay Date, employee hours, earnings, deductions, taxes, and other payroll details. 
9. Review the payroll summary and submit the replacement payroll.

Note: The ability to void or delete a paycheck depends on your QuickBooks Online Payroll subscription, payroll status, payment method, direct deposit status, and payroll tax filing status.

Method 2: Correct a Finalized or Paid Payroll

Use this method if the payroll has already been finalized, paid by direct deposit, or included in payroll tax filings. Follow these steps to determine the appropriate correction method based on the payroll status and payment method:

1. Open Payroll and review the payroll run that contains the incorrect pay period. 
2. Identify whether the employee was paid by paper check or direct deposit. 
3. If the employee received a paper check and QuickBooks still allows the paycheck to be voided or deleted, remove it and recreate the payroll using the correct pay schedule. 
4. If the employee received a direct deposit, contact QuickBooks Payroll Support immediately to review the available correction options. Once QuickBooks submits a direct deposit for processing, you generally can’t edit or delete the paycheck. 
5. If payroll taxes have already been filed, review how the correction affects payroll tax reporting. Record the required payroll adjustment and consult your accountant or payroll professional if amended payroll tax filings are necessary. 
6. Verify the employee’s payroll records, tax calculations, deductions, and payroll reports before processing the next payroll. 

Note: The available correction options vary based on your QuickBooks Online Payroll subscription, payroll status, and whether the payroll has been submitted for direct deposit or payroll tax filing.

Method 3: Update the Employee’s Pay Schedule for Future Payrolls

Use this method to prevent the same pay period error from occurring again by assigning the correct pay schedule before processing the next payroll. Follow these steps to assign the correct pay schedule and prevent future pay period errors:

1. Go to Payroll and select Employees. 
2. Open the employee’s profile. 
3. In the Employment Details section, click Edit. 
4. Select the correct Pay Schedule, or choose + Add Pay Schedule if you need to create a new one. 
5. Review the payroll frequency, next payday, and pay period end date. 
6. Click Save to apply the changes.

Common Limitations and Issues When Changing the Pay Period in QuickBooks Online

You can change the pay period in QuickBooks Online Payroll only within the platform’s payroll rules and system limitations. Knowing these limitations helps you avoid payroll errors, processing delays, and compliance issues.

• You can’t edit the pay period for payroll that has already been processed. 
• Updating the paycheck memo doesn’t change the official pay period used for payroll, tax, or accounting records. 
• Some QuickBooks Online Payroll subscriptions require you to create a new pay schedule instead of editing an existing one. 
• Some QuickBooks Online Payroll plans limit the available semi-monthly payday configurations and don’t allow every custom date configuration. 
• Monthly pay schedules have limited customization for pay period start and end dates. 
• Changing payroll frequencies requires you to recalculate salaries, deductions, benefits, and other recurring payroll items. 
• A new pay schedule can affect overtime calculations if the pay period no longer aligns with the employee’s workweek. 
• Available pay schedule features and settings vary by QuickBooks Online Payroll subscription and region.

Conclusion

You can change a pay period in QuickBooks Online Payroll by updating an employee’s pay schedule, modifying an existing pay schedule when available, or creating a new pay schedule for future payroll runs. If you need to change a pay schedule in QuickBooks Online after payroll processing, use the appropriate correction method based on the payroll status, such as voiding and recreating the payroll when permitted or recording a payroll adjustment when the original payroll cannot be edited.

The QuickBooks Online Payroll pay period change applies only to future payrolls, so verify the payroll frequency, next payday, pay period dates, employee assignments, and recurring payroll items before saving changes.

Frequently Asked Questions